Privacy Policy

Introduction

Teamfluence Systems GmbH ("Teamfluence," "we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, share, and protect your personal information when you use our platform and related services (collectively, the "Services").

1. Information We Collect

1.1 Information You Provide Directly

When you register for and use our Services, we collect:

• Account Information: Name, email address, company name, and password

• Billing Information: Payment details and billing address (processed through Stripe)

• Profile Information: Professional information, preferences, and settings you configure within our platform

• User Content: Any content, data, or information you create, upload, or input into our Services

• Communications: Information you provide when you contact our support team

1.2 Google User Data We Access

When you sign in with Google, we request access to the following Google user data:

• Basic Profile Information: Your name and email address

• Purpose: We use this data solely to authenticate your identity and create/manage your Teamfluence account

Limited Use Disclosure: Teamfluence's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

1.3 Automatically Collected Information

When you use our Services, we automatically collect:

• Usage Data: How you interact with our platform, features used, time spent, and navigation patterns

• Device Information: IP address, browser type, operating system, device identifiers

• Log Data: Server logs, error reports, and system activity

• Cookies and Tracking Technologies: We use cookies, web beacons, and similar technologies (see Section 7)

2. How We Use Your Data

2.1 Primary Service Delivery

We use your data to:

• Provide Our Services: Deliver the core functionality of the Teamfluence platform

• Manage Your Account: Create and maintain your account, authenticate your identity, and provide customer support

• Process Transactions: Handle billing, payments, and subscription management through our payment processor (Stripe)

• Enable Team Features: Facilitate collaboration between team members using shared accounts or workspaces

2.2 Google Data Usage

We use Google user data (name and email) specifically to:

• Authentication: Verify your identity when you sign in with Google

• Account Creation: Create and manage your Teamfluence account

• Communications: Send you service-related notifications and support responses

We do NOT:

• Use Google user data for serving advertisements

• Allow humans to read your Google data unless explicitly permitted for security purposes, to comply with applicable law, or with your explicit consent

• Transfer Google user data to third parties except as necessary to provide our Services, comply with applicable law, or as part of a merger, acquisition, or sale of assets with prior notice to users

2.3 Service Improvement and Analytics

We use aggregated and anonymized data to:

• Improve our platform features and user experience

• Analyze usage trends and patterns through analytics tools (Google Analytics 4, Hotjar, PostHog)

• Develop new features and services

• Conduct research and performance monitoring

2.4 Communication

We use your contact information to:

• Send service updates, security alerts, and technical notices

• Respond to your inquiries and provide customer support

• Send marketing communications (with your consent, where required)

• Share product updates and feature announcements

You can opt out of marketing communications at any time by clicking the unsubscribe link in our emails or contacting us directly.

3. Data Sharing and Disclosure

3.1 We Do NOT Sell Your Data

Teamfluence does not sell, rent, or trade your personal information or Google user data to third parties for their marketing purposes.

3.2 Service Providers and Partners

We share data with trusted third-party service providers who help us operate our Services:

• Cloud Hosting Providers: We use hosting services in the EU and US for infrastructure and data storage

• Payment Processor: Stripe processes subscription payments and billing

• Analytics Services: We use Google Analytics 4, Hotjar, and PostHog to understand platform usage and improve our Services

• Customer Support Tools: We use helpdesk software to manage support tickets and communications

• Email Service Providers: We use email platforms to send transactional and marketing emails

All third-party service providers are contractually obligated to protect your data and use it only for the purposes we specify.

3.3 Team Members

If you're part of a team account, certain information may be visible to other team members within your organization, including:

• Shared workspaces and content

• Team activity and usage data

• Account-level settings and configurations

3.4 Legal Requirements

We may disclose your information if required to:

• Comply with applicable laws, regulations, legal processes, or enforceable governmental requests

• Enforce our Terms of Service and investigate potential violations

• Detect, prevent, or address fraud, security, or technical issues

• Protect the rights, property, or safety of Teamfluence, our users, or the public

3.5 Business Transfers

In the event of a merger, acquisition, reorganization, or sale of assets, your information may be transferred to the acquiring entity. We will notify you via email and/or prominent notice on our platform before your data is transferred and becomes subject to a different privacy policy.

4. Data Storage and Security

4.1 Where We Store Your Data

• Primary Storage: Our servers are hosted in the European Union and United States

• Backup Storage: Encrypted backups are stored in secure data centers

• Third-Party Services: Some service providers may process data in various regions (all use appropriate data protection mechanisms)

4.2 Data Security Measures

We implement industry-standard security measures to protect your data:

• Encryption: All data in transit is encrypted using TLS 1.2 or higher. Sensitive data at rest is encrypted using industry-standard encryption

• Access Controls: Strict access controls limit employee access to user data on a need-to-know basis

• Authentication: We use secure password hashing and support multi-factor authentication

• Infrastructure Security: Regular security audits, vulnerability scanning, and monitoring

• Monitoring: 24/7 monitoring for suspicious activity and security incidents

4.3 OAuth Security

• We use OAuth 2.0 for secure authentication with Google

• We never store your Google password

• Access tokens are encrypted and stored securely

• You can revoke access at any time through your Google account settings

4.4 Security Limitations

No method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your data using commercially acceptable means, we cannot guarantee absolute security. You are responsible for maintaining the confidentiality of your account credentials.

