Privacy Policy

This page was last edited on 21st of August 2023.


At Flowscape, we prioritize the confidentiality, integrity, and availability of services for our customers. This Policy outlines how we collect, use, and safeguard your information. Using our Services means agreeing to these terms.

Information We Collect

Personal data processed by the Service includes:

  • User Identification: Username, Email
  • Personal Information: First Name, Last Name, Title, Department
  • Contact Details: Telephone, Mobile
  • Visual Identity: User Photo (if available), Role, Visibility

For calendar services:

  • Daily Calendar: Stored in runtime memory.
  • Room Booking History: Stored for statistics.

For positioning services:

  • Device Data: MAC Address

For desk reservations:

  • Current Reservations: Desk details, reservation times
  • Reservation History: Stored for statistics.

For issue reporting:

  • User-Reported Issues: Description, attached pictures (if available)

Methods of Collection

We gather User Data through:

  • Direct User Input: Information entered manually, i.e., filling out forms or updating details in system.
  • Administrative Input: Data input by administrators in the admin portal.
  • System Interaction: Data collected as you interact with the system.
  • Third party Sources: User information that comes from your active directory and calendar system, facilitated through Microsoft APIs or Google APIs.

    Microsoft: The usage and sharing of data obtained from Microsoft APIs will strictly adhere to the Microsoft APIs Terms of Use

    Google: The utilization and transfer of data derived from Google APIs will be conducted in accordance with the Google API Services User Data Policy, including compliance with the Limited Use requirements.

Using the Data

The data we store is utilized to provide services, process orders, grant access to our platform, and offer customer support. Data also helps provide analytics on how your office is being used.

With your consent, we may use your data for marketing purposes. You can opt out of these communications anytime.

Storing of Data

All personal data utilizing the Flowscape system is stored within a Postgres database, located in either Microsoft Azure or on your on-premises server. Data is stored in a data center within EU (if other is not specified in your contract)

Data retention time is 90 days, and inactive users are, by default, retained in our system for 365 days.

If you are in communication with our sales or support teams, your information may also be stored within our CRM system, HubSpot, and our support system, Zendesk. Information about how they handle your data can be found here: Hubspot, Zendeks.

User Rights and Choices:

You have the right to request removal from the Flowscape system at any time. Access and rectification of your data can be done through your account or by contacting our support team. Keep in mind that data from third-party applications, like Microsoft or Google, must be updated within those apps for accuracy in the Flowscape system.

Data Security Measures:

At Flowscape, we prioritize the security of your personal data. Some of the security measures we have in place include:

  • Encryption: Encrypted data transmission (HTTPS/TLS).
  • Access Control: Capability to manage authorization levels for different administrators and users of the admin portal. Provision of necessary access only to authorized personnel.
  • Authentication: Strong authentication mechanisms to prevent unauthorized access.
  • Password Security: Encryption or hashing of passwords. Enforced password policy and the use of password management system to restrict access to non-relevant personnel.
  • Monitoring and Logging: Monitoring of our system to detect suspicious behavior. Option to clean backups and server logs to minimize the risk of retaining data longer than necessary.
  • Employee Training: Regular security training for our employees.

Updates and Changes:

We may update this Privacy Policy.

Please check this policy periodically for updates, the "Last Updated" date will reflect modifications. For significant changes, we'll notify you.

Contact Information:

For questions on data handling, reach us at