Privacy Policy

Flowmeets is owned and operated by Flowmeets AB, Sundbybergs Torg 1, 17237 Sundbyberg, Sweden (Org. nr: 559574-7444). We value the privacy of our customers and their meeting participants and are committed to handling personal data transparently, securely, and in compliance with applicable laws, including the EU General Data Protection Regulation (GDPR).

This Privacy Policy explains how we collect, use, store, and protect personal data when you use Flowmeets, including our meeting scheduling, transcription, coaching, and automation features. It applies to all users of our services.

1. Who We Are

• Legal Entity: Flowmeets AB ("Flowmeets", "we", "us" or "our")
• Address: Sundbybergs Torg 1, 17237 Sundbyberg, Sweden
• Data Protection Officer: Peter Ratkay – peter@flowmeets.com
• Data Protection Requests: support@flowmeets.com

2. Data We Collect

We collect and process the following categories of personal data:

a) Account & Contact Information
Name, email address, company name, billing details, and account credentials.

b) Meeting Booking Data
Meeting titles, participants, times, agendas, associated calendar data, and RSVP status.

c) Transcription & Recording Data
Audio/video recordings (only with your consent) and text transcriptions generated from meetings.

d) Technical & Usage Data
IP addresses, browser type, device identifiers, operating system details, login times, and activity logs.

e) Payment Data
Billing details and transaction data processed via our payment provider, Stripe (we do not store full card details).

3. How We Use Your Data

We process your personal data for the following purposes:

• Providing, operating, and maintaining the Flowmeets platform.
• Facilitating meeting bookings, agenda management, and team scheduling.
• Generating transcriptions, summaries, coaching insights, and meeting analytics.
• Sending confirmations, reminders, and relevant notifications.
• Processing payments and managing subscriptions.
• Maintaining platform security and preventing fraud.
• Complying with legal obligations and resolving disputes.

4. Marketing & Analytics

We may send product or service updates to business contacts. You can opt out at any time via email settings or by contacting support@flowmeets.com.

We use analytics to understand platform usage and improve performance. We do not perform automated decision-making that produces legal or similarly significant effects.

Optional (if applicable): We may track delivery and open rates of certain service emails to ensure they are being received by valid addresses.

5. Legal Bases for Processing

Our processing is based on:

• Performance of a contract – delivering services you have requested.
• Legitimate interests – improving our services, supporting users, and ensuring security.
• Consent – recording and transcription features require your prior consent.

6. Data Sharing & Subprocessors

We work with trusted third-party service providers ("subprocessors") for hosting, payments, AI processing, and calendar integrations.

• The full list of subprocessors is not published publicly but is available to customers upon request.
• Customers will be notified in advance of any new subprocessors and may object on reasonable data protection grounds.

7. Use of Customer Name and Logo

If you upload your company logo to the Flowmeets platform, you grant Flowmeets a non-exclusive, royalty-free, worldwide right to display your name and logo on our website, customer lists, and marketing materials solely to identify you as a user of the Services. This permission does not imply endorsement. You may withdraw permission at any time by emailing support@flowmeets.com; we will remove the logo from future materials within a reasonable period.

8. International Data Transfers

All personal data is stored and processed within the European Union (EU/EEA). We do not transfer personal data outside the EU/EEA unless adequate safeguards (such as Standard Contractual Clauses) are in place.

9. Data Retention

• Account & Booking Data: Retained for as long as your Flowmeets account is active. Deleted within 90 days after account closure unless otherwise required by law.
• Transcriptions: Retained for as long as your Flowmeets account is active. Deleted within 90 days after account closure.
• Recordings (audio/video): Retained for up to three (3) years from the date of recording, unless the account is closed earlier, in which case they are deleted within 90 days of closure.
• Technical Logs: Retained for up to 180 days for security and troubleshooting purposes.

10. Security Measures

We implement appropriate technical and organizational measures, including:

• Multi-factor authentication (MFA) via SSO/2FA.
• Encryption of data in transit and at rest.
• Daily backups and tested restore processes.
• Regular penetration testing and vulnerability scanning.

11. Your Responsibility for Consent

If you enable recording or transcription features, you are responsible for obtaining the necessary consent from all meeting participants before any recording takes place. Flowmeets processes such data strictly under your instructions.

12. Your Rights under GDPR

You have the right to:

• Access and obtain a copy of your personal data.
• Correct inaccuracies.
• Request deletion of your personal data.
• Restrict or object to processing.
• Receive your data in a portable format.
• Withdraw consent at any time (where processing is based on consent).

To exercise your rights, contact support@flowmeets.com. We will respond in accordance with GDPR timelines.

13. Cookies and Similar Technologies

Flowmeets uses cookies and similar technologies to:

• Keep you signed in.
• Remember your preferences.
• Enhance performance and security.
• Measure usage and improve our services.

Types of cookies used:

• Necessary cookies – required for basic platform functionality.
• Analytics cookies – help us understand usage patterns.
• Preference cookies – store user settings for a personalized experience.

You can control or disable cookies through your browser settings. Learn more from your browser provider:

• Chrome
• Firefox
• Safari (macOS)
• Safari (iOS)
• Microsoft Edge

Disabling cookies may limit the functionality of Flowmeets.

14. Complaints

If you believe we have not handled your personal data in accordance with this Privacy Policy, you may contact:

• The Swedish Authority for Privacy Protection (IMY) – imy@imy.se
• Or your local supervisory authority within the EU/EEA.

15. Changes to This Policy

We review this Privacy Policy at least annually. If we make material changes, we will notify account administrators via the Flowmeets platform or email before the changes take effect.