Flowrefy

Privacy Policy

1. Privacy at a Glance

General Information

The following information provides a simple overview of what happens to your personal data when you visit this website. Personal data is any data that can be used to personally identify you. Detailed information on data protection can be found in our privacy policy below.

Data Collection on This Website

Who is responsible for data collection on this website?
Data processing on this website is carried out by the website operator. You can find their contact details in the legal notice of this website.

How do we collect your data?

We do not collect personal data when you visit our website for informational purposes only. The use of the website is possible without providing personal data.

However, technical data is collected by our hosting provider (Railway) each time you access the website. This data is used solely for the operation and security of the website and includes, for example, IP addresses, browser type and version, and other technical parameters. However, this data is not suitable for identifying individuals.

Log data retention period: Server logs collected by Railway (including IP addresses) are stored for a maximum of 30 days and then automatically deleted. Processing is based on our legitimate interest in the technical security and functionality of the website (Art. 6(1)(f) GDPR).

What do we use your data for?

The technical data collected by the hosting provider (Railway) is used to provide and securely operate the website.

What rights do you have regarding your data?

You have the right to receive free information about the origin, recipient, and purpose of your stored personal data at any time. You also have the right to request the correction or deletion of this data. If you have given consent to data processing, you can revoke this consent at any time for the future.

Please note that we do not collect any personal data except through your direct communication with us via email or our contact form.

SSL or TLS Encryption

This site uses SSL or TLS encryption for security reasons and to protect the transmission of confidential content, such as inquiries you send to us as the site operator. You can recognize an encrypted connection by the browser's address bar changing from "http://" to "https://" and by the lock symbol in your browser bar.

When SSL or TLS encryption is activated, the data you transmit to us cannot be read by third parties.

2. Hosting

External Hosting

This website is hosted by external service providers. Personal data collected on this website (e.g., IP addresses, contact requests, meta and communication data, contract data, contact details, names, website accesses, and other generated data) is stored on the servers of
Railway Inc., 548 Market St #73394, San Francisco, CA 94104, USA (Server location: Amsterdam, Netherlands)

The use of this service provider is

  • to fulfill our contractual obligations to potential and existing customers (Art. 6(1)(b) GDPR) and
  • in the interest of secure, fast, and efficient provision of our online offer by professional providers (Art. 6(1)(f) GDPR).

We have concluded a data processing agreement with Railway Inc. in accordance with Art. 28 GDPR. Railway processes your data only according to our instructions and takes appropriate technical and organizational measures to protect your data. The Data Processing Agreement and the provider's privacy policy can be found here:

Railway: https://railway.app/legal/privacy

3. General Information and Mandatory Information

Data Protection

The operators of these pages take the protection of your personal data very seriously. We treat your personal data confidentially and in accordance with statutory data protection regulations and this privacy policy.

When you use this website, no personal data is collected unless you contact us via the provided contact options (e.g., by email).

Notice Regarding the Responsible Party

The responsible party for data processing on this website is:

Balane GmbH
Balanstraße 84
81541 Munich, Germany

Email: contact@balane.tech

The responsible party is the natural or legal person who alone or jointly with others decides on the purposes and means of processing personal data.

4. Data Collection on This Website

Cookies

We use cookies and similar technologies on this website. On your first visit to our website, you will be asked for your consent via a cookie banner. You can revoke or adjust your consent at any time via the cookie settings.

Categories of Cookies:

  • Necessary Cookies: These cookies are required for basic website functions and cannot be disabled.
  • Functional Cookies: Enable enhanced functionality and personalization (only with consent).
  • Analytics Cookies: Help us understand how visitors interact with our website (only with consent).
  • Marketing Cookies: Used to personalize content and for marketing purposes (only with consent).

Cookies in the Support Portal: Our ticket/support system (accessible at support.balane.tech) uses technically necessary session cookies for authentication of logged-in users. These cookies are required for the functionality of the support portal and are automatically deleted at the end of the browser session or upon session expiry. The legal basis for these technically necessary cookies is Art. 6(1)(f) GDPR (legitimate interest in providing a functional support system).

Marketing Automation and Analytics (Mautic)

We use Mautic, a self-hosted open-source marketing automation platform, on this website to analyze user behavior and optimize our marketing activities.

What data is collected?

  • Pages visited and time spent
  • Referrer (which page you came from)
  • Technical information: Browser, operating system, screen resolution
  • Anonymized IP address (last octets are removed)
  • When identified via email links: Email address and related activities

Purpose of processing:

  • Analysis of user behavior to improve our website
  • Personalization of content and marketing measures
  • Success measurement of marketing campaigns

Legal basis: Processing is carried out exclusively with your consent pursuant to Art. 6(1)(a) GDPR. You can revoke your consent at any time via the cookie settings.

Hosting and data protection measures:

  • System: Mautic (Open Source Marketing Automation)
  • Hosting: Self-hosted on Railway Inc.
  • Server location: Amsterdam, Netherlands (EU)
  • IP anonymization: Enabled (last octets are removed)
  • No identification via IP address

Retention period: Collected data is stored for a maximum of 24 months. Anonymized, aggregated data may be retained longer.

Opt-out: You can disable tracking at any time by disabling the "Analytics" and "Marketing" categories in the cookie settings. Already collected data can be deleted upon request to contact@balane.tech.

Inquiries by Email

If you contact us by email, your inquiry and all personal data contained therein (e.g., name, email address) will be stored and processed for the purpose of handling your inquiry. This data will not be shared with third parties unless required by law.

