Privacy Policy

Last updated: November 13, 2025

1. Introduction

Flowix Agents ("we," "our," or "us") respects your privacy and is committed to protecting your personal data. This privacy policy explains how we collect, use, and safeguard your information when you use our website and AI automation services.

This policy applies to all users of our website (www.flowix-agents.com) and customers of our AI agent services.

2. Information We Collect

2.1 Personal Information

  • Contact information (name, email address, phone number)
  • Company information (company name, industry, size)
  • Account credentials (username, encrypted password)
  • Payment information (processed securely through Stripe)
  • Communication preferences

2.2 Usage Data

  • Website analytics (pages visited, time spent, device information)
  • AI agent performance metrics
  • Service usage patterns and feature utilization
  • Support interactions and feedback

2.3 Business Data

  • Customer service interactions processed by our agents
  • Email and communication data (when using Email Agent)
  • Sales and marketing data (when using relevant agents)
  • Custom workflows and business process information

3. How We Use Your Information

  • Provide and maintain our AI automation services
  • Process payments and manage subscriptions
  • Communicate about service updates, support, and billing
  • Improve our services through analytics and performance monitoring
  • Develop new features and AI agent capabilities
  • Comply with legal obligations and prevent fraud
  • Provide customer support and technical assistance

4. Legal Basis for Processing (GDPR)

Contract Performance

We process your data to fulfill our service agreements and provide AI automation services.

Legitimate Interest

We process data to improve our services, ensure security, and conduct business analytics.

Consent

For marketing communications and optional features, we obtain your explicit consent.

Legal Obligation

We process data to comply with tax, accounting, and regulatory requirements.

5. Data Sharing and Third Parties

5.1 Service Providers

We share data with trusted partners who help us provide our services:

  • Stripe: Payment processing (PCI DSS compliant)
  • Cloud hosting providers: Secure data storage and processing
  • Email service providers: Transactional communications
  • Analytics services: Website and service performance

5.2 Legal Requirements

We may disclose information if required by law, court order, or to protect our legal rights and those of our users.

5.3 Business Transfers

In the event of a merger, acquisition, or sale, your information may be transferred to the new entity.

6. Data Security

🔒 Our Security Measures

  • End-to-end encryption for all data transmissions
  • AES-256 encryption for data at rest
  • Regular security audits and penetration testing
  • Multi-factor authentication for admin access
  • SOC 2 Type II compliance (in progress)
  • Regular staff security training
  • Incident response procedures

7. Your Rights (GDPR & CCPA)

✓ Access

Request a copy of your personal data

✓ Rectification

Correct inaccurate information

✓ Erasure

Request deletion of your data

✓ Portability

Export your data in a structured format

✓ Restriction

Limit how we process your data

✓ Objection

Object to certain processing activities

To exercise these rights: Email us at privacy@flowix-agents.comor use our customer portal. We'll respond within 30 days.

8. Cookies and Tracking

We use cookies and similar technologies to enhance your experience and analyze website performance.

Essential Cookies

Required for website functionality and security

Analytics Cookies

Help us understand website usage and improve services

Marketing Cookies

Used for targeted marketing (with your consent)

You can manage cookie preferences in your browser settings or through our cookie management tool.

9. Data Retention

Account Data: Retained while your account is active, then deleted within 90 days of termination

Business Data: Processed by AI agents is retained according to your service agreement

Analytics Data: Anonymized and retained for up to 3 years for service improvement

Support Data: Retained for 2 years to improve customer service

Financial Records: Retained for 7 years to comply with tax and accounting regulations

10. International Data Transfers

Your data may be processed in countries outside the European Economic Area (EEA). We ensure adequate protection through:

  • Standard Contractual Clauses (SCCs) approved by the European Commission
  • Adequacy decisions for countries with adequate data protection laws
  • Certification schemes and codes of conduct

11. Contact Us

Data Protection Officer

Company: Flowix Agents B.V.

Address: Madridstraat 9, 1175 RK Lijnden, The Netherlands

Email: privacy@flowix-agents.com

Phone: +31 20 244 76 59

Response Time: Within 30 days for privacy requests

Supervisory Authority

You have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) if you believe we have not handled your personal data properly.

12. Policy Updates

We may update this privacy policy from time to time. We'll notify you of significant changes by:

  • Email notification to registered users
  • Prominent notice on our website
  • In-app notifications for service users

Continued use of our services after changes constitutes acceptance of the updated policy.