Informativa privacy

This notice is given under Article 13 of Regulation (EU) 2016/679 ("GDPR") and, for data we do not collect directly from the data subject, Article 14. It explains which personal data we process when you visit the Agent Flow Bind site, try the demo, join the waiting list, use the console, the API or the desktop app, or pay for a plan, and which data we process instead on behalf of our customers. It is a translation of the Italian notice, which is the primary text.

#1. Controller

Agent Flow Bind — email: contact@agentflowbind.com

Full company details will be published on this page.

#2. Which services this covers

#2.1 When we are controller and when we are processor

• We are the controller of the data of people who visit the site, use the chat or the public demo, join the waiting list, create or use a console account, pay for a plan or write to us (section 3).
• We are a processor (Art. 28 GDPR) for the content our customers upload or have the agents process: documents, bank data, phone calls, WhatsApp conversations, data of published-app users, data from connected sources (section 4). For this data the customer is the controller: if your data reached us through a business that uses Agent Flow Bind, contact that business. Published apps already name the customer's workspace as the party processing the data. The relationship with the customer is governed by the Terms of service and by a data processing agreement (DPA) available on request.

#3. Data we process as controller

#3.1 Browsing and technical security

What data.

• API request log. For every request to the API (including those the site sends for the chat and the demo) we record the method, the path (without query parameters), the status, the duration, the workspace and API key if any, the IP address, the browser's user agent, and the date and time. We do not record the content of requests or responses. When personal-data encryption is active, the IP address is kept only as a keyed hash and the user agent is encrypted. Members of a workspace can view their own workspace's request log.
• Web server log. The web server logs access only for the site's tour video files (/media/tour/*): the IP address is truncated (IPv4 to /24, IPv6 to /32), user agent and referrer are not recorded, and the log is kept for at most 30 days. Other pages of the site are not logged by the web server.
• Rate limits. To protect sign-in and forms we count requests per IP address and per email in the process's memory only: these counters are never written to disk and reset on restart.
• Bot check. Cloudflare Turnstile may be active on sign-in, sign-up, password recovery, the public demo and the published apps that require it (see 3.4 and 6).

Why and on what basis. Security of the service, abuse prevention, diagnosing faults. Legal basis: the controller's legitimate interest in network and service security (Art. 6(1)(f) and Recital 49 GDPR).

How long. Web server log: 30 days. API request log: once automatic deletion is active (see section 4), the IP address and the user agent are deleted when the workspace's retention period ends and, for requests not tied to a workspace, after 30 days; the technical row stays (method, path, status, duration, workspace and key).

#3.2 Waiting list

What data. Work email (required), company name (optional), the work you need the service for (one of the site's sectors, or "not sure yet"), date and time of sign-up. We do not record IP address, user agent or cookies with the sign-up.

Why and on what basis. To write to you when there is news for you: a place in the beta if you are waiting for one, the Windows app, new agents for your work. Legal basis: steps taken at your request before entering into a contract (Art. 6(1)(b)).

Where. In a file on the website's server.

How long. The retention period is being defined and will be stated on this page; today there is no automatic deletion.

#3.3 Chat assistant on the site

What data. The messages you type (at most 1,000 characters each). The conversation stays only in your browser tab: with each question the browser resends the last 8 exchanges. We do not save the transcript. For each request we record only technical data without the text (language, number of characters, model, outcome, duration, cost), plus the request-log row described in 3.1.

Who processes it. To generate the reply, the messages are sent to an AI model provider through OpenRouter; the default model is Google Gemini 2.5 Flash. The provider processes the messages under its own retention policy (see section 6). The assistant is an automated program and can make mistakes; please do not enter personal data in the chat.

Why and on what basis. Answering your questions about the service: pre-contractual steps at your request (Art. 6(1)(b)) and legitimate interest in informing site visitors (Art. 6(1)(f)).

Limits. At most 8 messages per minute per IP address, counted in memory only.

#3.4 Public demo with a document

What data.

• The file you upload (at most 5 MiB; a PDF of up to 10 pages, a table of up to 2,000 rows, audio of up to 3 MiB) and any personal data it contains, plus the result the agent produces.
• A random, signed visitor identifier, stored in the afb_demo_visitor cookie (see section 10). It is the only thing the demo knows about you: there is no account and no profile.
• A keyed hash of your IP address (for IPv6, of the /64 network), never the address itself, used for the daily per-network limit. It is a pseudonym, not anonymous data.

How. Before the run, a model looks at the file's first page (or first 30 rows) to check it is the right kind of document; then the agent processes it with a model provider through OpenRouter (default model: Google Gemini 2.5 Flash). When the configuration allows it, we ask OpenRouter to use only providers that neither store the data nor use it for training: only in that case does the demo window show "Not used to train models".

