This Privacy Policy governs access to and use of the SowFlow services, including the SowFlow website and downloadable application (together, the “Service”) which is provided by SowFlow. It explains how we collect, use, disclose, and protect information in connection with the Service, and your choices about the collection and use of Customer (“you” or “your”) information.
The Service enables users to capture their process workflows, for purposes of transcribing them into process documentation and/or automating those workflows. If you do not want your information to be included as part of our Service, you may opt out by contacting us at koen@sowflow.io. However, we may retain your information even after you have opted out, so we can keep a record of and process your opt-out and/or if retention is necessary to comply with legal obligations, regulatory requirements, or to prevent fraud or abuse.By using the Service, you agree to this Privacy Policy.
IF YOU DO NOT AGREE TO THIS PRIVACY POLICY OR TERMS & CONDITIONS, PLEASE DO NOT USE THE SERVICE. This Privacy Policy applies only to information collection on or through the Service. It does not apply to information we collect by other means (including offline) or from other sources other than through the Service.
Last Updated: 14/08/2025
Please read these Terms and Conditions carefully before using SowFlow’s services.
By accessing or using the SowFlow website or applications, you (“the Client”) agree to be bound by these Terms and Conditions. If you do not agree, you must not use SowFlow.
1. Definitions
SowFlow B.V. – The company SowFlow B.V., incorporated in the Netherlands (Amsterdam), Chamber of Commerce number 91495040. In these Terms, “SowFlow”, “we”, “us”, or “our” refer to SowFlow B.V.
Client – The individual or entity that enters into an agreement with SowFlow or uses the SowFlow service (“you” or “your”).
Service – The SowFlow platform and services, including the SowFlow website, any mobile or desktop applications (including iOS and Android apps), and any related services or software provided by SowFlow B.V.
Parties – SowFlow B.V. and the Client collectively.
2. Applicability
These Terms and Conditions apply to all agreements, services, and deliveries provided by SowFlow B.V. related to the Service. They govern your use of the Service on the website, as well as any SowFlow applications.
Deviations: Any deviations or changes to these Terms are only valid if agreed to in writing by SowFlow B.V.
Client’s Terms Excluded: The applicability of any of the Client’s own terms and conditions is expressly excluded. Only these Terms (and any additional written agreements with SowFlow) apply to the Service.
3. Prices
All prices for SowFlow’s services are stated in Euros (€) and are exclusive of VAT, taxes, or any additional costs (such as transaction fees), unless explicitly agreed otherwise.
SowFlow B.V. reserves the right to change its prices. In the event of a price increase, SowFlow will inform the Client in advance. If you continue to use the Service after the new prices take effect, you are deemed to accept the new pricing.
4. Payments and Payment Terms
Down Payments: SowFlow B.V. may require a down payment of up to 100% of the agreed price before commencing services or delivering the Service.
Payment Deadline: Invoices must be paid within the payment term stated on the invoice. If no term is specified, payment is due within 30 days of the invoice date.
Late Payment: If the Client fails to pay on time, the Client is in default automatically (without further notice). SowFlow may charge statutory interest on late payments and any collection costs. We also reserve the right to suspend our obligations or restrict access to the Service until payment is received.
5. Duration of the Agreement
Indefinite Term: The agreement between SowFlow and the Client is, unless otherwise agreed in writing, for an indefinite period. This means it continues until one of the Parties terminates it in accordance with these Terms.
If a fixed-term is agreed (for example, a one-year subscription), then the agreement will last for that term and may be renewed or extended as mutually agreed.
6. Termination by Client
The Client may terminate an indefinite-period agreement at any time with one month’s notice, unless a different notice period has been agreed. Notice of termination should be provided in writing (email suffices).
If the Client has prepaid for services beyond the termination date, SowFlow may refund any unused portion at its discretion, unless the termination is due to a breach of these Terms by the Client (in which case no refund is required).
7. Intellectual Property
Ownership: All intellectual property rights in and to the Service and its content (including software, code, designs, trademarks) remain exclusively with SowFlow B.V. or its licensors. Nothing in these Terms transfers any intellectual property rights to the Client. Business documentation created by the Client is owned by the client.
License to Use: The Client receives a limited, non-exclusive, non-transferable, revocable license to make use of the Service for its intended purpose, in accordance with these Terms. This license will terminate upon termination of the agreement or as otherwise provided in these Terms.
Restrictions: The Client may not copy, modify, distribute, sell, or lease any part of our software or Service, nor may the Client reverse engineer or attempt to extract source code from the software, except to the extent that such actions are expressly permitted by law or by SowFlow’s written consent.
Client’s Use of SowFlow IP: The Client is not permitted to use SowFlow’s name, logos, or other intellectual property in any way (for example, to advertise or promote your own content) without SowFlow’s prior written permission.
8. Confidentiality
Confidential Information: If either Party (SowFlow or Client) shares confidential information with the other, the receiving party must keep that information secret and use it only for the purpose for which it was provided. Confidential information includes any non-public business, technical, or financial information, user data, trade secrets, or other information marked or reasonably expected to be confidential.
Obligation of Secrecy: The Client must maintain the confidentiality of any sensitive or proprietary information about SowFlow’s Service or business that the Client learns through the agreement. Likewise, SowFlow will handle the Client’s confidential information with care.
Duration: The confidentiality obligation **applies during the term of the agreement and continues indefinitely even after the agreement ends. Confidential information must not be disclosed to any third party without prior written consent from the owner of that information, unless required by law or court order (in which case, the disclosing party will, where permitted, notify the other party in advance).
9. Liability
Limited Liability: SowFlow B.V. is only liable for direct damages suffered by the Client that are directly and solely caused by SowFlow’s intent or deliberate recklessness. In other words, we are not responsible for damage unless it results from our intentional misconduct or gross negligence.