The processing of this data is based on Art. 6(1)(b) GDPR if your inquiry is related to the performance of a contract or is necessary for pre-contractual measures. Otherwise, processing is based on our legitimate interest in effectively handling your inquiry (Art. 6(1)(f) GDPR).

The data you send to us will remain with us until you request deletion or the purpose for data storage no longer applies (e.g., after completion of your inquiry).

Contact Form

If you send us inquiries via our contact form, your information from the inquiry form, including the contact data you provided there, will be stored by us for the purpose of processing the inquiry and for follow-up questions.

What data is collected?

  • Name (required)
  • Email address (required)
  • Phone number (optional)
  • Your message (required)
  • Technical data: URL of the page from which you submitted the form, user agent (browser information), referrer, timestamp
  • Context information: From which page/project/service you opened the form

Transfer to data processors: Data submitted via the contact form is transferred to our CRM system for processing your inquiry:

  • CRM system: Odoo (Open Source CRM)
  • Hosting: Self-hosted on own infrastructure at Hetzner Online GmbH, Germany
  • Server location: Falkenstein data center, Germany (EU)
  • Security measures: SSL/TLS encryption, access controls, regular backups

This serves the efficient management and processing of customer inquiries. Processing is based on Art. 6(1)(b) GDPR (pre-contractual measures) or Art. 6(1)(f) GDPR (legitimate interest in efficient customer service).

Retention period: Your data will be deleted after completion of your inquiry unless statutory retention obligations exist. Upon conclusion of a contract, data will be stored in accordance with tax and commercial law retention periods (generally 6-10 years).

You can request deletion of your data at any time unless statutory retention obligations prevent this. We do not share this data without your consent.

Support/Ticket System (Zammad)

For customer support of all Balane Tech products, we operate a self-hosted ticket system based on Zammad, accessible at support.balane.tech.

What data is collected?

  • Name and email address (required)
  • Phone number (optional)
  • Ticket content, messages, and attachments
  • Communication history and ticket progress
  • Technical data: IP address, user agent (browser information), timestamp

Purpose of processing: Data is used exclusively for processing your support requests, documenting customer service, and quality assurance.

Legal basis: Processing is based on Art. 6(1)(b) GDPR (contract performance or pre-contractual measures) or Art. 6(1)(f) GDPR (legitimate interest in providing effective customer service).

Hosting and data processing:

  • System: Zammad (Open Source Helpdesk/Ticket System)
  • Hosting: Self-hosted on Railway Inc.
  • Server location: Amsterdam, Netherlands (EU)
  • Security measures: SSL/TLS encryption, access controls, regular backups

A data processing agreement exists with Railway Inc. pursuant to Art. 28 GDPR (see "Hosting" section).

Email integration: Incoming support requests via email are automatically converted into tickets. Email communication is stored in the ticket system and assigned to the communication history.

User accounts in the customer portal: To use the customer portal, you can create a user account. Email address and password (stored encrypted) are collected. With a user account, you can view your tickets, track processing status, and access the communication history.

Retention period: Support tickets and related communication are stored for the duration of the business relationship. After termination of the business relationship, data is retained in accordance with statutory retention periods (generally 6-10 years) and then deleted. You can request deletion of your data at any time unless statutory retention obligations prevent this.

5. Your Rights as a Data Subject

You have the following rights regarding your personal data:

Right of Access (Art. 15 GDPR)

You have the right to request confirmation as to whether personal data concerning you is being processed. If this is the case, you have the right to access this personal data and to further information (e.g., processing purposes, categories of personal data, recipients).

Right to Rectification (Art. 16 GDPR)

You have the right to request immediate rectification of inaccurate personal data concerning you. Taking into account the purposes of processing, you have the right to request completion of incomplete personal data.

Right to Erasure (Art. 17 GDPR)

You have the right to request that personal data concerning you be erased immediately if one of the legally prescribed reasons applies and the processing is not necessary.

Right to Restriction of Processing (Art. 18 GDPR)

You have the right to request restriction of processing if one of the legal conditions is met (e.g., accuracy of data is contested).

Right to Data Portability (Art. 20 GDPR)

You have the right to receive the personal data concerning you that you have provided to us in a structured, commonly used, and machine-readable format, and you have the right to transmit this data to another controller without hindrance from us.

Right to Object (Art. 21 GDPR)

You have the right to object at any time, on grounds relating to your particular situation, to the processing of personal data concerning you which is based on Art. 6(1)(f) GDPR (data processing based on a balance of interests).

If you object, we will no longer process your personal data unless we can demonstrate compelling legitimate grounds for the processing that override your interests, rights, and freedoms.

Withdrawal of Consent (Art. 7(3) GDPR)

If the processing of your personal data is based on consent given, you have the right to withdraw consent at any time. The lawfulness of processing carried out on the basis of consent until withdrawal is not affected.

Right to Lodge a Complaint with a Supervisory Authority (Art. 77 GDPR)

You have the right to lodge a complaint with a data protection supervisory authority about our processing of your personal data.

The supervisory authority responsible for us is:
Bavarian State Office for Data Protection Supervision (BayLDA)
Promenade 18
91522 Ansbach, Germany
Phone: +49 981 180093-0
Email: poststelle@lda.bayern.de
Website: https://www.lda.bayern.de

Contact for Data Protection Inquiries

To exercise your rights or for questions about data protection, you can contact us at any time:
Email: contact@balane.tech
Address: Balane GmbH, Balanstraße 84, 81541 Munich, Germany