5. Data Retention and Deletion

5.1 How Long We Retain Data

We retain your personal information for as long as necessary to:

• Provide our Services to you

• Comply with legal obligations

• Resolve disputes and enforce agreements

• Maintain business records for accounting and tax purposes

Specific Retention Periods:

• Account Data: Retained while your account is active and for 90 days after account deletion (for recovery purposes)

• Google User Data: Retained only while you maintain an active account. When you delete your account, this data is deleted within 30 days

• Usage Analytics: Aggregated, anonymized analytics data may be retained indefinitely

• Billing Records: Retained for 7 years to comply with tax and accounting regulations

• Support Communications: Retained for 3 years for quality assurance and legal compliance

• Marketing Data: Retained until you unsubscribe or request deletion

5.2 Your Right to Delete Data

You have the right to request deletion of your personal data at any time. To exercise this right:

1. Self-Service Deletion:

   • Log into your Teamfluence account

   • Navigate to Settings → Account → Delete Account

   • Follow the prompts to permanently delete your account and data

2. Email Request:

   • Send an email to legal@teamfluence.com with the subject line "Data Deletion Request"

   • Include your account email address and any specific data you want deleted

   • We will respond within 30 days

5.3 What Happens When You Delete Your Data

When you request data deletion:

• Immediate Actions:

  • Your account access is immediately revoked

  • Personal information is flagged for deletion

  • Active services are stopped

• Within 30 Days:

  • All personal data is permanently deleted from our active systems

  • Google user data is completely removed

  • Team associations are removed

• Exceptions (Required Retention):

  • Billing records (retained for 7 years per applicable law)

  • Legal compliance data (retained as required by law)

  • Aggregated, anonymized analytics data (cannot be linked back to you)

  • Backup copies (deleted within 90 days as part of backup rotation)

5.4 Revoking Google Access

You can revoke Teamfluence's access to your Google data at any time:

1. Visit your Google Account Permissions page

2. Find "Teamfluence" in your connected apps

3. Click "Remove Access"

Once revoked, we will stop accessing your Google data immediately and delete all stored Google data within 30 days.

6. Your Privacy Rights

6.1 GDPR Rights (European Economic Area Residents)

If you are located in the EEA, you have the following rights under the General Data Protection Regulation (GDPR):

• Right of Access: Request a copy of the personal data we hold about you

• Right to Rectification: Request correction of inaccurate or incomplete data

• Right to Erasure: Request deletion of your personal data (subject to legal retention requirements)

• Right to Restrict Processing: Request limitation on how we use your data

• 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 for data processing at any time (doesn't affect prior processing)

• Right to Lodge a Complaint: File a complaint with your local data protection authority

Legal Basis for Processing:

• Contract Performance: Processing necessary to provide our Services

• Legitimate Interests: Improving our Services, fraud prevention, and security

• Consent: Processing based on your explicit consent (e.g., marketing communications)

• Legal Obligations: Processing required by law (e.g., tax records)

6.2 California Privacy Rights (CCPA/CPRA)

If you are a California resident, you have the following rights:

• Right to Know: Request information about the categories and specific pieces of personal information we've collected

• Right to Delete: Request deletion of your personal information (subject to exceptions)

• Right to Correct: Request correction of inaccurate personal information

• Right to Opt-Out: Opt out of the sale or sharing of your personal information (note: we do not sell personal information)

• Right to Limit Use of Sensitive Personal Information: Request limits on use of sensitive data

• Right to Non-Discrimination: You will not receive discriminatory treatment for exercising your privacy rights

California "Shine the Light" Law: You may request information about our disclosure of personal information to third parties for their direct marketing purposes (we do not engage in this practice).

6.3 Other Regional Rights

Depending on your location, you may have additional privacy rights under local laws. Contact us at legal@teamfluence.com to exercise your rights or learn more.

6.4 How to Exercise Your Rights

To exercise any of your privacy rights:

1. Email: Send a request to legal@teamfluence.com with "Privacy Rights Request" in the subject line

2. Include:

   • Your full name and account email address

   • Specific right(s) you wish to exercise

   • Any relevant details or clarifications

3. Verification: We may need to verify your identity before processing your request

4. Response Time: We will respond within 30 days (may be extended by 30 days for complex requests)

There is no fee for exercising your rights unless your request is manifestly unfounded or excessive.