Cap on Liability: If SowFlow is liable under the above condition, our liability is limited to the amount the Client paid for the Service under the agreement (for example, limited to the fees paid for one year of service if the agreement is annual). In no event will SowFlow’s total liability exceed the amount of fees actually paid by you to SowFlow for the service in question.
No Indirect Liability: SowFlow B.V. is not liable for indirect damages such as consequential loss, loss of profit, lost savings, loss of business opportunities, loss of data, or damage due to business interruption. These types of damages are excluded to the maximum extent permitted by law.
Data and Content: SowFlow B.V. is not liable for any loss, damage, or incorrect processing of data or content that the Client enters, stores, captures, or manages through the Service. The Client is fully responsible for any content they input and for maintaining backup copies of their data. (See also Article 30 on data loss.)
No Warranties (As-Is Service): SowFlow provides the Service on an “as is” and “as available” basis without any warranties of any kind, unless explicitly stated otherwise. We do not guarantee that the Service will be error-free, uninterrupted, or meet all of the Client’s expectations. To the fullest extent permitted by law, SowFlow disclaims any implied warranties of merchantability, fitness for a particular purpose, and non-infringement. Using the Service is at the Client’s own risk.
Client’s Indemnity: The Client agrees to indemnify and hold harmless SowFlow B.V. from any claims, liabilities, damages, and expenses (including reasonable attorney’s fees) brought by third parties arising out of or related to the Client’s use of the Service, the content or data the Client processes through the Service, or any violation of these Terms by the Client. This means if a third party sues SowFlow because of something you did (for example, you infringed someone’s rights or broke the law using our Service), you will cover SowFlow’s costs and losses.
10. Termination for Breach
Either Party may terminate the agreement with immediate effect if the other party seriously breaches its obligations under these Terms and (if capable of remedy) fails to remedy the breach within a reasonable period after being notified. No notice period is required for termination in case of a serious breach.
If the agreement is terminated due to the Client’s breach, SowFlow may immediately suspend or terminate the Client’s access to the Service. The Client will remain responsible for any unpaid fees up to the date of termination and will not be entitled to any refund for prepaid services.
Termination of the agreement does not waive any rights or remedies that were already accrued at the time of termination. Provisions of these Terms that by their nature should survive termination (such as confidentiality, liability, indemnity, and intellectual property clauses) will continue to remain in effect.
11. Force Majeure
SowFlow B.V. is not liable for any failure or delay in performing its obligations (except payment obligations) if such failure results from circumstances beyond its reasonable control (force majeure). Force majeure events include, but are not limited to: natural disasters, acts of war or terrorism, civil disturbances, strikes or labor disputes, internet or telecommunications failures, power outages, epidemics or pandemics, government actions, or any other events that are outside of SowFlow’s sphere of influence.
During a force majeure event, SowFlow’s obligations under the agreement are suspended. SowFlow will make reasonable efforts to inform the Client of the situation and to resume performance as soon as possible.
If the force majeure situation continues for an extended period (e.g. longer than 60 days), either party may terminate the agreement in writing without liability for such termination. If the Service was paid for in advance, SowFlow will refund any part of the fee for the period during which SowFlow was unable to provide the Service due to force majeure.
12. Changes to Terms and Conditions
SowFlow B.V. has the right to amend or update these Terms and Conditions. We will inform the Client of significant changes, either by email or by a notice on our website or within the Service.
Notice of Changes: Changes to terms will generally take effect upon the start of a new service term or at a later date specified in the notice. Minor changes (such as clarifications or changes that do not reduce your rights) may apply immediately.
Your Rights: If you are a consumer (an individual using SowFlow outside of business purposes) and a change to the Terms is significant and detrimental to you, you have the right to terminate the agreement by giving written notice before the date the change comes into effect. If you continue to use the Service after the changes take effect, you will be deemed to have accepted the updated Terms.
13. Applicable Law and Jurisdiction
Governing Law: These Terms and Conditions, and any disputes arising out of or relating to them or the Service, are governed exclusively by Dutch law. The laws of the Netherlands apply, without regard to any conflict of law principles that would result in the application of another jurisdiction’s laws.
Jurisdiction: All disputes between SowFlow and the Client will be submitted to the competent court in the district of SowFlow B.V.’s registered office (which is in the Netherlands), unless mandatory law designates another court as competent. This means that, unless otherwise required by consumer protection laws, disputes will be resolved in a Dutch court.
SowFlow and the Client will also have the option to seek an amicable solution or mediation before resorting to court litigation, if both agree to do so.
14. Privacy and Data Processing
Compliance with Privacy Laws: SowFlow B.V. processes personal data in accordance with the EU General Data Protection Regulation (GDPR) and other applicable privacy laws. Please review our Privacy Policy (below) for details on how we collect, use, and protect personal data. By using the Service, the Client agrees to the processing of personal data as described in our Privacy Policy.
Data Processor Role: In some cases, SowFlow may act as a processor of personal data on behalf of the Client (for example, if the Client is a business and stores personal information of third parties using our Service). In such cases, SowFlow and the Client will enter into a Data Processing Agreement (DPA) as required by the GDPR, to outline each party’s responsibilities for protecting personal data.
Data Breaches: SowFlow B.V. maintains security measures to protect data. In the event of a data breach (a security incident leading to accidental or unlawful destruction, loss, alteration, unauthorized disclosure of, or access to personal data) involving the Client’s data, SowFlow will notify the Client and any relevant authorities in accordance with its legal obligations.
15. Service Availability and Maintenance
Uptime Goal: SowFlow B.V. strives to maintain a service availability of 99% per month for the Service. This uptime percentage may exclude scheduled maintenance windows and circumstances outside of SowFlow’s control (such as force majeure events).
