Privacy Policy

1. Data we collect

• Account data: name, email address, password (stored only as an Argon2 hash), preferred language.
• Organization data: business name, address, phone, website and quality contact details you enter.
• Customer Data: certificates, jobs, customers, templates and packages your organization creates, which may contain names and contact details of your customers and suppliers.
• Billing data: plan, subscription status and Stripe customer and subscription identifiers. Card details are handled by Stripe; we never receive the full card number.
• Security data: IP address and browser user agent of active sign-in sessions and of recorded actions in your organization's audit log.
• Website statistics: page visited, referring website and an anonymous daily identifier computed from the IP address and browser with a random value that is deleted every day. The IP address itself is not stored and visitors cannot be identified or followed across days.

2. Why we use it

• to provide the service and send account emails (verification, password reset, invitations) — performance of our contract;
• to secure the service and keep a tamper-evident audit trail — contract and legitimate interest;
• to bill subscriptions and keep accounting records — contract and legal obligation;
• to measure overall website traffic — legitimate interest.

We do not sell personal data, show advertising or build marketing profiles.

3. Cookies

CertFlow only uses strictly necessary cookies: cf_session (keeps you signed in, up to 30 days) and cf_locale (remembers your language, 1 year). We use no advertising or analytics cookies, so no consent banner is needed.

4. Service providers

• Render (application hosting and database, United States);
• Stripe (payments and invoicing);
• our transactional email provider (account emails);
• Anthropic (AI document extraction) — only for organizations whose owner or admin has enabled AI processing.

Each provider processes data only to deliver its service to us. Data is hosted in the United States; where the GDPR applies, transfers rely on safeguards such as the European Commission's Standard Contractual Clauses offered by these providers.

5. How long we keep it

• account and Customer Data: while the organization is active, then until deletion is requested (see the Terms, section 8);
• audit log: for the life of the organization, because it is part of the traceability record;
• sign-in sessions: 30 days;
• website statistics: 400 days;
• billing records: as long as accounting law requires.

6. Security

Traffic is encrypted (HTTPS), passwords are hashed with Argon2, each organization's data is isolated, uploaded files are stored privately, and every important action is recorded in a hash-chained audit log.

7. Your rights

You can ask to access, correct, export or delete your personal data, or object to or restrict its use, by writing to contact@certflow.cloud. For data inside an organization's records, contact that organization's owner or admin first. If you are in the European Union you may also complain to your data protection authority (in France, the CNIL). We do not sell or share personal information as defined by California law.

8. Children

CertFlow is a business service and is not intended for anyone under 16.

9. Changes and contact

We will post updates here and notify material changes by email. Questions: contact@certflow.cloud.