Flow terms and privacy.

1. Terms of service

1.1 Parties and service

The service is provided by Haimoo Company Oy, business ID 3639335-2, Haimoontie 248, 03400 Vihti, Finland ("Haimoo"). Contact: hello@haimoo.fi.

The Customer is the company for which a Flow account is opened. Flow is intended for companies registered in Finland. Signup requires a Finnish business ID, a current trade register entry, and an email domain that matches the website the company has reported to the Finnish Patent and Registration Office. The details are checked against the office's open data. The service is not offered to consumers. The person opening the account confirms that they have the right to place the order and accept these terms on the company's behalf.

1.2 Price and payment

Flow costs 155 euros per month including 25.5% VAT (123.51 euros + VAT). The price covers the whole company and does not depend on the number of users. There is no trial period. Billing starts when the owner subscribes in Stripe's checkout. Stripe handles the payment method, payments and invoices. Haimoo gives at least 30 days' notice of a price change by email.

1.3 Users and responsibility for data

A company has two roles: owner and member. The owner manages settings, the inbox, prospects, purchasing data, users and billing. The Customer is responsible for its users, for protecting their credentials, for having the right to process the data it stores in Flow, and for having the right to send the messages it sends from Flow. Any mailbox and Shipit account the Customer connects must be under its control.

1.4 Service level

Flow is provided as is. Haimoo develops the service and features may change. This version does not promise a specific availability percentage, response time, recovery time or service credit. Support is by email at hello@haimoo.fi.

1.5 Failed payment, suspension and ending

If a payment fails, use continues for seven days from the first failure. After that, access to the data is blocked. If Stripe ends the subscription, it is restarted from the billing view. The data is kept.

Haimoo may suspend a company's use because of a payment dispute, abuse, breach of contract or a security incident. Suspension ends active sessions at once and blocks access to business data. It does not end the subscription or Stripe billing: the owner can still log in and cancel the subscription.

1.6 Ownership and use of data

The Customer's data belongs to the Customer. Haimoo owns the software and its documentation. Haimoo does not use the Customer's data for advertising, profiling or training models, and the Flow app does not send it to AI services. Haimoo will give notice and ask for acceptance in advance if this changes. AI agents used in Haimoo's operations are covered in section 2.3.

1.7 Limitation of liability

Haimoo is not liable for indirect damage such as lost profit or sales. Haimoo's total liability is limited to the fees the Customer paid in the last 12 months. These limits do not apply to wilful misconduct or gross negligence.

1.8 Changes and governing law

Haimoo gives at least 30 days' notice of a material change to the terms by email. If the Customer does not accept the change, it may cancel before the change takes effect. Finnish law applies. Disputes are settled primarily by negotiation and after that in the Helsinki District Court. If language versions differ, the Finnish version prevails.

2. Privacy notice

2.1 Roles

Haimoo Company Oy is the controller of user accounts, login, billing, the customer relationship, support requests and the service's security logs. The Customer is the controller of the data it stores in Flow about its customers, contact persons and other people, and Haimoo processes that data on the Customer's behalf under section 5.

2.2 Data for which Haimoo is the controller

• User account: name, username, email address, bcrypt password hash, role, account status, email verification time and timestamps. If the user enables biometric login, also the device's public key and name.
• Session: hash of the session token, device name, last use and expiry time.
• Signup and billing: company name, business ID, address, phone number, the name and role of the person opening the account and the time of their confirmation, billing details, Stripe customer and subscription identifiers, and subscription status.
• Security and operations: hashes of login attempts, server logs (IP address, time, request method and path, status and duration), recipient and status of account messages, the event log, and suspension history and reason code. The reason code may be personal data if the Customer is a sole trader. Haimoo's internal support notes.

The purposes are providing the service, managing the contract and billing, preventing abuse and meeting legal obligations. The legal basis is the contract and steps before it, a legal obligation for accounting, and for security logs Haimoo's legitimate interest in protecting the service and investigating faults. The data comes from the user, the Customer, Stripe and the open data of the Finnish Patent and Registration Office. Haimoo makes no automated decisions with legal effect on individuals.

2.3 Who sees the data

Haimoo's admin view shows companies, the names, usernames and emails of the owner and users, account states, last login, subscription status and billing dates, counts, last order time, the event log, support notes, and a masked email log and invitations. It does not open orders, customers or messages, and admins cannot log in as a user. People at Haimoo who maintain the server and database, and the AI agents they direct (Anthropic's Claude), still have technical access to the data. It is used only when investigating a fault, for security, because the law requires it, or at the Customer's request. If an agent reads data in that work, it may be transferred to Anthropic.

2.4 Location and transfers

Flow and its database run on a Hetzner Online GmbH server in Helsinki. Encrypted backups are copied to a separate Haimoo server. Stripe, Google and Anthropic may also process data outside the EEA under their own terms and transfer mechanisms. A mail server chosen by the Customer may be located anywhere, and the Customer is responsible for it.

2.5 Retention and deletion

• A session expires in eight hours. One-time links: invitation and signup link 7 days, email verification 24 hours.
• Account and company data is kept for the duration of the customer relationship. Flow does not delete it automatically. The data is also kept after the subscription ends, so the subscription can be restarted, until the Customer asks for deletion.
• Send deletion requests to hello@haimoo.fi. The service has no function for deleting a whole company or account, but individual items such as orders, contact persons and prospects can be deleted in the service. Haimoo deletes or anonymises the data within 30 days of the request, except accounting data and data needed for legal claims or for investigating security incidents.
• The app's server logs are kept for at most 12 months.
• Backups rotate out: the production server holds the seven newest and the separate server the 14 newest plus all under 14 days old. Deleted data disappears from them as they rotate.
• Accounting records are kept as the Finnish Accounting Act requires.

