Privacy Policy

Last updated: August 23, 2025

TriageFlow is owned and operated by Spreenovate GmbH. We take data protection seriously. This policy explains what data we collect, how we use it, and what rights you have.

Controller

Spreenovate GmbH
Prenzlauer Allee 186
10405 Berlin, Germany
Email: info@triageflow.com
Phone: +49 30 5557 0288

Data We Collect

When you use TriageFlow, we may collect the following data:

  • Account data: Name, email address, company name, and payment information when you sign up.
  • Email data: Email content you connect to TriageFlow for processing by our AI features (summaries, auto-drafts, labels).
  • Usage data: How you interact with the product, including features used and session duration.
  • Technical data: IP address, browser type, operating system, and device information collected automatically when you visit our website.

How We Use Your Data

  • To provide and operate TriageFlow, including AI-powered features like summaries, auto-drafts, and smart labels.
  • To manage your account, process payments, and communicate with you about the service.
  • To improve and develop our product based on aggregated usage patterns.
  • To ensure security and prevent abuse of our services.
  • To comply with legal obligations.

AI and Email Processing

TriageFlow uses AI to process your email data and provide features like summaries, auto-drafts, and labels. Important points:

  • Your email data is processed solely to provide the service to you.
  • We do not use your email data to train general-purpose AI models.
  • We do not sell, share, or disclose your email content to third parties except as required to operate the service (e.g., cloud infrastructure providers).

Legal Basis (GDPR Art. 6)

We process your personal data based on:

  • Contract performance (Art. 6(1)(b) GDPR): Processing necessary to provide the service you signed up for.
  • Legitimate interests (Art. 6(1)(f) GDPR): Product improvement, security, and fraud prevention.
  • Consent (Art. 6(1)(a) GDPR): Where you have given explicit consent, e.g., for marketing communications.
  • Legal obligation (Art. 6(1)(c) GDPR): Where required by law, e.g., tax regulations.

Cookies

We use essential cookies required for the website to function properly. We may also use analytics cookies to understand how visitors interact with our website. You can control cookie settings through your browser.

Data Sharing

We only share your data with third parties when necessary to provide our service:

  • Cloud infrastructure and hosting providers.
  • Payment processors for billing.
  • AI service providers for processing email features.

All third-party providers are bound by data processing agreements in compliance with GDPR.

Data Retention

We retain your personal data only as long as your account is active or as needed to provide the service. When you delete your account, we will delete your personal data within 30 days, unless we are legally required to retain it longer (e.g., for tax purposes).

Your Rights

Under the GDPR, you have the following rights:

  • Access: Request a copy of the personal data we hold about you.
  • Rectification: Request correction of inaccurate data.
  • Erasure: Request deletion of your personal data.
  • Restriction: Request restriction of processing in certain circumstances.
  • Data portability: Receive your data in a structured, machine-readable format.
  • Objection: Object to processing based on legitimate interests.
  • Withdraw consent: Withdraw any consent you have given at any time.
  • Complaint: Lodge a complaint with a supervisory authority (Berliner Beauftragte für Datenschutz und Informationsfreiheit).

To exercise any of these rights, contact us at info@triageflow.com.

Data Security

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction. However, no method of transmission over the Internet is 100% secure.

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 updated policy on our website. Your continued use of TriageFlow after changes are posted constitutes your acceptance of the updated policy.