# Privacy notice How Flowpane handles personal information across this website and the service, including cookies, automated assistance and your choices. ## Website and service information - Who to contact: Flowpane is responsible for the personal information it uses for website enquiries, account administration and its own service operations. For privacy questions or data requests, use the [contact form](/contact). Where we process customer material on a customer's instructions, the applicable customer agreement and DPA define the processing roles. - Service information: The service processes account and organisation details, membership and access information, site identifiers and verification details, governance observations and results, and related records or material you submit. Public website evidence may contain personal information. Submit only what you are authorised to provide and what the task requires. - Purposes and lawful bases: We use information to respond to enquiries, administer agreed access, provide and secure the service, investigate misuse and meet legal obligations. Depending on the activity, the basis is performance of a contract, steps you request before a contract, our legitimate interests in operating and protecting the service, a legal obligation, or consent where required. Optional newsletter subscriptions and optional browser tracking have their own choices below. - Recipients and transfers: Relevant information may be processed by contracted hosting, storage, authentication, communications, security, analytics and automated-processing services. Authorised organisation or workspace members may see information shared within their permissions. We may also disclose information where lawfully required. Processing may take place outside your country, including in the United States. Where required, appropriate transfer arrangements must apply; request the current recipients and safeguards for your intended use through the [contact form](/contact). A region label does not itself guarantee residency. - Retention: Website chat, newsletter and analytics retention is described below. Other enquiry, account and service records are retained according to their purpose, applicable service arrangements and legal obligations. Backups, security records and evidence retention may follow different periods. Request the relevant schedule before submitting data with special retention requirements; no single deletion period is promised for every data type. - Your rights: Subject to applicable law, you may request access, correction or erasure, object to processing or request restriction or portability. You may withdraw consent without affecting earlier lawful processing. We may need proportionate identity verification, and some information must be retained for legitimate or legal reasons. Where your client or organisation controls the data, contact that controller first; we can assist under the applicable processing agreement. - Concerns and complaints: Tell us through the [contact form](/contact) so we can investigate. You may also complain to the relevant data protection authority, including the UK Information Commissioner's Office where UK data protection law applies. Changes to material processing will be communicated as required; this notice does not authorise a new undisclosed use of personal information. See the [AI and ML declaration](/legal/ai-ml) and [Data Processing Agreement](/legal/data-processing). ## Website facts - Our own analytics counts visits without cookies or browser storage. The raw IP address is not stored in analytics records: visitors are counted with a pseudonymous hash of the IP address, the browser and a random value that changes every day and is deleted after two days. If your browser sends Global Privacy Control or Do Not Track, the visit is counted without that hash. - The analytics records the page path, any UTM tags, the name of the referring site (never the full address), country, device type, browser family, clicks on calls to action and on links that leave the site, and page speed (Core Web Vitals). Bots are ignored. These records are deleted after 400 days. Daily totals made from them, such as page views per page or per country, are kept for longer: they are counts only, with no visitor hash, and cannot identify anyone. - This site sets `fp_consent` (essential, 180 days) when you make a cookie choice, `fp_theme` (functional, 12 months) only if you choose a colour theme, `fp_locale` (functional, 12 months) only if you choose a language, `fp_thanks` (functional, 30 minutes) only when you send a form, `fp_id` (Personalisation, 180 days, only with your consent) only if you ask to be remembered on this device and then send a form, `fp_press_session` (essential, up to 14 days) only if you sign in to the press room, and `fp_staff` (essential, 1 year) only in the Flowpane team's own browsers, when they open the workbench, so their visits are left out of analytics. - Third-party analytics such as Google Analytics or Microsoft Clarity loads only if it is turned on and you accept optional cookies. Rejecting is as easy as accepting. The current list of cookies, and a way to change your choice, is on the HTML version of this page. - Forms on this site, such as the startup application, are stored in a dedicated marketing database, separate from the Flowpane product. With a submission we keep the page it was sent from, the first page of the visit, any UTM tags and the name of the referring site, never the full address. If you use the Flowpane app, your account and usage data from it may be linked to these records for account management, and never for advertising. Messages you send us and our replies may be machine-translated by a contracted processing service to support communication, not for advertising. Enquiries sent from the chat assistant are stored with other enquiries. ## Remember me on this device - What it is: Optional, and off unless you turn it on: tick Remember me on this device on a form, or turn on Personalisation in the cookie settings. Once you have sent us a form, this device recognises you. Forms fill in your details, pages greet you by name, and if you applied for the beta you can see where your application stands. - What is stored: In your browser, one cookie, fp_id: a random code with no personal data in it, for 180 days. With us, only a one-way hash of that code, linked to your contact record, with the browser