Privacy Policy

1. Introduction

This Privacy Policy explains how Solentis Ltd ("Solentis", "we", "us", "our") processes personal information when you use PartnerFlow (our "Services"), including:

• Our website at partner-flow.com;
• The PartnerFlow platform that connects brands and their service partners; and
• Related applications, APIs, and integrations you choose to enable.

Solentis is the data controller for personal information processed about visitors to our website and the administrators and users of accounts on the platform. Where a brand or service partner uses PartnerFlow to process information about their own customers and operations, that organisation is the controller of that data and Solentis acts as a processor on their behalf under our customer agreement.

2. Who we are

Legal entity	Solentis Ltd
Trading name	PartnerFlow
Location	United Kingdom
Contact	privacy@partner-flow.com

3. Controller and processor roles

• Solentis is the controller for: website visitors, demo and contact enquiries, account administrators, and the operation and security of the Services.
• Solentis is a processor when a customer organisation uses the platform to record and manage service records, partners, and the personal data of their own customers. In that case the customer decides why and how that data is processed, and our processing is governed by the data-processing terms in our customer agreement.

4. Information we collect

Information you provide.

• Contact and demo enquiries: name, work email, job title, company, and anything you include in a message.
• Account data: names, work email addresses, roles/permissions, and authentication details of users a customer invites to the platform.
• Operational data a customer enters into the platform — service programs, service records, partner details, invoices, and related notes.

Information we collect automatically.

• Usage and device data (pages viewed, approximate location derived from IP, browser type, and similar diagnostics) collected to operate, secure, and improve the Services.
• Cookies and similar technologies — see Cookies below.

Information from third parties.

• Information from integrations a customer chooses to connect, and from our service providers (for example, delivery confirmations from our email provider).

5. How we use information

We use personal information to:

• Provide, maintain, and secure the Services;
• Respond to demo requests, enquiries, and support;
• Operate accounts and the connections between brands and service partners;
• Generate invoices and operational records on a customer's behalf;
• Monitor, troubleshoot, and improve performance and reliability;
• Comply with legal obligations and enforce our terms.

6. Legal bases (UK GDPR)

We rely on: performance of a contract (to provide the Services and respond to enquiries); legitimate interests (to operate, secure, and improve the Services, where not overridden by your rights); consent (for non-essential cookies and certain communications); and legal obligation (to meet our compliance requirements).

7. Sharing and sub-processors

We do not sell personal information. We share it with:

• Service providers / sub-processors who host and operate the Services on our behalf (for example, cloud hosting and content delivery, file/object storage, and transactional email). Confirm and maintain the current sub-processor list before publishing.
• A customer's connected partners or brands, only as needed to deliver the service the customer has configured.
• Authorities or advisors where required by law, to establish or defend legal claims, or to protect the rights, safety, and property of Solentis, our users, or others.

8. International transfers

Solentis is based in the United Kingdom. Where personal information is transferred outside the UK or EEA, we rely on appropriate safeguards such as adequacy regulations or the UK International Data Transfer Agreement / Addendum to Standard Contractual Clauses.

9. Retention

We keep personal information for as long as needed to provide the Services, comply with our legal obligations, resolve disputes, and enforce our agreements. Operational data we process on a customer's behalf is retained according to that customer's instructions and our agreement.

10. Your rights

Subject to UK data-protection law, you may have the right to access, correct, delete, restrict, or object to the processing of your personal information, and to data portability. To exercise these rights, contact privacy@partner-flow.com. If we process your data on behalf of a customer, we will refer your request to that customer. You also have the right to complain to the UK Information Commissioner's Office (ICO).

11. Cookies

We use essential cookies to run the website and, with your consent, analytics or preference cookies to understand and improve usage. You can manage non-essential cookies through your browser or any cookie controls we provide.

12. Security

We use technical and organisational measures appropriate to the risk — including encryption in transit, access controls, and monitoring — to protect personal information. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

13. Children

The Services are intended for businesses and are not directed to children. We do not knowingly collect personal information from children.

14. Changes

We may update this policy from time to time. We will post the updated version here and revise the "Last updated" date above. Material changes will be notified where required.

15. Contact

Questions about this policy or your personal information: privacy@partner-flow.com.