Scheduled Maintenance: From time to time, SowFlow will perform maintenance or updates to the Service. Whenever possible, maintenance will be scheduled in advance and communicated to the Client (for example, via email or an in-app notification). Maintenance may result in temporary unavailability of the Service.
No Compensation for Downtime: Temporary unavailability or downtime of the Service (for maintenance or unexpected outages) does not entitle the Client to any compensation or damages, as long as SowFlow has not acted with gross negligence. We will, of course, work to restore service as soon as feasible. In cases of gross negligence causing extended unavailability, SowFlow’s liability would still be limited as described in Article 9.
16. Acceptable Use of the Service
The Client may only use SowFlow for legitimate and lawful purposes. You agree not to misuse the Service. Examples of prohibited misuse include (but are not limited to):
Deliberately overloading or attacking the Service (e.g., launching denial-of-service attacks, introducing malware, or attempting unauthorized access or penetration testing without consent).
Scraping, crawling, or data-mining the Service in a way that violates our Privacy Policy or any applicable law, or that interferes with normal use of the Service.
Using the Service to engage in illegal activities or to transmit unlawful material, including content that is offensive, abusive, harassing, defamatory, or infringes on any third-party rights (such as intellectual property or privacy rights).
If the Client violates the above acceptable use rules or otherwise abuses the Service, SowFlow B.V. may suspend or terminate the Client’s access to the Service without prior notice (see also Article 22). Serious misuse may also result in legal action and/or liability for any damages caused to SowFlow.
17. Software License and Restrictions
SowFlow provides its software and Service under a limited license to the Client (see Article 7 on Intellectual Property). This license allows you to use the Service and software for its intended purpose only and in accordance with these Terms.
No Transfer or Sublicense: This license is personal to the Client. You may not transfer, sublicense, or assign your rights to any other person or entity without SowFlow’s written permission. The Service is for your use only.
Prohibited Actions: Except as expressly permitted by SowFlow or by law, the Client will not:
Copy, modify, adapt, or create derivative works based on the SowFlow software or any part of the Service.
Decompile, reverse engineer, or otherwise attempt to extract the source code of the software or any underlying algorithms (except to the limited extent allowed by law for interoperability purposes, and only after providing SowFlow with written notice).
Remove or obscure any copyright, trademark, or other proprietary notices on the Service or any reports or materials generated by it.
Updates: The license extends to any updates or new versions of the Service that SowFlow B.V. deploys, unless those updates come with separate terms. SowFlow reserves the right to deploy updates, upgrades, or new features to the Service at any time. Such updates are subject to these same Terms automatically.
18. User Content and Responsibility
Client’s Content: The Client is solely responsible for all data, information, text, images, recordings, or other content that the Client captures, uploads, stores, or otherwise inputs into the Service (“User Content”). SowFlow does not claim ownership of your User Content, but by using the Service you grant SowFlow the right to process and store your content as necessary to provide the Service.
Legality of Content: The Client must ensure that their User Content (and use of that content) complies with all applicable laws and does not infringe any third-party rights. SowFlow is not liable for the content you provide, and we do not monitor or review content before it is transmitted through the Service. However, if we are made aware that your content is unlawful or infringes rights, we may remove or disable access to that content.
No Liability for Content: SowFlow B.V. is not liable for any content stored or shared via the Service by the Client, nor for any infringements of third-party rights that such content may cause. The Client will be solely responsible for any consequences of publishing or sharing their content.
Indemnity for Content Issues: As noted in Article 9, the Client will indemnify SowFlow against any third-party claims arising due to the Client’s User Content or use of the Service.
Data Backups: SowFlow does not guarantee that User Content will be backed up. The Client is responsible for maintaining backups of their own data and content. SowFlow will take appropriate measures to protect data (see Article 25 on Security), but ultimate responsibility for securing or exporting your content rests with you.
19. Account Security and Responsibility
Account Credentials: If the Service requires an account (with a username and password or other login credentials), the Client is responsible for keeping their login information confidential and secure. Do not share your password or give others access to your account.
Account Usage: Any actions taken through the Client’s account (for example, actions performed in the SowFlow application while logged in as you) will be deemed to be actions of the Client. If someone else uses your credentials, you will be responsible for what they do through your account.
Unauthorized Access: The Client must notify SowFlow immediately at koen@sowflow.io if you suspect any unauthorized use of your account or any other security breach. SowFlow may require you to change your password or provide additional information to verify your identity in such cases.
SowFlow’s Rights: SowFlow reserves the right to terminate or suspend accounts that are suspected of unauthorized use, security breaches, or violation of these Terms, in order to protect you, SowFlow, and other users.
20. API Use
Note: SowFlow’s API (application programming interface) is for internal use only. SowFlow does not currently provide a public or external API for Clients or third-party developers.
If in the future SowFlow offers API access to Clients, such use will be subject to specific usage limits, permitted purposes, and additional terms which will be provided at that time. Any external API access, if granted, would require compliance with SowFlow’s instructions and documentation.
Abuse of API: Any unauthorized attempt to access or use SowFlow’s internal APIs, or any misuse of a future provided API (such as attempts to circumvent security, perform excessive calls, or use it for unauthorized purposes), is strictly prohibited. SowFlow may block access or suspend the Service for any such misuse.
21. Updates and New Versions
SowFlow B.V. may update, upgrade, or expand the Service over time (for example, by adding new features, improving performance, or fixing bugs). These updates are intended to improve the Service and user experience.
Automatic Application: Unless accompanied by separate terms, any update or new version of the Service will be subject to these same Terms and Conditions. By continuing to use the Service after an update, the Client accepts any changes to the Service itself.
