Privacy Governance

Roles

Person in charge of the protection of personal information, team@venuflow.io. The person in charge is responsible for VenuFlow's compliance, approves these practices, answers requests and complaints, assesses incidents and keeps the incident register.

VenuFlow staff with access to production systems use only what they need for the task, platform administrator changes and data exports are recorded in an audit log, and nobody reads a workspace's data without the workspace's request, a security need or a legal obligation.

Inside each workspace, the customer decides who has access: owners, administrators, managers, staff and viewers each see and do only what their role allows, enforced in the database and the API.

Retention schedule

Account and workspace data: while the account or workspace exists. Deleting your account (7 day wait) or a workspace (7 day wait) deletes it.

Flo chats: while the workspace exists; messages of chats untouched for 12 months are deleted and only their summary stays. Flo memory facts: deleted after 12 months without use.

Email delivery records: kept with the workspace, deleted with it or with your account; delivered confirmations after 90 days.

Your personal data download: one hour. Unconfirmed privacy requests: 30 days.

Billing and payment records: kept for accounting and tax purposes after a workspace is deleted.

Backups: deleted data leaves encrypted backups as older copies are replaced, normally within about 14 days.

How we handle requests

Requests come through Settings, Your account in the app, the form at venuflow.io/privacy-request, or team@venuflow.io. A request from the form counts once its email address is confirmed; a request from the app is already confirmed by the sign in.

We answer within 30 days of the confirmation. Each request is tracked with its deadline, its answer and internal notes, and every change is recorded. Access and portability requests get the data in a structured, commonly used format (CSV and JSON). If we refuse, we give the reason and explain how to contest it.

Complaints

Send a complaint through the privacy request form or to team@venuflow.io. The person in charge reviews it and answers in writing within 30 days.

You can also complain at any time to the Commission d’accès à l’information du Québec (cai.gouv.qc.ca), to the Office of the Privacy Commissioner of Canada, or to your local data protection authority.

Confidentiality incidents

Every incident involving personal information (loss, unauthorized access, use or disclosure) is recorded in a register with its date, what happened, the information and number of people involved, the risk of serious injury assessment, the measures taken, and whether and when the Commission d’accès à l’information and the people affected were notified.

When there is a risk of serious injury, we notify the Commission and the people affected promptly, and the customers concerned. We keep register entries for at least 5 years.

Privacy by default

Website analytics and advertising storage are off until you accept them, and Global Privacy Control is honoured. Public event feeds and widgets show only the event fields the workspace approves. A connected mailbox is visible only to the person who connected it. The weekly report email is off for administrators until they turn it on.