Back to home

Privacy Policy

Last updated: March 2026

1. Who we are

Flexys is a platform that helps entrepreneurs set up their digital business environment, including website, CRM, chatbot and AI phone agent. We are responsible for the processing of personal data as described in this privacy policy.

Contact: info@flexys.ai

2. What data we collect

We may process the following personal data:

  • Name and contact details (email address, phone number)
  • Business details (company name, address, industry)
  • Account details (username, password in hashed form)
  • Usage data (login times, features used)
  • Technical data (IP address, browser type, device information)
  • Communication data (chat messages, phone call transcripts)
  • Payment data (transaction information via Stripe, no credit card numbers stored)
  • SMS data (phone number and delivery status for appointment reminders)
  • Push notification data (browser subscription for notifications, if enabled)

3. Purpose of processing

We process personal data for the following purposes:

  • Creating and managing your account
  • Delivering our services (website, CRM, chatbot, voice agent)
  • Improving our services
  • Sending service-related communications
  • Complying with legal obligations
  • Securing our platform
  • Processing payments via Stripe for online bookings and invoices
  • Sending SMS appointment reminders via Telnyx
  • Facilitating webcall conversations via the browser widget

4. Legal basis

We process personal data based on: performance of the agreement (delivering our services), legitimate interest (improving our services and security), legal obligation (tax retention obligation) and consent (where applicable, for example for marketing communications).

5. Retention periods

We do not retain personal data longer than necessary for the purpose for which it was collected. Account data is retained as long as your account is active. After closure, your data will be deleted upon request, unless legal retention obligations apply. Invoice data is retained for 7 years in accordance with tax retention obligations. Technical log data is cleaned up regularly.

6. Sharing with third parties

We only share personal data with third parties when necessary for our services. We have processing agreements in place with all processors. This concerns the following parties:

  • Hosting providers: for storing and serving data on European servers (Germany)
  • Telnyx: for telephony, AI voice functionality, SMS and WhatsApp. Telnyx processes voice data for the AI phone agent, including call transcripts, and phone numbers and message content for SMS and WhatsApp.
  • Stripe: for processing online payments for bookings and invoices. Stripe is PCI-DSS certified. We do not store credit card details.
  • Google: when Google Reviews is configured, automated review requests are sent with a link to Google Maps. Only the customer's email address is used for this.

7. Hosting and security

All data is stored on servers in Europe (Germany). We take appropriate technical and organizational measures to protect personal data against loss, misuse and unauthorized access. This includes SSL encryption, hashed passwords and regular security updates.

8. Your rights

Under the GDPR, you have the following rights:

  • Right of access: you may request which data we process about you
  • Right to rectification: you may have incorrect data corrected
  • Right to erasure: you may request deletion of your data
  • Right to restriction: you may request restriction of processing
  • Right to data portability: you may receive your data in a common format. Contact us at info@flexys.ai to request this
  • Right to object: you may object to the processing

You can exercise your rights by contacting us at info@flexys.ai. We will respond to your request within 30 days.

9. Complaints

If you have a complaint about the processing of your personal data, please contact us first. You also have the right to file a complaint with the Data Protection Authority (www.autoriteitpersoonsgegevens.nl).

10. Changes

We may update this privacy policy from time to time. The most recent version is always available on our website. For significant changes, we will inform you via email or a notification on the platform.