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Privacy Policy

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Introduction

At InstantFlow (provided by Instantflow Limited, "we", or "us"), we respect your privacy and are committed to keeping your business data, personal information, and workspace records secure. This Privacy Policy describes our policies and procedures regarding how we collect, store, and utilize your information when you use our web platform. By using InstantFlow, you agree to the collection and use of information in accordance with this Privacy Policy.

Instantflow Limited, a company incorporated in Hong Kong, is the data controller responsible for the personal data described in this Policy.

Collecting and Using Your Data

Types of Data Collected

Personal Data: While using InstantFlow, we may ask you to provide us with certain personally identifiable information that can be used to contact or identify you. This includes, but is not limited to, your Name and your Email Address.

Usage Data: Usage Data is collected automatically when accessing our web application. This may include your device's Internet Protocol (IP) address, browser type, browser version, the specific operational pages of our web application you interact with, time and date stamps, and diagnostic telemetry. This information is used solely to analyze usage trends, administer the platform, track general movement within the site interface, and optimize performance.

Workspace Business Data: While using our tools, you manually input operational records including, but not limited to, customer and supplier profiles, item catalogs, quote details, invoicing data, and expense tracking points. This operational data is stored securely in our cloud-hosting environment to display and process it within your designated private team workspace.

Use of Your Personal Data

Instantflow Limited uses the collected data for the following essential purposes:

  • To Maintain the Service: To provide, operate, and monitor the performance and stability of our web application.
  • To Manage Your Account: To validate your user registration and grant your profile secure access to your specific workspace dashboards, custom entities, and data summaries.
  • To Communicate with You: To contact you via email regarding technical platform updates, critical system alerts, product tutorials, or mandatory security notices.
  • To Provide Content & Updates: To send you news, promotional offers, or general workflow tips about our services unless you have explicitly opted out of receiving such marketing emails.
  • To Improve the Platform: To run data analysis and monitor usage trends to optimize layout design, page loading speeds, and overall dashboard utility.

Retention of Your Data

We will retain your Personal Data and Workspace Business Data only for as long as is necessary to fulfill the operational purposes set out in this Privacy Policy. We will retain and use your data to the extent necessary to comply with our legal obligations, resolve operational or technical disputes, and enforce our core agreements.

Concretely: while your account is active, we retain your data to provide the Service. If your account or subscription ends, we keep your Workspace Business Data available for export for 30 days (consistent with the Subscription Agreement), after which we delete or anonymize it, except where we need to keep it longer for legal, tax, or dispute-resolution purposes.

Data Processing and Third-Party Providers

We utilize standard, highly secure third-party infrastructure providers to run our core application utilities:

1. Cloud Infrastructure & Hosting

Our application servers and relational databases are deployed via enterprise-grade cloud providers to host, back up, and serve your workspace data with continuous uptime and high-level encryption.

2. Platform Analytics

We use third-party analytics tools to monitor how users interact with our user interface.

Google Analytics: This web analytics service tracks and reports website traffic patterns. Google uses the data collected to track and monitor the use of our web layout. For more information on Google's privacy protocols, please visit the Google Privacy & Terms web page at: https://policies.google.com/privacy

Google Analytics and similar tools use cookies. Where required by applicable law, we ask for your consent before setting non-essential analytics cookies, and you can manage your preferences through your cookie settings on our site or your browser controls.

3. Communication Engines

We use email delivery infrastructure vendors to process automated platform emails, workspace invitations, security updates, and marketing newsletters.

4. Payment Processing

If you subscribe to a paid plan, we use a third-party payment processor to handle billing and payment card data on our behalf, in accordance with that provider's own privacy and security practices. InstantFlow does not directly store your full payment card number.

International Data Transfers

Your data may be processed or stored in countries other than your own, including by the infrastructure providers described in Section 5. Where we transfer personal data out of the European Economic Area, the United Kingdom, or other regions with similar data-transfer restrictions, we use appropriate safeguards recognized under applicable law, such as Standard Contractual Clauses or an adequacy decision.

Delete Your Personal Data

You have the right to delete or request assistance in purging the personal details and workspace records that we have collected about you. You can update or delete your profile information directly inside your account settings or initiate an erase request by reaching out to us.

Your Privacy Rights

Legal basis (where GDPR applies)

For users residing within the European Economic Area (EEA) or UK, our legal basis for processing personal data rests on the following conditions:

  • Consent: You have given clear authorization for processing data for one or more specific operational tasks.
  • Performance of a Contract: The data is necessary to execute your workspace subscription agreement or pre-contractual steps.
  • Legal Obligations: Processing is required to maintain tax, accounting, or regulatory compliance rules.
  • Legitimate Interests: Processing helps us secure, audit, and continuously improve the functional quality of InstantFlow.

Your rights, wherever you are located

Regardless of where you are located, we extend the following rights to all InstantFlow users as a matter of policy, not only where local law independently requires it:

  • The right to access, update, or erase the information we hold on you.
  • The right of rectification if your profile information is inaccurate.
  • The right to object to our processing of your personal data.
  • The right to request data portability.
  • The right to withdraw your processing consent at any time.

Children's Privacy

Our platform is built exclusively for corporate operations and requires account holders to be 18 or older, consistent with our Terms of Use. We do not knowingly collect data from minors. If you believe a minor has created a workspace or submitted profile information, please notify us immediately and we will take steps to remove it.

Changes to This Privacy Policy

We may update our Privacy Policy from time to time to match application updates. Any updates will be pushed directly to this page.

For material changes, we will make reasonable efforts to notify you by email or in-platform notice, consistent with how we handle material changes to our Terms of Use. We encourage you to check back periodically to review our current data practices.

Contact Us

If you have any questions or require support regarding your data protection, you can reach our administrative team at: https://instantflow.io/en/contact-us