SowFlow will try to inform Clients of major changes or new features, but is not obligated to obtain consent to deploy updates. If an update requires a change to these Terms, SowFlow will follow the process in Article 12 for amending terms.
22. Suspension and Termination in Case of Breach or Non-Payment
Non-Payment: If the Client fails to pay any invoice or fee by the due date (and has not cured that non-payment within any additional grace period specified), SowFlow B.V. may immediately suspend access to the Service or parts of the Service. If payment is not made within a reasonable time after suspension, SowFlow may terminate the agreement entirely. Any outstanding amounts remain payable and becoming due immediately upon termination for non-payment.
Breach of Terms: If the Client materially breaches these Terms (for example, violates the acceptable use policy in Article 16, infringes SowFlow’s intellectual property, or misuses the Service), SowFlow may, at its discretion, suspend the Client’s account or access to the Service immediately to prevent further harm. SowFlow will inform the Client of the suspension and, if feasible, provide an opportunity to remedy the breach. If the breach is not remedied or is incapable of remedy, SowFlow may terminate the agreement with immediate effect (as described in Article 10).
Data Access on Termination: In the event of suspension or termination, the Client may lose access to content or data stored on the Service. It is the Client’s responsibility to ensure they have necessary backups (see Article 24). If the agreement is terminated, SowFlow is not obligated to maintain or provide any of the Client’s data, except as required by law. However, if requested and feasible, SowFlow may assist in providing a final export of data on a paid professional-services basis.
23. Export Restrictions
The Client declares and guarantees that they will not use or export the Service or any software or data from the Service in violation of any export laws or regulations. This includes compliance with all export control and sanctions laws of the Netherlands, the European Union, the United States, and any other relevant jurisdictions.
Specifically, you agree not to directly or indirectly export, re-export, transfer, or make available the Service or any related technical information to any countries or individuals against whom export sanctions are in place, or to use the Service for any purpose prohibited by export laws (such as the development of nuclear, chemical, or biological weapons).
If SowFlow suspects that the Client is using the Service in violation of export or sanctions laws, SowFlow may immediately terminate the agreement and your access to the Service. SowFlow will not be liable for any losses arising from such termination.
24. Backups and Data Recovery
Client’s Responsibility: The Client is responsible for making backups of any data, content, or documentation they store in the Service. While SowFlow may implement routine backups for its own disaster recovery purposes, these are not guaranteed to capture Client data in a way that is accessible or restorable for the Client’s needs.
Optional Backup Services: If explicitly agreed in writing, SowFlow B.V. might provide a data backup or recovery service to the Client (potentially for an additional fee). Such service, if provided, will be subject to separate terms or a data processing agreement and may limit the frequency or retention of backups.
Recovery Efforts: If data loss occurs on the SowFlow platform, SowFlow can assist with data recovery based on the last available backup in our system (if any). Any assistance is provided on a best-effort basis, without guarantee of success. SowFlow is not liable for inability to recover lost data or for any residual data loss.
Data Retention on Termination: Upon termination of the Service, SowFlow may delete the Client’s data after a certain retention period, unless legally required to retain it longer. Please ensure you export or save your data before ending the service.
25. Security Measures
SowFlow B.V. takes appropriate technical and organizational measures to secure the Service and protect personal data and other data against loss, unauthorized access, or unlawful use. These measures are designed to be consistent with industry standards and legal requirements (such as the GDPR).
Examples of Security: Such measures may include, but are not limited to: encryption of data transmissions, encryption of stored data where appropriate, network security protections (firewalls, intrusion detection), regular security testing, and access controls that limit access to data to authorized personnel only.
Client’s Role: The Client also has a role in maintaining security. This includes keeping login credentials secure (see Article 19) and using the Service in a safe manner. The Client should notify SowFlow promptly of any security incidents or vulnerabilities discovered.
While SowFlow strives to protect your information and the integrity of the Service, no system can be guaranteed to be 100% secure. Therefore, SowFlow cannot warrant that security measures will prevent every possible threat. (See Privacy Policy below for more on data security and limitations.)
26. Transfer of Rights By SowFlow: SowFlow B.V. may transfer or assign its rights and obligations under the agreement (and these Terms) to a third party in the event of, for example, a merger, acquisition, or sale of the company or its assets. If SowFlow plans to transfer the agreement to another party, we will inform the Client in writing in advance (for instance, via email or through the Service). The Client’s rights under the agreement will remain unaffected by any such transfer.
By Client: The Client may not transfer or assign any of their rights or obligations under the agreement to any third party without SowFlow’s prior written consent. Any attempt to assign the agreement or delegate duties without consent is void.
These Terms are binding on any permitted successors or assigns of either party.
27. Severability
If any provision (or part of a provision) of these Terms and Conditions is found to be invalid or unenforceable by a competent court or authority, that specific provision will be deemed deleted or adjusted to the minimum extent necessary. The invalidity of one part of these Terms does not affect the validity and enforceability of the remaining provisions.
In such a case, the Parties agree to negotiate in good faith a valid and enforceable provision that comes closest to the original intent and economic effect of the invalid/unenforceable provision, to replace it. If the Parties cannot agree, the court may modify the provision in a way that aligns with the intent to the extent permitted by law.
28. Notifications and Communication
Amendments Notice: When SowFlow amends these Terms (as described in Article 12), we will notify the Client via appropriate means (e.g., email to the address on record or a notification on our website or within the Service).
General Notices: Any legal notices or communications required under these Terms should be made in writing. SowFlow may send notices to the Client via the email address associated with the Client’s account or via certified mail to the Client’s physical address if provided. The Client should send any notices to SowFlow B.V. via email to koen@sowflow.io or via postal mail to SowFlow’s registered business address (as listed on our website).