Usage limits. Three real runs per day per visitor and three per network.

How long.

• When the run ends we destroy the uploaded file, the extracted text, the intermediate steps and the model's reasoning.
• The run's log is redacted 30 minutes after it ends.
• The whole run, result included, is deleted after 24 hours; the check runs every 15 minutes.
• The daily counters tied to the visitor identifier and to the IP hash: the retention period is being defined and will be stated on this page; today they are not deleted automatically.

Why and on what basis. Letting you try the service as you asked: pre-contractual steps at your request (Art. 6(1)(b)). Usage limits and bot check: legitimate interest in preventing abuse (Art. 6(1)(f)).

Please use sample documents, or documents that contain no personal data of other people.

#3.5 Phone demo (when active)

How it works. Two modes:

• You call: the site shows a number and a 6-digit code; you call from your phone and say the code.
• We call you: you enter an Italian number, which must be the one you called from in the same session within the last 30 minutes, tick the consent box and pass the bot check.

Text of the box: "I accept a demo call of up to 2 minutes: an AI assistant speaks, the call is transcribed for me only and deleted after 7 days."

At the start of every call the assistant says it is a voice assistant based on artificial intelligence, that the call is a demo, transcribed only for the person following it on the site and deleted after the stated period.

What data. Your number and the number called, stored only as a keyed hash and shown masked (e.g. "+39 3•• ••• ••67"); the call transcript and summary; any test appointment (the name and phone you tell the assistant); date and version of the consent; the visitor identifier. A call lasts at most 120 seconds; calls from a hidden or foreign number are ended.

Who processes it. ElevenLabs for the voice (speech recognition, conversation, speech synthesis) and the telephony provider of the demo number. For the demo line we ask ElevenLabs not to record the voice and to keep the data for the same period stated below.

How long. 7 days (configurable from 1 to 30), after which we delete sessions, calls, transcripts and test appointments.

On what basis. If you call: pre-contractual steps at your request (Art. 6(1)(b)). If we call you: your consent (Art. 6(1)(a)), which you can withdraw at any time by ending the call or writing to us; withdrawal does not affect the lawfulness of what was done before.

#3.6 Console accounts

What data.

• At sign-up: your name, work email, password and organisation name. The password (at least 12 characters) is never stored in clear: we keep only a salted scrypt hash. We also record the date and the version of the Terms of service and of this notice that you accepted.
• If a colleague invites you: your email and the role assigned, provided by them (Art. 14 GDPR); the invitation is valid for 7 days. The invitation is noted in the workspace's activity log, email included.
• During use: preferences (theme, language, notifications, favourite agents), email verification date, sign-in sessions (we keep only a hash of the token), role in the organisation and in projects, API keys (we keep only a SHA-256 hash and a non-secret 8-character prefix), the workspace's activity log (for example sign-up, invitations, key creation and revocation, settings changes) and the request log described in 3.1.

Emails we send you. Address verification (link valid 24 hours), password reset (link valid 1 hour), invitations, spend alerts, flow approval requests. They are sent by the provider Resend from no-reply@agentflowbind.com. The console lets you say whether you want "Product updates"; today the service sends no emails of this kind.

Why and on what basis. Creating and managing the account and providing the service: performance of the contract (Art. 6(1)(b)). Security, activity log and abuse prevention: legitimate interest (Art. 6(1)(f)).

How long. For the whole life of the account. You delete your account from Settings → Profile, with your password: we delete it at once, with its sessions, password and memberships; what you made in a workspace stays with that workspace. If you are the only owner of a workspace, you first delete it or make someone else an owner. An owner deletes a workspace from Settings → General: it closes at once and is deleted after 14 days, during which it can be restored; the final deletion happens once automatic deletion is active (see section 4), and until then the workspace stays closed. Its credit movements, usage and activity log without details remain, for accounting obligations. A sign-in session expires after 30 days of inactivity.

#3.7 Payments

What data. Payments are made on Stripe Checkout: you enter your card details on Stripe and we never receive them. We store the organisation's Stripe customer identifier, the subscription (plan, status, period), credit movements and usage (provider and model of each step). Invoices are those issued by Stripe, which the console lists.

Why and on what basis. Collecting payment: performance of the contract (Art. 6(1)(b)). Keeping accounting records: legal obligation (Art. 6(1)(c)).

How long. 10 years for accounting records (Art. 2220 of the Italian Civil Code).

