Privacy Policy

Definitions

1. General

1.1 This Privacy Statement describes how Artomation B.V. ("Artomation", "we", "us", or "our") collects, processes, and protects personal data when you use the FlowRunner Service and associated applications.

1.2 We are committed to protecting your privacy. FlowRunner is hosted on Microsoft Azure (West Europe region) and operates as a secure integration layer between your email client (Microsoft Outlook or Gmail) and Salesforce. By using the Service, you agree to the collection and processing of information in accordance with this policy.

1.3 The personal data processed by Artomation includes: name, email address, authentication identifiers from Microsoft or Google, Salesforce authentication tokens, and organizational metadata as detailed in Section 2 below.

1.4 Our role. Where you use FlowRunner as part of an organization that subscribes to the Service, that organization is the data controller for the personal data processed through the Service, and Artomation acts as a data processor on its behalf under a Data Processing Agreement. Artomation is a data controller in its own right for a narrower set of data: account administration, billing, security and audit records, service communications, and emails about FlowRunner to the person who registers an organization (see 2.4). Where this Privacy Statement and a signed Data Processing Agreement differ in respect of data processed on behalf of a subscribing organization, the Data Processing Agreement prevails. A copy is available from security@flow-runner.com.

2. Collection and Processing of Personal Data

2.1 Artomation collects personal data from a User when the User has transmitted such data to Artomation through:

• Installing and authenticating the FlowRunner Outlook Add-in within Microsoft Outlook.
• Installing and authenticating the FlowRunner Chrome Extension for Gmail.
• Connecting one or more Salesforce organizations to their FlowRunner account.
• Visiting the FlowRunner website and submitting contact or inquiry forms.

2.2 Artomation processes the following categories of personal data:

2.2.1 Account and Authentication Data

When you create a FlowRunner account, we collect and store:

Via the Outlook Add-in (Microsoft authentication):

• Full Name: Retrieved from your Microsoft 365 profile to personalize the interface.
• Email Address: Retrieved from your Microsoft 365 profile for account identification and support communications.
• Microsoft Entra ID Object ID (OID): A unique identifier for your Microsoft account, used for authentication and tenant-level access control.
• Microsoft Tenant ID: Your organization's unique Microsoft 365 identifier, used for multi-tenant data isolation.

Via the Chrome Extension (Google authentication):

• Full Name: Retrieved from your Google account profile to personalize the interface.
• Email Address: Retrieved from your Google account for account identification and support communications.
• Google User ID: A unique identifier for your Google account, used for authentication and account linking.
• Google Workspace Domain: Your organization's domain (if applicable), used for multi-tenant data isolation.

2.2.2 Email Context Data

FlowRunner processes email data from the currently active message to enable Salesforce Flow execution. The data accessed differs by platform:

Outlook Add-in — the open email:

The Outlook Add-in uses Microsoft's Office.js API, which provides limited, structured access to the currently open email:

• Sender Email Address: Used to search your connected Salesforce organizations for matching Contact or Lead records.
• Recipient Email Addresses (To, Cc): Used to identify relevant Salesforce records and pre-populate Flow input variables.
• Email Subject Line: Passed to the record lookup, and to Flows that declare it as input.
• Email Body (text and HTML): Sent with the record lookup to the lookup Flow in your connected Salesforce organization, and to Flows that declare it as input.
• Attachments you select: When a Flow asks for attachments, the files you tick are uploaded to your Salesforce organization as Salesforce Files.
• Message ID and Conversation ID: Stored in the run history, so FlowRunner can show which Flows already ran on an email.

Chrome Extension for Gmail — Email metadata and body content:

The Chrome Extension uses the Gmail API (gmail.readonly scope) to retrieve email data. This scope provides read-only access to the currently selected email message and includes:

• Sender Email Address and Name: Used to search your connected Salesforce organizations for matching Contact or Lead records.
• Recipient Email Addresses (To, Cc): Used to identify relevant Salesforce records and pre-populate Flow input variables.
• Email Subject Line: May be accessed to pre-fill Flow fields if configured by your Salesforce administrator.
• Email Body (text and HTML): May be accessed to pass email content as input variables to Salesforce Flows, if configured by your Salesforce administrator.
• Message ID and Thread ID: Used to uniquely identify the email conversation for Salesforce record linking.

2.2.3 Salesforce Integration Data

To enable Salesforce functionality, we store:

• Salesforce OAuth Tokens: Access and refresh tokens obtained through the Salesforce OAuth 2.0 authorization flow. These tokens are encrypted at rest and are never logged or exposed in plain text.
• Salesforce Organization ID: The unique 15- or 18-character identifier for each Salesforce org you connect, used to route API requests.
• Salesforce Instance URL: The base URL for your Salesforce organization (e.g., https://example.my.salesforce.com).
• Flow Metadata: Names, API names, descriptions, and configuration settings for Salesforce Flows that administrators have enabled for use in FlowRunner.
• User Preferences: Preferred language, your role, whether you hold a licence, and which Flows are visible to you.

