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Privacy Policy

Last updated: December 28, 2025

1. Introduction

TeamFlow ("we," "our," or "us") operates the TeamFlow mobile application (the "App"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our App.

We comply with the General Data Protection Regulation (GDPR) and other applicable data protection laws in the European Union. By using the App, you agree to the collection and use of information in accordance with this policy.

2. Data Controller

The data controller responsible for your personal data is:

3. Data We Collect

3.1 Information You Provide

• Account Information: Name, email address, phone number, password (encrypted), profile photo
• Work Data: Projects, tasks, time logs, calendar events, team updates, and messages you create
• Communication Data: Messages sent through the App, including AI assistant conversations
• WhatsApp Integration: Phone number for authentication, messages sent via WhatsApp for team notifications (if enabled)

3.2 Information Collected Automatically

• Device Information: Device type, operating system, unique device identifiers
• Usage Data: Features accessed, time spent in the App, interaction patterns
• Push Notification Tokens: To send you notifications about tasks and updates

3.3 Information from Third Parties

• WhatsApp: If you use WhatsApp login or bot features, we receive your phone number and message content from group chats where notifications are enabled

4. Legal Basis for Processing

Under GDPR, we process your personal data based on the following legal grounds:

Purpose	Legal Basis
Providing the App services	Performance of contract (Article 6(1)(b))
Account management and authentication	Performance of contract (Article 6(1)(b))
Push notifications about your tasks	Legitimate interest (Article 6(1)(f))
AI-powered features and insights	Consent (Article 6(1)(a))
WhatsApp integration	Consent (Article 6(1)(a))
Security and fraud prevention	Legitimate interest (Article 6(1)(f))
Legal compliance	Legal obligation (Article 6(1)(c))

5. How We Use Your Data

• To provide and maintain the App's core functionality
• To manage your account and provide customer support
• To send notifications about tasks, projects, and team updates
• To provide AI-powered insights and task recommendations
• To enable team collaboration features
• To process time tracking and generate reports
• To improve and optimize the App
• To ensure security and prevent fraud

6. Data Sharing

We do not sell your personal data. We may share your data with:

• Your Organization: Team members and managers within your organization can see work-related data you create
• Service Providers: Third-party services that help us operate the App:
  • Cloud hosting providers (data storage)
  • OpenAI (for AI assistant features - only conversation content)
  • WhatsApp/Meta (for WhatsApp integration features)
  • Push notification services
• Legal Requirements: When required by law or to protect our rights

7. International Data Transfers

Your data may be transferred to and processed in countries outside the European Economic Area (EEA). When we transfer data outside the EEA, we ensure appropriate safeguards are in place, including:

• Standard Contractual Clauses approved by the European Commission
• Adequacy decisions by the European Commission
• Other lawful transfer mechanisms under GDPR

8. Data Retention

We retain your personal data for as long as necessary to provide our services and fulfill the purposes described in this policy. Specifically:

• Account data: Until you delete your account
• Work data (tasks, projects): Retained while your organization uses the App
• Time logs: Retained for the period required by applicable employment laws
• WhatsApp OTP codes: Deleted after 10 minutes or upon successful verification
• Session tokens: 30 days from creation

After account deletion, we may retain anonymized data for analytics purposes.

9. Your Rights Under GDPR

As an EU resident, you have the following rights:

• Right of Access: Request a copy of your personal data
• Right to Rectification: Request correction of inaccurate data
• Right to Erasure: Request deletion of your personal data ("right to be forgotten")
• Right to Restrict Processing: Request limitation of data processing
• Right to Data Portability: Receive your data in a structured, machine-readable format
• Right to Object: Object to processing based on legitimate interests
• Right to Withdraw Consent: Withdraw consent at any time for consent-based processing

To exercise these rights, contact us using the details in the Contact section. We will respond within 30 days.

10. Data Security

We implement appropriate technical and organizational measures to protect your data:

• Encryption of data in transit (HTTPS/TLS)
• Encryption of sensitive data at rest
• Password hashing using industry-standard algorithms (bcrypt)
• Regular security assessments
• Access controls and authentication
• Secure cloud infrastructure

11. Children's Privacy

The App is not intended for users under 16 years of age. We do not knowingly collect personal data from children under 16. If you become aware that a child has provided us with personal data, please contact us.

12. Cookies and Tracking

The App does not use cookies in the traditional sense. We may use local storage on your device to maintain your session and preferences. This data remains on your device and is not transmitted to our servers unless necessary for App functionality.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by:

• Posting the new Privacy Policy in the App
• Sending a notification through the App
• Updating the "Last updated" date at the top of this policy

14. Contact Us

15. Supervisory Authority

If you are located in the EU and believe we have not adequately addressed your concerns, you have the right to lodge a complaint with your local Data Protection Authority (DPA). A list of EU DPAs can be found at: https://edpb.europa.eu/about-edpb/about-edpb/members_en