#3.8 When you write to us

If you write to contact@agentflowbind.com we process the data in your message to answer you: pre-contractual steps or performance of the contract (Art. 6(1)(b)), or legitimate interest in replying (Art. 6(1)(f)). Retention: the period is being defined and will be stated on this page.

#3.9 Desktop app and local runner

The Windows desktop app and the local runner afb-runner run on the customer's computer. Documents are processed there and sent to the model provider the customer chose, with the customer's key and under the customer's contract (or to a local model server, if the customer configures one): they do not pass through our servers. The runner reports back to us only count data: identifiers of the agent and the batch, numbers of documents processed and of errors (codes only), durations, model usage (calls and tokens), version, licence and the API key's identifier. It never sends file, folder or path names, computer names, extracted values, error messages or the model key. Reporting back can be turned off. Keys are stored in Windows Credential Manager. The app's "Server" tab opens the online console: anything you upload there reaches the platform and follows sections 3.6 and 4. Legal basis for the count data: performance of the contract (licence and billing, Art. 6(1)(b)).

#4. Data we process on behalf of customers

In these cases the customer is the controller and we are the processor (Art. 28 GDPR). We process the data only to provide the service and on the customer's instructions, given through the agents' configuration and the DPA.

Categories of data, depending on the agents the customer uses:

• Documents (invoices, delivery notes, drawings, quotes, contracts, expense notes…) and what is extracted from them.
• Financial data: imported bank transactions (counterparty, reference, description, amount, date).
• Phone calls of Phone agents: caller's number and number called, transcript, summary, data collected during the call, any appointments, a link to the audio held by ElevenLabs. At the start of every call the agent says the call may be recorded and that it is an assistant based on artificial intelligence, not a human being.
• WhatsApp conversations: the user's number and profile name, message text, attachments (photos and PDFs up to 10 MiB for quote agents).
• Users of published apps: data entered in forms, uploaded files and, if the app uses sign-in by email link, the email address.
• Connected data sources (databases, S3/Azure storage, FTP/SFTP, Google Sheets, BigQuery) and knowledge-base documents uploaded by the customer.

Where it is processed. For its workspace the customer chooses the "Allowed data regions": eu (EU-hosted models only), eu_us (EU and United States, the default for new workspaces) or any (any region, including models routed to the maker's own cloud outside the EU and the US, for example in China). An agent can narrow this setting but never widen it. Every run records which provider and which model handled each step, and in which region. On the free plan every run uses Google Gemini 2.5 Flash and Gemini 2.5 Pro through OpenRouter. Documents, results and traces stay in our own database and file storage: a model provider receives only the content of the single request it has to process.

How long.

• The workspace's retention period. Every workspace has a retention period, which the customer sets from 1 to 3,650 days (the starting value depends on the plan: 30 to 365 days). Once automatic deletion is active, once a day we automatically delete what is older: runs with their inputs, results, steps and files; phone calls with their transcript and analysis, also asking ElevenLabs to delete the recording and the transcript; WhatsApp messages and the conversations left empty; webhook deliveries, sent messages and notifications; the sessions and users of published apps; conversations with the console's assistants.
• Automatic deletion is not active yet. We turn it on after telling our customers; until then we delete nothing automatically when the retention period ends, nor do we finally delete a deleted workspace, which stays closed. In the console, Settings → General shows whether it is active.
• The configuration (agents, apps, knowledge base, price lists, sources, connections, calendars and bookings) and imported bank transactions stay until the customer deletes them, or until the workspace is deleted.
• Credit movements and usage (amounts, provider and model, no content) and invoices stay beyond the period, because the law and billing require them.
• No-retention mode: if the customer turns it on, the content of the files and the intermediate steps are destroyed at the end of each run; the structured result and the run's technical data (status, credits, timings, file names and sizes) remain until the retention period ends. Today it does not apply to phone and WhatsApp runs.
• WhatsApp: for each number the customer can set how many days to keep messages (1 to 3,650); without a setting the workspace's retention period applies.
• Phone calls: they follow the workspace's retention period once automatic deletion is active, and the customer can delete a single call from the console at any time, with its recording and transcript at ElevenLabs too. Until then, audio and transcripts at ElevenLabs also follow the agent's privacy settings.

Export. From the console and the API the customer downloads results (JSON, CSV, XLSX), PDF reports, generated and uploaded files, bank transactions as CSV, and invoices. The owner can also download the whole workspace in one step, from Settings → General: a ZIP of JSON with members, agents, runs with their results, the list of files, phone calls with their transcripts, WhatsApp conversations, published-app users, credits and the activity log. It can be downloaded for 7 days; then, once automatic deletion is active, we delete it.