7. Cookies and Tracking Technologies

7.1 Types of Cookies We Use

• Essential Cookies: Required for basic site functionality (authentication, security, load balancing)

• Analytics Cookies: Help us understand how users interact with our platform (Google Analytics 4, Hotjar, PostHog)

• Preference Cookies: Remember your settings and preferences

• Marketing Cookies: Track conversions and ad performance (if you came from an advertisement)

7.2 Third-Party Analytics Tools

We use the following analytics services:

• Google Analytics 4: Web analytics to understand user behavior and improve our platform

• Hotjar: Session recording and heatmaps to understand user experience

• PostHog: Product analytics to track feature usage and performance

These services may use cookies and similar technologies to collect data about your use of our Services. They are bound by their own privacy policies.

7.3 Cookie Management

You can control cookies through:

• Browser Settings: Most browsers allow you to refuse or delete cookies

• Cookie Consent Banner: Manage your preferences when you first visit our site

• Opt-Out Tools: Use tools like the Network Advertising Initiative opt-out page

Note: Disabling essential cookies may limit your ability to use certain features of our Services.

7.4 Do Not Track Signals

We currently do not respond to "Do Not Track" browser signals, as there is no industry consensus on how to interpret them.

8. Children's Privacy

Our Services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, please contact us immediately at legal@teamfluence.com, and we will promptly delete it.

9. International Data Transfers

Teamfluence is based in Germany, and our data storage is in the European Union and United States.

When we transfer data outside the EEA, we ensure appropriate safeguards are in place:

• Standard Contractual Clauses: We use EU-approved Standard Contractual Clauses with service providers

• Adequacy Decisions: We transfer data to countries deemed adequate by the EU Commission

• Data Processing Agreements: All processors sign agreements ensuring GDPR-level protection

By using our Services, you consent to the transfer of your data to these locations.

10. AI/ML Model Training Privacy Disclosure

Important Notice for Google API Users:

Teamfluence does NOT use Google user data obtained through Google APIs to develop, improve, or train generalized or non-personalized AI/ML models.

What this means:

• Your Google account data (name and email) accessed through our platform is used solely to provide authentication services to you

• We do not feed your Google data into machine learning models or artificial intelligence systems for training purposes

• We do not use your Google data to create AI models that would benefit other users or Teamfluence's general product development

This commitment is in accordance with the Google API Services User Data Policy requirements for AI/ML model training transparency.

11. Third-Party Links and Services

Our Services may contain links to third-party websites, applications, or services not operated by Teamfluence. We are not responsible for the privacy practices of these third parties.

We encourage you to review the privacy policies of:

• Google: https://policies.google.com/privacy

• Stripe: https://stripe.com/privacy

• Any other third-party services you may interact with

When you use third-party services, you are subject to their respective terms of service and privacy policies in addition to ours.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or business operations.

How we notify you:

• Material Changes: We will notify you via email and/or prominent notice on our platform at least 30 days before the changes take effect

• Minor Changes: We will update the "Last Updated" date at the top of this policy

• Your Options: If you disagree with changes, you may close your account before the changes take effect

Continued use of our Services after changes take effect constitutes acceptance of the updated Privacy Policy.

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your data.

13. Contact Us

Questions or Concerns

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

Email: legal@teamfluence.com
Subject Line: "Privacy Inquiry"

Data Protection Officer

For GDPR-related inquiries or to exercise your European privacy rights, you may contact our Data Protection Officer:

Email: dpo@teamfluence.com
Subject Line: "Data Protection Inquiry"

Response Time

We aim to respond to all privacy inquiries within 30 days. For complex requests, we may extend this period by an additional 30 days and will notify you of any such extension.

Complaints

If you believe we have not adequately addressed your privacy concerns, you have the right to lodge a complaint with your local data protection authority. For EU residents, find your local authority at https://edpb.europa.eu/about-edpb/about-edpb/members_en

Summary of Key Points

What data do we collect?

• Account information (name, email, password)

• Google data (name and email for login authentication only)

• Usage data and analytics

• Billing information (processed by Stripe)

How do we use your data?

• To provide our platform services

• To authenticate your account via Google Sign-In

• To improve our platform through analytics

• To process payments and provide support

• We do NOT use your data to train AI models or serve advertisements

Who do we share data with?

• Service providers (hosting, payment processing, analytics)

• We do NOT sell your data to third parties

How do we protect your data?

• Encryption in transit and at rest

• Strict access controls and security monitoring

• OAuth 2.0 for secure Google authentication

• Hosting in EU and US data centers

How can you control your data?

• Request access, correction, or deletion at any time

• Revoke Google access through your Google account settings

• Delete your account through settings or by emailing us

• Exercise GDPR or CCPA rights

How long do we keep your data?

• Active accounts: While you use our Services

• Google data: Deleted within 30 days of account deletion

• Deleted accounts: Purged within 30-90 days (except legally required records)

Questions? Contact us at legal@teamfluence.com