Deemed Receipt: Notices sent by email will be deemed received 24 hours after the email is sent, unless the sender is notified that the email address is invalid or that the message was not delivered. Notices sent by post will be deemed received 5 business days after mailing to an address within the Netherlands, or 10 business days if sent internationally, provided postage was properly paid.
29. Changes to Services and Terms
SowFlow may introduce amendments to the Service or these Terms as business and legal requirements evolve. Any amendments to the Terms will be communicated as per Article 28. Minor adjustments or clarifications may be posted on our website or within the Service without individual notice if they do not materially affect your rights.
Changes to the Service (such as adding or removing features, or changing the layout) will be effective when implemented. We strive to improve the Service continuously, but we reserve the right to modify or discontinue any part of it, temporarily or permanently, with or without notice.
If a change to the Service or Terms has a significant negative effect on the Client’s use of the Service, the Client may consider terminating the agreement as outlined in Article 12 (for significant Terms changes) or Article 6 (for termination by notice), as applicable.
30. Exclusion of Liability for Data Loss
No Liability for Data Loss: SowFlow B.V. is not liable for any loss, damage, alteration, or incorrect use of data that is entered into or stored by the Client while using the Service. This includes any loss or corruption of data that might occur due to software errors, network issues, user error, or any other reason. The Service is a tool for capturing and managing workflows, but ultimate responsibility for preserving data lies with the Client.
Client’s Obligation for Backups: The Client is responsible for safeguarding their data by making appropriate backups (see Article 24). Unless otherwise explicitly agreed in writing, SowFlow does not provide guaranteed data backup or archival services to the Client.
Data Recovery Support: If data loss occurs, SowFlow may assist the Client in attempting to recover data, but such support will be provided on a best-effort basis, without any guarantee. SowFlow is not liable if data cannot be recovered or if the recovered data is incomplete or outdated.
This clause does not affect any mandatory statutory rights. However, the Client acknowledges that the Service involves digital tools and that occasional loss of data is an inherent risk of any software service, which the Client accepts by using the Service.
Last Updated: 14/08/2025
This Privacy Policy explains how SowFlow B.V. (“SowFlow”, “we”, “us” or “our”) collects, uses, discloses, and protects information when you use our Service. It applies to your use of the SowFlow website, any SowFlow mobile applications (including future iOS and Android apps), and any other services provided by SowFlow (collectively, the “Service”). By using the Service, you agree to the collection and use of information in accordance with this Privacy Policy. If you do not agree with this Privacy Policy, please do not use the Service.
Scope: This Privacy Policy applies only to information that we collect on or through the Service. It does not apply to information collected by any third-party services, or collected through other means outside the Service (for example, information you send us by postal mail). Our website or app may contain links to third-party sites; if you follow those links, be aware their own privacy policies will apply (see Section 8 below).
Opt-Out: If you do not want your information to be processed as part of the Service, you may opt out by contacting us at koen@sowflow.io. Please note that even if you opt out of active processing, we may retain certain information about you as required for legal compliance or legitimate business purposes – for example, to keep a record of your request or to prevent fraud (see Section 6 below on data retention).
1. How We Collect and Use Information
We collect information in two main ways: (a) information you provide to us directly, and (b) information we collect automatically when you use the Service. We then use this information for various purposes described in Section 2.A.
Information You Provide Us Directly:
When you interact with SowFlow, you may provide certain personal and usage information directly to us, including:
Account Information: When you create an account or sign up to use SowFlow, we will ask for basic contact and account details. For example, we may collect your name, email address, and a username and password. We might also ask for your company or organization name (if applicable). This information is used to create and secure your account, to identify you as a user, and to communicate with you about the Service (such as sending verification emails, notifications, or support responses).
User Content (Workflow Captures):
The Service allows you to capture your process workflows. When you use our capture feature, SowFlow collects data such as your clicks, keystrokes, and the content that appears on your screen during the capture period. Important: SowFlow does not record video of your screen; instead, it captures specific interactions (text and screenshots) needed to transcribe the workflow. The capture period begins only when you actively initiate it (for example, by clicking “record” or a similar function in the app), and it stops when you turn off the capturing feature. No background recording occurs when the feature is off. The data captured (e.g., screenshots of your steps, text you enter, etc.) is stored as part of your workflow documentation. You can delete or modify captured content within the Service, and you may request removal of this information by contacting us at koen@sowflow.io. Keep in mind that removing the information from your view does not immediately delete all backups or references, but we will endeavor to fully delete your content upon request, except as required to retain for legal reasons.
Other Information You Provide: You may provide us with information when you communicate with us, for example via support requests, emails, or feedback forms. This could include your contact details and any other information you choose to share in those communications.
B. Information We Collect Automatically:
When you use or navigate the Service, we (or authorized third parties engaged by us) may automatically collect certain information about your device and usage of the Service. This information helps us understand how the Service is being used and aids us in improving it. Such information may include:
Analytics Information: We use analytics tools (for example, Google Analytics) to collect information about how users interact with our Service. These tools automatically collect data such as the pages or screens you view, the features you use, the time spent on pages, links clicked, and other usage statistics. This analytics data is generally collected in aggregate form, which means it does not directly identify you. We use this information to analyze trends, administer and improve the Service, and to develop new features. You can opt-out of Google Analytics tracking by using the Google Analytics Opt-Out Browser Add-on, if you prefer (see Google’s site for more information on this add-on).
Cookies and Similar Technologies: Like most online services, we use “cookies” and similar tracking technologies to collect information. Cookies are small text files sent to your browser from our website and stored on your device. They uniquely identify your browser and can store information such as user preferences. We may use cookies to, for example, help you stay logged in (by remembering your session), to understand how you navigate through the site, and to save your preferences for future visits. We may also use cookies set by third parties (like analytics or advertising partners) to understand user interactions on our site over time.