2.2.4 Chrome Extension Permissions

The FlowRunner Chrome Extension requests the following browser permissions, each used for a specific purpose:

• identity: To authenticate you with your Google account via Chrome's built-in OAuth flow.
• sidePanel: To display the FlowRunner interface in Chrome's side panel alongside Gmail.
• activeTab and tabs: To detect when you are viewing Gmail and enable the side panel only on Gmail tabs. Tab URLs are checked locally and are not transmitted to our servers.
• declarativeNetRequest: To modify Content Security Policy headers required for rendering Salesforce Lightning components within the extension.

2.2.5 Usage and Diagnostic Data

We collect limited technical data to ensure service reliability and diagnose issues:

• Authentication Events: Login timestamps and authentication method used (Microsoft SSO, Google OAuth, or fallback dialog).
• Error Logs: Application errors and stack traces (excluding any personal data or authentication tokens).
• API Request Metadata: Timestamps, HTTP status codes, and request durations for performance monitoring (URLs are sanitized to remove any query parameters containing tokens or sensitive data).

2.3 Artomation uses these personal data exclusively for the following purposes:

• To authenticate Users and maintain secure access to the Service.
• To facilitate the execution of Salesforce Flows within the email interface.
• To store User preferences and configuration settings.
• To provide technical support and respond to User inquiries.
• To improve the functionality, performance, and reliability of the Service.
• For the person who registers an organization only: to manage the customer account in our CRM and to send that person emails about FlowRunner, as described in 2.4.

2.4 Marketing to the person who registers an organization. When a person registers an organization for FlowRunner, Artomation, as controller, keeps that person's name and email address, the organization name, and the organization's subscription status and plan details in its own customer relationship management (CRM) system. We use this data to manage the customer account and to send that person emails about FlowRunner. If our CRM already holds a record for that person from other sources, we link it to the FlowRunner account. Our legal basis is legitimate interest (GDPR Article 6(1)(f)).

This applies only to the person who registered the organization. We do not send the personal data of other users of the organization to our CRM, and we do not use it for marketing.

You can object to these emails at any time, free of charge and without giving a reason (see 8.1.5). Every marketing email has an unsubscribe link, or you can write to hello@flow-runner.com. When you object, we stop using your data for marketing.

3. Transfer to Third Parties

3.1 Artomation will not disclose personal data to third parties except as described in this section.

3.2 We engage the following sub-processors to provide the Service:

Stripe processes subscription payments as an independent processor for Artomation's own billing data (billing contact and subscription status). Card details are entered on Stripe's checkout page and never reach Artomation. Stripe receives no email or Salesforce data.

Salesforce (Salesforce, Inc.) hosts Artomation's own CRM. It processes Artomation's own account data as a processor for Artomation, for account administration and marketing (see 2.4): the name and email address of the person who registered the organization, the organization name, and the subscription status and plan details. Data location: Salesforce Hyperforce, Sweden (EU). Artomation's CRM receives no email content, no data from your own Salesforce org, and no personal data of other users of your organization.

3.3 Artomation has entered into a Data Processing Agreement with each sub-processor listed above. Each provides safeguards compliant with the General Data Protection Regulation (GDPR), including Standard Contractual Clauses where a transfer outside the European Economic Area takes place. We notify customers of changes to this list at least 30 days in advance.

3.4 Microsoft 365, Google Workspace and Salesforce are your own providers, not sub-processors of Artomation. The Service authenticates against them and exchanges data with them on your instruction, under your own agreements with them. Google processes authentication data and provides access to Gmail message content solely on your explicit instruction when you use the Chrome Extension. Gmail API data is processed in your browser and is not stored on our servers. This applies to your own Salesforce org. It does not apply to Artomation's own CRM, which also runs on Salesforce and is described in 2.4 and 3.2. No data moves between your Salesforce org and Artomation's CRM.

3.5 Salesforce likewise processes data solely on your explicit instruction when you choose to execute a Flow. We act as a technical intermediary and do not control what data Salesforce processes or stores.

3.6 Artomation may disclose personal data if required by law or legal process, such as in response to a valid court order or government request.

4. International Data Transfers

4.1 FlowRunner's database and its backups are held in Microsoft Azure's West Europe data center region (Netherlands), within the European Union. Three exceptions are listed in section 3.2: error telemetry is processed in Sentry's EU region (Germany) by a US company, Resend stores invitation-email metadata and logs in the United States, and Artomation's CRM (Salesforce, Inc., a US company) holds the account data of the person who registered the organization in Salesforce Hyperforce, Sweden (EU).

