Privacy Policy

01Who is responsible for your data

For information you and your organization add to the service (Customer Content), your organization is the controller and LicensorFlow acts as its processor under our Data Processing Addendum. For account, billing, website and marketing data, LicensorFlow is the controller.

02What we collect

03How we use it

• To provide the service: store items, send reminders and escalations, and extract dates from documents.
• To keep it secure: detect abuse, prevent fraud and investigate incidents.
• To support you and answer questions.
• To improve the product using aggregated, de-identified usage data.
• To send product updates and, if you opt in, the Playbook newsletter. You can unsubscribe anytime.

04Legal bases (EEA and UK)

Where the GDPR or UK GDPR applies, we rely on contract (to provide the service), legitimate interests (security, product improvement and business communications), consent (optional cookies and marketing), and legal obligation (tax and accounting records).

05Document processing and AI

When you upload a document, we process its text to suggest renewal dates, notice periods and other fields. Processing happens within our infrastructure and with sub-processors bound by confidentiality and data-protection terms. We do not use Customer Content to train general-purpose AI models, and our AI providers are contractually prohibited from doing so.

06Who we share it with

We may also disclose information if required by law, to protect rights and safety, or as part of a merger or acquisition, in which case this policy continues to apply. A current sub-processor list is available on request.

07International transfers

Where personal data moves outside the EEA, UK or Switzerland, we use Standard Contractual Clauses or other approved safeguards. Scale customers can choose EU hosting for Customer Content.

08How long we keep it

• Customer Content: for the life of your account, then deleted within 30 days of termination and from backups within a further 35 days.
• Account and billing records: as long as needed for tax and accounting, usually seven years.
• Usage logs: up to 13 months.
• Marketing preferences: until you unsubscribe or ask us to delete them.

09Security

We encrypt data in transit (TLS 1.2+) and at rest (AES-256), restrict employee access on a need-to-know basis, support multi-factor authentication, and keep audit logs. We test our systems regularly and will notify affected customers without undue delay if a breach affects their data.

10Your rights and choices

Depending on where you live, you may have the right to access, correct, delete, export or restrict use of your personal information, to object to certain processing, and to withdraw consent. California residents have the right to know, delete and correct, and to not be discriminated against for using these rights. We do not sell or share personal information for cross-context behavioral advertising.

To make a request, email support@licensorflow.co. If your data is part of an organization’s account, we may refer you to that organization’s admin. You can also complain to your local data protection authority.

11Cookies

We use essential cookies to keep you signed in and secure. With your consent, we use analytics cookies to understand how the website is used. You can change your choice anytime from the cookie settings link in the footer. We do not use third-party advertising cookies.

12Children and changes to this policy

LicensorFlow is a business service and is not directed to children under 16. We do not knowingly collect their information.

If we make material changes, we will notify account owners by email and in the app before they take effect, and update the effective date above.