Types of cookies: We use both session cookies (which expire when you close your browser) and persistent cookies (which remain on your device until deleted or until they expire after a set period).
Your choices: Most web browsers allow you to control cookies through their settings (you can typically choose to refuse all cookies or to indicate when a cookie is being sent). If you delete or disable cookies, note that some features of the Service might not function properly — for example, you may need to log in each time or certain preferences might not be saved.
“Do Not Track” Signals: “Do Not Track” (DNT) is a privacy preference that users can set in some web browsers to signal that they do not wish to be tracked across websites. At this time, industry standards for DNT are not consistently defined, and SowFlow’s Service does not respond to every browser’s Do Not Track signal. We aim to honor DNT signals where we reasonably can, but given the lack of a universal standard, you should assume that usage tracking (as described in this policy) will occur when you use the Service. If you are concerned about tracking, you may opt out of certain tracking (like Google Analytics as noted above), or refrain from using the Service until standards evolve.
Log File Information: Our servers automatically record certain information (“log files”) when you use the Service. These logs may include information such as your IP address, browser type, the referring page (the page that led you to our site), device type, timestamp of access, pages or features you interacted with, and other statistics. Log file data is primarily used for security, debugging, and analytics. For instance, if there’s an error or malicious activity, log data helps us troubleshoot the issue. This log information is generally stored temporarily, but some security-related logs may be retained longer to investigate repeated incidents.
We use all of the above information to operate, maintain, and improve the Service. For more details on specific uses, see the next section.
2. How We Use Your Information
We use the information we collect (both information you provide and information collected automatically) for various purposes in operating our business and providing the Service to you. These purposes include, but are not limited to:
Providing and Improving the Service: We use your information to operate and maintain the features and functionality of SowFlow. For example, your account information is used to log you in and show you your own workflow documents; your workflow capture data is used to generate process documentation for you. We also analyze usage patterns to improve existing features and develop new ones.
Customer Service and Support: We may use your contact information to respond to your inquiries or support requests. For instance, if you email us for help, we will use your email address to communicate with you and may use your feedback to resolve problems with our Service.
Communications: We use your information to contact you regarding our products and services. This may include sending you important account or service updates (e.g., confirmation of account creation, billing receipts, security alerts, changes to features or policies) which are necessary for us to fulfill our obligations. We may also send you promotional communications (such as newsletters, offers, or surveys) about SowFlow that we believe may interest you, but you can opt out of these as described in Section 3.
Personalization: We may use data about your use of the Service to customize the content and experience for you. For example, remembering your preferences, or suggesting tips relevant to how you use SowFlow.
Analytics and Research: We analyze collected data (often in aggregated or de-identified form) to understand user behavior and trends. This helps us carry out marketing research, compile reports, and measure the effectiveness of our outreach or marketing campaigns. For example, we might determine how many users in general use a certain feature and publish trend reports (without personal details).
Security and Fraud Prevention: Information (like log data and certain analytics) is used to monitor and ensure the security of the Service, detect and address technical issues or bugs, and prevent fraudulent or malicious activities. For example, unusual usage patterns might alert us to an attempted security breach, allowing us to take action.
Legal Compliance and Enforcement: We may use your information to enforce our Terms and Conditions and other legal agreements, to comply with applicable laws and regulations, and to cooperate with law enforcement or regulators if required. This can include using data to investigate or address violations, fraud, or security issues, and to meet record-keeping obligations.
We may aggregate and/or de-identify information such that it can no longer be linked to you individually (“Aggregate/De-Identified Information”). We reserve the right to use and share Aggregate/De-Identified Information for any purpose, as it contains no personal data.
3. Commercial and Marketing Communications
SowFlow may send you communications about product updates, new features, newsletters, events, or special offers. We strive to keep such communications relevant and not excessive.
Direct Communications: If you sign up with SowFlow, we may send you emails or in-app messages with newsletters or promotions and special offers related to our Service. For example, we might announce new features or offer a discount on a subscription plan.
Opt-Out: If you do not wish to receive promotional or marketing emails, you will have the opportunity to opt out. Every marketing email from us will include an “unsubscribe” link at the bottom. You can click that link to stop receiving that type of email. Alternatively, you can contact us at koen@sowflow.io to request removal from our marketing list. Please note that even if you opt out of marketing messages, we may still send you important account or transaction-related communications (such as password reset emails, billing notices, security alerts, or updates to our terms and policies), as these are not promotional in nature.
Third-Party Marketing: We do not sell or rent your personal data to third parties for their own marketing purposes without your explicit consent. If this policy ever changes, we will seek your permission first.
4. How We Share Your Information
We understand that your information is important, and we only share it in certain circumstances. SowFlow will share your personal information with third parties only in the ways that are described in this Privacy Policy (or when you consent). These are the scenarios in which we might share data:
Service Providers (Sub-Processors): We employ or collaborate with third-party companies and individuals to help us operate, provide, and improve the Service. This includes, for example, hosting providers (such as cloud server and database providers), analytics services, email service providers, customer support tools, and other vendors. These third parties may have access to personal information only to perform specific tasks on our behalf and are obligated not to disclose or use it for other purposes. We make sure that any service providers who handle personal data are bound by data protection obligations (for example, under a Data Processing Agreement) that are no less protective than the requirements of applicable law.
Legal Compliance and Protection: SowFlow will disclose your information if required by law or subpoena, or if we have a good-faith belief that such action is necessary to (a) comply with a legal obligation, investigation, or valid governmental request; (b) enforce our Terms and Conditions or other agreements; (c) address fraud, security, or technical issues; or (d) protect the rights, property, or safety of SowFlow, our users, or the public. For instance, if law enforcement provides a lawful order for data, we may need to comply. We will, when legally allowed, inform you of such requests.