family (such as Firefox on Windows, never the full browser string or your IP address), when it was set and last used, and what you sent from this device: your name, company, the host name of your website, your role and number of sites, and the topics you asked for. - What is shown: Only what you sent us from this device, and how the things you started there are going, such as your beta application. Your email address is shown masked, such as s•••@example.com, and filled in only when you press Continue as. Nothing you told us from another device or by email is shown, so typing someone else's address into a form reveals nothing about them. - Never for advertising: Never used for advertising, never shared with anyone, and never sent to Google Analytics, Microsoft Clarity or any other service. It is separate from the analytics and marketing cookies: turning those on or off does not change it. - Genuine enquiries only: We only remember people we treat as genuine enquiries. A form our checks flag as spam never sets it. If we later mark one of your submissions as spam, every device is forgotten at once and we stop recognising you. You can also ask us, through the contact form, to forget every device. - Forgetting: Press Forget me, in the site footer, in the greeting or beside any form, or turn Personalisation off in the cookie settings. The cookie is removed and the link is revoked on our side straight away. A link expires 180 days after it was last used, and a revoked or expired link is deleted 90 days later. - Consent record: We record each time you turn it on or off: where, when, the exact wording you saw, and a one-way keyed hash of your IP address. If you turn it on in the cookie settings before sending any form, that record has no name attached; when a later form links the device, it is recorded again with your contact. If your details are erased, your devices are forgotten and the record is kept only in anonymous form. ## Chat assistant - Purpose: To answer questions about Flowpane from the pages of this site and the product documentation at docs.flowpane.com and, if you choose, to pass your enquiry to Flowpane. - Who processes it: Answers are generated by an automated AI assistant. A contracted service provider processes the messages and relevant website context on our behalf to provide the response. Processing may take place in the United States. Provider processing, retention and any applicable restrictions on training are governed by the arrangements for the service in use; ask through the [contact form](/contact) for current details. The assistant is identified as AI, not a person. - What we keep: Your messages and the answers, the page you asked from, any rating you give, and a one-way keyed hash of your IP address, used to limit abuse. Email addresses, phone numbers, card numbers and similar details are removed from your messages before they are sent to the provider or stored. - Lawful basis: Our legitimate interest in answering the questions you ask, and in checking that the answers are accurate and safe. - Retention: Flowpane keeps chat messages for 30 days, then deletes them. An answer flagged for review is kept up to 90 days. If you leave a message from the chat, the conversation is kept with your enquiry. A service provider may also retain submitted material under the applicable processing terms, including for abuse or safety review. Request current provider retention details before submitting material with special handling requirements. - Talking to a person: If you ask for a person, the chat asks for your name and email address, which we use only to reply to you; they are kept with the conversation for 30 days, or with your enquiry. Someone from Flowpane may then join the chat and sees the conversation so far. Messages from then on go to Flowpane, not to an AI model, and are stored as you write them, for 30 days. If you write in another language, your messages and the person's replies are machine-translated by our translation provider, with email addresses and phone numbers held back. If nobody is available, you can leave a message, which is sent as an enquiry with your name and email address and kept with our other enquiries. - Support: Help with your account is in the app's helpdesk. The assistant only links to it and passes nothing to the app. - In your browser: The chat sets no cookies. After your first message it keeps a reference to the conversation in your browser's session storage (fp_chat), so the conversation continues as you move between pages, until you close the tab. - Your choices: The assistant is optional, and every form on this site works without it. To ask about or erase a conversation, use the contact form. - Browser storage: `fp_chat` (session storage, essential) only after you send a message in the chat, until you close the tab; `fp_chat_preview` (essential, 12 hours) only in the Flowpane team's own browsers when they try the chat before it is switched on. ## Newsletter and product updates - Newsletter and product updates: two topics, each sent only with your consent to that topic, given by confirming from the email we send you. The footer and the newsletter page subscribe you to the Newsletter; the updates box on the beta form subscribes you to Product updates. Coming back after unsubscribing needs a new confirmation. - For each topic we record which topic, the exact wording you agreed to, where, when, and a one-way keyed hash of your IP address (never the address itself). Every later change is added to a log that is never edited. If we erase your details, that log is kept only in anonymous form. - Every email has a Manage preferences link and a one-click Unsubscribe link, with no sign-in. At https://flowpane.com/email-preferences you can switch topics on and off, unsubscribe from everything, ask for a new link by email, and ask for a copy of your data or its deletion; a person handles those requests and replies within one month. - A request nobody confirms is deleted after 30 days, with the contact record if it was made only for that request. When you unsubscribe we stop at once and keep a record of it, so you are not emailed again. - Addresses that bounce permanently, that report our email as spam, or that ask never to be emailed go on a suppression list and get no marketing email. After a spam report automatic acknowledgements stop too. After erasure, a suppression is kept only as a one-way keyed hash of the address.