4.2 When you use the Chrome Extension, authentication data is processed by Google's global infrastructure. Google maintains compliance with GDPR through Standard Contractual Clauses and the EU-U.S. Data Privacy Framework.

4.3 When you connect a Salesforce organization, data may be transferred to Salesforce's data centers based on your Salesforce instance location. The Data Controller does not control the geographic location of your Salesforce data.

4.4 For Users located outside the European Economic Area (EEA), Artomation relies on Microsoft Azure's and Google's compliance with the EU-U.S. Data Privacy Framework and Standard Contractual Clauses approved by the European Commission to ensure adequate protection of personal data.

5. Cookies, Storage, and Tracking Technologies

5.1 The FlowRunner Outlook Add-in uses cookies for essential authentication purposes only:

• Session Cookies: Three temporary cookies that carry your sign-in and a security code across the Salesforce OAuth redirect. They are HttpOnly and Secure, apply only to the Salesforce connection path, and expire after 10 minutes.

5.2 The FlowRunner Chrome Extension uses Chrome's built-in storage mechanisms for essential functionality:

• Chrome Identity Token Cache: Google OAuth tokens are cached by Chrome's identity API for the duration of their validity (up to 60 minutes) to avoid repeated authentication prompts.
• Session Storage: Temporary state data (such as the currently selected Salesforce organization) is stored in browser session storage and is cleared when the browser is closed.

5.3 The FlowRunner marketing website (flow-runner.com) uses Google Tag Manager to load Google Analytics, and on the public marketing pages also advertising and marketing tags from Google Ads, Reddit and Apollo.io, to measure visits and campaign results. The signed-in admin portal loads Google Analytics only. The Outlook Add-in loads no analytics or advertising tags. Google Analytics uses cookies to track:

• Page views and navigation patterns
• Geographic location (country/city level)
• Device and browser type
• Traffic sources (e.g., search engines, referral sites)

5.4 You can disable cookies through your browser settings. Disabling cookies may prevent the Outlook Add-in from functioning properly, as connecting Salesforce requires these cookies.

5.5 Advertising and marketing tags run only on the public marketing pages. The Outlook Add-in and the admin portal do not use cookies or browser storage for advertising, cross-site tracking, or behavioral profiling.

6. Security Measures

6.1 Artomation has implemented appropriate technical and organizational measures to protect personal data against loss, unauthorized access, and unlawful processing:

6.1.1 Encryption

• Encryption in Transit: All data transmitted between your device, our servers, Microsoft services, Google services, and Salesforce is encrypted using TLS 1.2 or higher (HTTPS).
• Encryption at Rest: Salesforce OAuth tokens are encrypted at rest with AES-256 encryption. The encryption keys are managed securely and rotated periodically.

6.1.2 Access Control and Authentication

• Microsoft Single Sign-On (SSO): For Outlook users, authentication is handled through Microsoft Entra ID, leveraging your organization's existing identity and access management policies.
• Google OAuth 2.0: For Gmail users, authentication is handled through Google's OAuth 2.0 via Chrome's built-in identity API. Tokens are validated server-side on every request.
• Role-Based Access Control (RBAC): Internal administrative access to production systems is restricted to authorized personnel only.
• Database Row-Level Security (RLS): PostgreSQL Row-Level Security policies enforce strict tenant isolation, ensuring that queries automatically filter data to the authenticated user's organization.

6.1.3 Data Isolation

• Multi-Tenant Architecture: Each organization's data is logically isolated using tenant-scoped database queries. Users can only access data belonging to their own organization, whether identified by Microsoft 365 Tenant ID or Google Workspace domain.
• Session Variables: Database session variables enforce tenant context for every database transaction, preventing cross-tenant data leakage.

6.1.4 Logging and Monitoring

• Sensitive Data Redaction: Application logs automatically redact access tokens, refresh tokens, and authentication codes before writing to log files.
• Security Monitoring: We monitor for unusual authentication patterns, failed login attempts, and potential security incidents.

6.2 While we implement industry-standard security measures, no method of electronic storage or transmission is 100% secure. We cannot guarantee absolute security but commit to promptly addressing any identified vulnerabilities.

7. Data Retention and Deletion

7.1 Artomation retains personal data only for as long as necessary to provide the Service and comply with legal obligations.