If you are a data subject (for example a supplier named on an invoice, a person who called a Phone agent, the user of a published app), contact the customer business that uses Agent Flow Bind. If you write to us, we forward the request to the customer and help them answer it.

#5. Artificial intelligence

• We do not train artificial-intelligence models, neither on customers' data nor on any other data.
• Model providers receive the content of individual requests. Their retention and training rules are those of their respective contracts and are listed, provider by provider, on the Your data page.
• What an agent produces may contain errors and must be checked. Before an irreversible action (for example sending an email or transferring a call to a person) the run stops and asks a person for approval, unless the customer has authorised it in advance; the Finance agent only reads and recommends and never moves money.
• We take no decisions based solely on automated processing that produce legal effects on people or similarly significantly affect them (Art. 22 GDPR). How the agents' results are used is decided by the customer.

#6. Who we share data with

Data is processed by the controller's authorised staff and by the providers listed below, appointed as processors or sub-processors.

Other recipients:

• Destinations chosen by the customer: webhook URLs, S3 storage, SFTP servers, email addresses to which the customer has results delivered.
• Optional providers, only if configured: OpenAI via direct API, a host compatible with the OpenAI API (for example in the EU), embedding, audio transcription and web search services.
• The controller's authorised staff: the administrator uses a panel reachable only through a private network (VPN), which shows users, workspaces, runs and usage; every database query made from the panel is logged.
• Authorities, when the law requires it.

We do not sell personal data and do not use it for advertising.

#7. Transfers outside the European Economic Area

The platform's server is in the European Union. Some providers listed in section 6 are based or process data outside the EEA, in particular in the United States: most of the available AI models run in the United States, and with the any setting a customer can choose models routed to China.

For each provider, the transfer mechanism — the EU-US adequacy decision (EU-U.S. Data Privacy Framework) for certified providers, or the Commission's standard contractual clauses (Art. 46(2)(c) GDPR) — will be stated on this page. You can ask us for a copy of the safeguards by writing to contact@agentflowbind.com.

#8. How long we keep data — summary

#9. How we protect data

• In transit: every connection uses HTTPS (Let's Encrypt certificates, HSTS on).
• At rest: when personal-data encryption is active on the server, personal data in the database (names, emails, phone numbers, messages, transcripts, bank transactions, run inputs and results) and uploaded or generated files are encrypted with AES-256-GCM; the key is in a file separate from the database and the backups, readable only by the server administrator, and IP addresses are kept as keyed hashes.
• Connection credentials (ERP, storage, data sources, telephony, WhatsApp, webhooks): encrypted with AES-256-GCM under a dedicated key, never returned by the API, never sent to model providers.
• Passwords, sessions and keys: passwords hashed with scrypt; session tokens, reset tokens and API keys stored only as SHA-256 hashes.
• Backups: nightly, encrypted, kept at most 7 days.
• Administrative access: only through a private network (VPN) and a dedicated password.

#10. Cookies and browser storage

We use only technical cookies, needed for the site and the services to work. We use no profiling, analytics or advertising cookies and no third-party tracking tools. Technical cookies do not require consent (Art. 122 of the Italian Privacy Code, Legislative Decree 196/2003).

Local browser storage (localStorage / sessionStorage), which stays on your device and is not in itself sent to us: the chat window's size and the tour's subtitle preference on the site; the console's display preferences and the draft of a new-run form (which may contain the values you entered); installation preferences and the assistant's session in published apps.

You can delete cookies and local storage from your browser settings; without session cookies you cannot sign in to the console. The list of what the site keeps in your browser, with the exact names, is also on the Your data page.

#11. Your rights

You can at any time ask for access to your data, rectification, erasure, restriction of processing, portability, and object to processing based on legitimate interest (Arts. 15–21 GDPR). Where processing is based on consent, you can withdraw it at any time without affecting the lawfulness of earlier processing.

To exercise your rights write to contact@agentflowbind.com. We answer within one month, a period that can be extended in the cases set out in Art. 12(3) GDPR.

You also have the right to lodge a complaint with the Italian data protection authority (Garante per la protezione dei dati personali, www.garanteprivacy.it) or with the supervisory authority of the EU state where you live or work.

#12. Required and optional data

• Sign-up: name, email, password and organisation name are needed to create the account, together with accepting the Terms of service.
• Waiting list: the email and the work you need the service for are needed; the company name is optional.
• Outbound phone demo: without consent we cannot call you.
• Payments: the data Stripe asks for is needed to buy a plan or a credit pack.

#13. Changes

We may update this notice when the service or the law changes. The version at the top shows the last update; we tell customers about important changes by email or in the console.