Business Transfers: If SowFlow is involved in a merger, acquisition, financing due diligence, reorganization, bankruptcy, receivership, sale of company assets, or transition of service to another provider, your information (which could include personal data) may be transferred as part of that transaction. In such cases, we will require the new owner to continue to honor this Privacy Policy or we will notify you and ask for your consent if required by law. If a change of ownership occurs, we will notify data subjects (users) in a timely manner about the new controller of their personal data, for instance via email or a prominent notice on our site. You would then have the opportunity to exercise your rights (for example, you could request deletion of your data if you object to the new controller).
Aggregate/De-Identified Information: We may share aggregated or de-identified information (information that cannot be used to identify you personally) with partners or the public. For example, we might publish blog posts or reports that include usage statistics and trends (e.g., “X% of SowFlow users document more than 5 processes per month”). This information will not include any personal data and is not subject to restrictions, since it does not identify individuals.
With Your Consent or At Your Direction: Apart from the situations described above, we will share personal information with companies, organizations or individuals outside of SowFlow only if we have your consent to do so. For example, if you choose to integrate SowFlow with another service and we need to send your information to that service at your request, we will do so with your permission. In some cases, you may give us an instruction to share data (for example, if you use a feature to share a workflow with a colleague, we’ll send that data to the people you specify). We may also disclose your information to other third parties in circumstances not covered by this Privacy Policy but will do so only if allowed by applicable law and with a valid legal basis. (In many cases, that would involve obtaining your consent).
5. How We Store and Protect Your Information
We take the security of your data seriously and implement measures to protect it. However, no system is infallible, so we want to be transparent about how we handle storage and security:
Storage Location: Information collected through the Service is primarily stored and processed on servers located in the European Union or the United States. In particular, we utilize reputable cloud service providers (such as Amazon Web Services) with data centers in the EU and/or USA. The exact storage location may depend on various factors such as your region and the part of Service you use, but all processing will be done in compliance with GDPR requirements (if your data falls under EU law).
International Data Transfers: By using the Service, you acknowledge that your information may be transferred to and stored in countries outside of your own (including outside the European Economic Area if you are in Europe). These countries might have data protection rules that are different from your country. Whenever we transfer personal data out of the EEA or other regions with data transfer restrictions, we will ensure an adequate level of protection for the data, such as by using standard contractual clauses approved by the European Commission, or transferring to a recipient certified under relevant privacy frameworks.
Security Measures: We maintain a variety of physical, technical, and administrative security measures to protect your information from unauthorized access or disclosure. These measures include encryption of data in transit (e.g., using SSL/TLS protocols for our website), encryption of data at rest where appropriate, firewall and access control systems to restrict access to our servers, regular security assessments of our applications, and training for our staff on data protection. We also verify the identity of users before granting them access to certain data (for example, through password login, and we encourage two-factor authentication when available).
Limitation of Security: While we strive to protect your personal data, no security system is perfect. We cannot guarantee that your information is absolutely safe from intrusion by others, such as hackers, or completely secure during transmission over the Internet. Any transmission of data is at your own risk. If we learn of a data breach that affects your personal data, we will notify you as required by law and as outlined in our terms (see Article 14 of the Terms & Conditions).
Data Retention: We keep your personal data only for as long as necessary to fulfill the purposes for which we collected it, including for any legal, accounting, or reporting requirements. For example, as long as you have an active account, we will retain information associated with your account. If you delete your account or content, we will initiate deletion of that data from our systems, unless we are required to retain it for legal reasons (such as compliance, dispute resolution, or enforcement of agreements). When we no longer have a legitimate need to retain your information, we will dispose of it securely or anonymize it.
6. Your Choices About Your Information
We want you to have control over your personal data. Below are some choices and rights you have regarding the information you provide to us:
Accessing and Updating Your Information: You can access and update some of your account information by logging into your SowFlow account and editing your profile or settings. For example, you can change your email address, password, or other profile details. If any information we have is inaccurate or outdated, please make changes in your account or contact us to request updates or corrections.
Deleting Your Data (Right to Erasure): You may request that we delete information you have uploaded or provided to the Service. For example, if you want to remove certain workflow captures or even delete your entire account and personal data, you can contact us at koen@sowflow.io with your request. Upon receiving a verified request, we will delete or anonymize your personal data, except for information we are required or permitted to keep by law. Note that deletion of some data (like logs or backups) might not be immediate and could occur after a retention period, but we will remove your data from active systems.
Opting Out of Marketing Communications: As mentioned in Section 3, you can opt out of receiving promotional emails by clicking the “unsubscribe” link in any such email, or by contacting us to be removed. Keep in mind, even if you opt out of marketing messages, we will still send you important service-related communications (for example, security notices or support responses). These are necessary for the operation of the Service or for legal notices.
Opting Out of Data Collection: If you wish to opt out of certain data collection (such as analytics or tracking cookies), you can do so by adjusting your browser settings or using tools provided by third parties (like the Google Analytics opt-out browser add-on). Additionally, if you do not want SowFlow to collect any information at all, the only effective opt-out is to stop using the Service and request deletion of your data, since core functionality (like capturing workflows) inherently involves data collection.
Do Not Track: As noted above, our Service does not currently respond to Do Not Track signals in a standardized way. If you have enabled DNT and wish to minimize tracking, consider using the aforementioned methods (cookie controls, analytics opt-outs) to supplement your privacy choices.
Downloading Your Data: We can assist with data portability requests. This means that upon request, we can provide you with a copy of the personal data that you have provided to us in a commonly used, machine-readable format (where feasible). For example, you might request an export of your workflow data or account information. Please contact us to initiate such a request.