2.6 Your rights

You can ask for access to your data, its correction or deletion, restrict processing, object to processing based on legitimate interest and ask for data portability at hello@haimoo.fi. If your data is in Flow as another company's customer or contact person, send your request primarily to that company, and Haimoo will help it. You can lodge a complaint with the Office of the Data Protection Ombudsman.

3. Cookies and browser storage

The Flow app uses no cookies, advertising or tracking. The login token stays in the browser's sessionStorage, which empties when the tab closes. During signup it also holds a temporary token. The browser's localStorage holds the language choice, the biometric login hint, the last inbox fetch and work view state such as the last opened tabs, roast checklist marks and packing step.

The product site measures visits with Haimoo's own Haimoo Analytics service. It uses no cookies and stores nothing in the browser. The browser sends the page address, the referring page and campaign tags. The IP address is used to derive a daily changing visitor identifier and the country and city, and it is not stored in the analytics database. We store the page path, the referring domain, and the browser, operating system and device type for at most three years. The server log for the product site and the measurement keeps the IP address, time, request, referring page and browser identifier for 14 days. The basis is Haimoo's legitimate interest in understanding how the site is used. This measurement is not in the app.

4. Cancellation and refunds

The owner can cancel at any time from Flow's billing view or Stripe's customer portal. Cancellation takes effect at the end of the paid month, and use continues until then. After that, access to the data ends until the subscription is restarted.

A started month is not refunded for unused time. An incorrect or double charge is corrected: write to hello@haimoo.fi with the company, the invoice identifier and the charge date. Do not send a card number by email.

If you want your data before leaving, you can export as CSV a summary of the visible order list (at most the 1000 newest orders), the per-customer report, monthly sales and, for the owner, the stock table. Not all data can be exported yourself. Other data, such as customers, contact persons, products and messages, is delivered on request in a machine-readable format within 30 days.

5. Data processing agreement

5.1 Subject and instructions

This section is the agreement between the Customer and Haimoo on the processing of personal data (GDPR Article 28). The subject is providing the Flow service, and it lasts for the term of the contract and until deletion under section 2.5 is complete. Processing consists of storing, organising, retrieving, editing, showing to the Customer's users, sending messages at the Customer's request, exporting and deleting.

Haimoo processes personal data only on the Customer's documented instructions, which are these terms and the Customer's actions in the service, unless the law requires otherwise. Haimoo tells the Customer if in its view an instruction breaks data protection law.

5.2 Data subjects and data

Data subjects are the Customer's customers, their contact persons, prospects, suppliers, orderers, recipients and email senders. The data is names, contact details, company and business ID, delivery addresses, orders, notes, prospect data, deals, tasks, activities, tags, customer prices and shipment details. For sent messages, the recipient, subject and full content are stored. For incoming messages from a known customer or prospect, the sender, subject, time and an excerpt of at most 1000 characters are stored. Attachments are not stored. Messages from unknown senders are not stored.

When the owner opens the inbox or prospects view (at most every five minutes) or presses the fetch button, Flow reads the headers of the 25 newest messages in the inbox folder and the text of messages from known senders. It does not mark or delete them. For prospect messages, Flow saves a copy in the mailbox's Sent folder if a mailbox is connected. The copy may fail. The Customer should not store special categories of personal data in Flow.

5.3 Confidentiality and security

People at Haimoo who process the data are bound by confidentiality. Implemented safeguards are TLS in transit, bcrypt password hashes, session tokens stored only as hashes, separation of companies at database row level, roles, login attempt limits, encryption of the mailbox password and Shipit key, and GPG-encrypted backups. Haimoo does not promise that the safeguards remove all risk.

5.4 Assistance and breaches

Haimoo reasonably helps the Customer with data subject requests, impact assessments and authority matters. Haimoo notifies the Customer of a personal data breach without undue delay. On request, Haimoo gives the information needed to show compliance and allows a reasonable audit at an agreed time, in a way that does not put other customers' data at risk.

5.5 Subprocessors, transfers and ending

The Customer gives general authorisation to use the providers marked as subprocessors in section 6. Haimoo gives at least 30 days' notice by email of an addition or replacement, unless security, continuity or the law requires a faster change. The Customer may object for a justified reason. Haimoo binds subprocessors to equivalent obligations and is responsible for their actions. Transfers outside the EEA use an approved transfer mechanism.

When the contract ends, Haimoo returns the data at the Customer's request under section 4 and deletes it under section 2.5, unless the law requires it to be kept.

6. Subprocessors and other data flows

• Hetzner Online GmbH, subprocessor. Servers and backups in Helsinki. All Flow data.
• Planeetta Internet Oy / Domainhotelli, subprocessor. Relay for all email Flow sends. Recipient, subject and content.
• Google Workspace, subprocessor when a message contains the Customer's data. Messages sent to hello@haimoo.fi, such as support, deletion and billing requests.
• Anthropic, subprocessor. Claude AI agents in Haimoo's technical operations under section 2.3. Only the data an agent reads in that work.
• Stripe, independent provider. Payments, subscription and invoices. Company name, address, business ID, the payer's email and payment details. Card details are given only in Stripe's checkout. Stripe acts under its own terms and privacy policy.
• Finnish Patent and Registration Office, public open data. Business ID check at signup.
• Shipit, the Customer's own service. Only if the Customer enables it with its own key. Sender and recipient name, address, email and phone, and parcel details.
• The Customer's mail server, the Customer's own service. Only if the Customer connects a mailbox. Login, reading messages and sent copies.