Privacy Policy

1. Data controller

Controller: Pinflinos, based in Madrid (Spain). For data protection matters you can reach us at privacidad@pinflinos.com.

2. Data we process

We process the following categories of data:

• Account data: name, email address and, if you sign in with Google, your Google identifier and basic profile data (name and email).
• Company data: trading name, tax ID, registered address, trade and logo you enter in order to issue invoices.
• Voice notes and transcriptions: the audio you record and its text transcription, plus the work orders and lines generated from them.
• Your customers and documents: customer information, quotes, work orders and invoices that you enter into the application.
• Technical usage data: activity logs, feature usage (audios, minutes, AI calls, invoices) and metrics needed to provide and bill the service.
• Technical error logs: error type, screen, browser and device and app version, linked to your account, to detect and fix failures (for example, an interrupted audio upload). Legal basis: legitimate interest in keeping the service working. They do not include the content of your audio, work orders or invoices.

3. Purposes and legal bases

We process your data to:

• Provide the service (create your account, transcribe audio, generate work orders and invoices, store your information). Legal basis: performance of the contract.
• Comply with legal obligations, in particular tax and invoice-retention obligations. Legal basis: legal obligation.
• Monitor plan usage and service security. Legal basis: legitimate interest in correct operation and abuse prevention.
• Communicate with you about incidents, service changes or support. Legal basis: performance of the contract and legitimate interest.

4. Artificial intelligence and audio transcription

To transcribe your voice notes and propose work order content, OfiFlow uses artificial intelligence providers. The audio is sent for transcription, and the transcription text may be sent to an AI provider to propose the work order lines.

AI only proposes; you always review and validate before any invoice is issued. We do not make automated decisions producing legal effects on you based solely on AI.

5. Data retention

• Audio: kept temporarily. By default it is deleted after 7 days; depending on your plan you can adjust this period in Settings › Privacy. The text transcription is retained.
• Account and work data: while your account is active.
• Technical error logs: 90 days.
• Invoices and fiscal documents: for the periods required by applicable tax law, even if the account is closed.

6. Recipients and data processors

We do not sell your data. To provide the service we rely on providers acting as data processors, mainly:

• Infrastructure and database provider (hosting in the European Union).
• Application deployment and content-delivery provider.
• Transcription and artificial intelligence provider to process audio and propose work orders.
• Google sign-in provider, when you choose that option.
• Stripe, as payment processor, when you subscribe to a paid plan: it processes your billing and payment data (you enter your card directly on Stripe; OfiFlow never sees or stores it).

Each one processes data only on our instructions and with the safeguards required by law.

7. International transfers

Some providers (for example, certain AI services) may process data outside the European Economic Area. In those cases we rely on the mechanisms set out in data-protection law, such as the European Commission’s standard contractual clauses or adequacy decisions.

8. Cookies

OfiFlow uses strictly necessary technical cookies and storage to keep you signed in and for the basic operation of the application. We do not use advertising cookies or third-party tracking for commercial purposes.

9. Security

We apply technical and organisational measures to protect your data: encryption in transit, per-company access control (data isolation between accounts), private storage of audio, invoices and exports, and audit logs of sensitive actions.

10. Your rights

You can exercise your rights of access, rectification, erasure, objection, restriction and portability by writing to privacidad@pinflinos.com. From Settings › Privacy you can also download a copy of your data at any time.

If you believe your request has not been handled properly, you may lodge a complaint with the Spanish Data Protection Agency (www.aepd.es) or your local supervisory authority.

11. Minors

OfiFlow is intended for professionals and businesses. It is not aimed at minors and we do not knowingly collect their data.

12. Changes to this policy

We may update this policy to reflect changes in the service or in the law. We will always publish the current version on this page, indicating the date of last update.

13. Contact

For any questions about this policy or the processing of your data, write to us at privacidad@pinflinos.com.