If you have any questions about managing your information or need assistance with any of the above, you can always reach out to us at koen@sowflow.io.
7. Children’s Privacy
The Service and its content are not intended for children under the age of 18. SowFlow does not knowingly collect or solicit personal information from anyone under 18 years of age. If you are under 18, please do not use the Service or send any personal information to us.
Parental Consent: In the event we discover that we have collected personal information from a child under 18 without verification of parental consent, we will take immediate steps to delete that information from our servers.
Report Child Data: If you believe that we might have any information from or about a child under 18, please contact us at koen@sowflow.io so that we can investigate and delete the information as necessary. We may ask for proof of authority from the parent or guardian making a request on behalf of a minor.
8. Links to Other Websites and Services
Our Service may contain links to third-party websites or services that are not operated or controlled by SowFlow (for example, a link to an article or an integration with another tool). Please be aware of the following:
Third-Party Policies: If you click on a third-party link, you will be directed to that third party’s site or service. This Privacy Policy does not apply to your activities on those external sites. We are not responsible for the privacy practices of third-party websites or services, and we encourage you to review the privacy policies of any third-party site you visit or service you use.
No Endorsement: A link to a third-party site does not mean that we endorse or have vetted that site or service. You use all third-party links and services at your own risk.
Social Media and Sharing: The Service may also include social media widgets or features that allow you to interact or share content on platforms like LinkedIn, Twitter, etc. These features may collect your IP address and set cookies in order to function properly. They are hosted by third parties and your interactions with those features are governed by the privacy policy of the company providing them.
9. Data Subject Rights (GDPR and similar laws)
If you are in the European Economic Area (EEA) or in another jurisdiction with similar data protection laws, you have specific rights regarding your personal data. SowFlow is committed to upholding these rights. Subject to applicable law and certain exceptions, these rights include:
Right of Access: You have the right to request access to the personal data we hold about you. This means you can ask us to confirm if we are processing your personal data, and you can request a copy of that data (commonly known as a “data subject access request”).
Right to Rectification: You have the right to request correction of any personal data that is inaccurate or incomplete. If you discover that we have incorrect information about you, please let us know so we can update it.
Right to Erasure: You have the right to request deletion of your personal data (“right to be forgotten”). You can ask us to erase your personal data, for example, if it is no longer necessary for the purposes for which it was collected, or if you have withdrawn consent and no other legal basis for processing applies. We will honor such requests to the extent required by law; sometimes we may need to retain certain information for legal reasons (which we will communicate to you if applicable).
Right to Restrict Processing: You have the right to request that we restrict the processing of your personal data in certain circumstances. For instance, if you contest the accuracy of the data, you can request that we limit processing while we verify your claim. Similarly, if you object to our processing but we need to determine if our legitimate grounds override yours, you can request restriction in the meantime. During a restriction, we will store your data securely and not use it (except to the extent allowed by your request or as necessary for legal claims, etc.).
Right to Data Portability: You have the right to request a copy of your personal data in a structured, commonly used, machine-readable format. You can also ask that we transmit this data directly to another controller (for example, another service provider) where technically feasible. This right applies to data you provided to us and that we process by automated means based on your consent or a contract with you.
Right to Object: You have the right to object to our processing of your personal data in certain situations. For example, if we are processing your data based on our legitimate interests, you can object and we will consider if we have compelling grounds to continue processing. If your personal data is processed for direct marketing purposes, you have an absolute right to object to that processing at any time.
Right to Withdraw Consent: Where we rely on your consent to process personal data, you have the right to withdraw that consent at any time. Withdrawing consent will not affect the lawfulness of any processing we conducted prior to your withdrawal, and it won’t affect processing of your data under other legal bases (for example, if we have to keep records of a transaction by law). If you withdraw consent for a particular feature or service, we will no longer process your data for that purpose.
To exercise any of these rights, please contact us at koen@sowflow.io. We may ask you to verify your identity to help us process your request and ensure that we do not disclose data to the wrong person. We will respond to your request within the time frame required by law (typically within one month for GDPR, extendable by another two months if the request is complex – but we will inform you if an extension is needed).If you believe we have not addressed your concerns adequately, you have the right to file a complaint with your local data protection supervisory authority. In the Netherlands, this is the Autoriteit Persoonsgegevens (Dutch Data Protection Authority). We encourage you to contact us first, so we have an opportunity to address your concerns directly.
10. How To Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or any personal data we have about you, please contact us:
By Email: You can reach our team at koen@sowflow.io. This is the best way to contact us for privacy-related inquiries, such as questions about your data, requests for access or deletion, or clarification of our practices.
By Mail: If you prefer, you may send written inquiries to our business address (please find the official contact address of SowFlow B.V. on our website). Mark the letter Attn: Privacy Team.
We will do our best to respond promptly to your inquiries and address your concerns.
11. Changes To Our Privacy Policy
We may update or modify this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or for other operational reasons.
Notification of Changes: If we make significant changes to this Privacy Policy, we will notify you by an appropriate means before the change becomes effective. This may include a prominent notice on our website or within the app, or an email to the address associated with your account. Minor changes (such as clarifications, or grammatical corrections) may be simply updated on the website with a new effective date.
Effective Date: Each version of this Privacy Policy will be identified by its effective date at the top. All updates are effective when they are posted, unless stated otherwise.
Review Regularly: We encourage you to review this Privacy Policy periodically to stay informed about our data practices. Your continued use of the Service after any changes to this Privacy Policy constitutes your acceptance of those changes.
Thank you for reading our Terms and Conditions and Privacy Policy. We value your trust in SowFlow and are committed to providing a secure and reliable service. If you have any questions or need further information, please do not hesitate to contact us at koen@sowflow.io.