7.2 Upon account deletion, all personal data is deleted from our live systems within 24 hours, including:

• User account information (name, email, Microsoft or Google identifiers)
• Salesforce connection data (OAuth tokens, organization IDs)
• User preferences and configuration settings
• Flow metadata and usage history

The same 24 hours apply to Artomation's CRM (see 2.4). When the person who registered the organization, or the whole account, is deleted, we anonymise that person's personal data in our CRM within 24 hours: we remove the name and email address from the record that FlowRunner created. If our CRM held a contact record for that person from other sources before the registration, we keep that record but remove its link to FlowRunner and the FlowRunner data on it. The organization record stays in the CRM with the status "Deleted", and an organization name that FlowRunner added is removed.

7.3 Users can delete their account at any time through the FlowRunner Admin page at /admin. Deletion cannot be undone.

7.4 Encrypted database backups are retained for 7 days for disaster recovery, in the same region as the primary database. Data deleted under 7.2 is overwritten in the ordinary backup rotation within that period. Backups are not restored except to recover from an incident affecting the whole system.

8. Your Rights Under GDPR

8.1 If you are located in the European Economic Area (EEA), United Kingdom, or Switzerland, you have the following rights regarding your personal data:

8.1.1 Right of Access

You have the right to request confirmation of whether we process your personal data and obtain a copy of such data.

8.1.2 Right to Rectification

You have the right to request correction of inaccurate or incomplete personal data.

8.1.3 Right to Erasure ("Right to be Forgotten")

You have the right to request deletion of your personal data. You can exercise this right immediately through the FlowRunner Admin page (/admin) or by contacting our Data Protection Officer.

8.1.4 Right to Data Portability

You have the right to receive your personal data in a structured, commonly used, and machine-readable format (JSON).

8.1.5 Right to Object

You have the right to object to processing of your personal data for specific purposes. Note that objecting may prevent us from providing the Service.

You can object at any time to the use of your personal data for direct marketing (see 2.4). This right is absolute: when you object, we stop using your data for marketing. We do not weigh your objection against our interests, and it does not affect your use of the Service.

8.1.6 Right to Restriction of Processing

You have the right to request restriction of processing under certain circumstances.

8.2 To exercise any of these rights, please contact our Data Protection Officer:

8.3 You have the right to lodge a complaint with a supervisory authority if you believe our processing of your personal data violates applicable data protection law. In the Netherlands, the supervisory authority is the Autoriteit Persoonsgegevens (autoriteitpersoonsgegevens.nl).

9. Children's Privacy

9.1 The FlowRunner Service is intended for use by business professionals within enterprise organizations. We do not knowingly collect personal data from individuals under the age of 16.

9.2 If we become aware that we have collected personal data from a child under 16 without verified parental consent, we will take steps to delete that information immediately. If you believe we have collected data from a child, please contact us at hello@flow-runner.com.

10. Legal Basis for Processing (GDPR)

10.1 We process personal data on the following legal bases:

• Performance of a Contract (GDPR Article 6(1)(b)): Processing is necessary to provide the FlowRunner Service as outlined in our Terms of Service.
• Legitimate Interest (GDPR Article 6(1)(f)): We have a legitimate interest in improving the Service, preventing fraud, and ensuring security.
• Legitimate Interest in direct marketing (GDPR Article 6(1)(f)): We keep the name and email address of the person who registers an organization in our CRM and send that person emails about FlowRunner (see 2.4). You can object to this at any time (see 8.1.5).
• Consent (GDPR Article 6(1)(a)): For optional features such as website analytics via Google Analytics, we rely on your consent, which you may withdraw at any time.

11. Google API Services User Data Policy

11.1 FlowRunner's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

11.2 Specifically, FlowRunner:

• Only uses Google user data to provide and improve the core FlowRunner functionality (running Salesforce Flows in the context of email messages).
• Does not use Google user data for serving advertisements.
• Does not transfer Google user data to third parties except as necessary to provide the Service (i.e., passing email metadata to Salesforce APIs at your explicit instruction), as required by law, or with your explicit consent.
• Does not use Google user data to train machine learning or artificial intelligence models.
• Does not allow humans to read Google user data, except with your affirmative consent for specific messages, for security purposes (e.g., investigating abuse), to comply with applicable law, or when the data is aggregated and anonymized for internal operations.

11.3 You can revoke FlowRunner's access to your Google account at any time by visiting your Google Account Permissions page or by signing out within the Chrome Extension.

12. Changes to this Privacy Statement

12.1 Artomation reserves the right to modify this Privacy Statement at any time to reflect changes in our practices, legal requirements, or Service functionality.

12.2 Any modifications will be announced on this page. We will update the "Last Updated" date at the top of this document.

12.3 For material changes that significantly affect your rights, we will provide prominent notice within the Service or via email to your registered email address.

13. Contact Information

13.1 If you have any questions about this Privacy Statement, wish to exercise your data protection rights, or have concerns about how we handle your personal data, please contact:

This Privacy Statement was last updated on October 12, 2026 and is effective immediately for all users of the FlowRunner Service and website.