Privacy Policy

1. Introduction

Vacation Flow ("we", "our", "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and share your personal data when you use our vacation management platform at vacationflow.app (the "Service").

2. Data We Collect

The platform collects several categories of information:

• Account information: Names, email addresses, phone numbers, positions, and profile photos
• Company information: Company names, office locations, and organizational structures
• Leave data: Vacation requests, leave balances, approval history, and vacation policies
• Usage data: Login activity, browser type, and IP address for security purposes

3. How We Use Your Data

Data is utilized to:

• Provide and maintain the Service, including managing leave requests and team organization
• Send transactional emails (invitations, password resets, leave request notifications)
• Ensure platform security and prevent unauthorized access
• Improve the Service based on aggregated, anonymized usage patterns

4. Data Sharing

We do not sell your personal data. Data is shared only with:

• Your company's administrators and managers for normal platform usage
• Email provider Brevo (acting as a data processor)
• Legal authorities when required by law

5. Data Storage & Security

Your data is stored on secure servers. We use encryption in transit (HTTPS/TLS), secure session-based authentication, and role-based access controls to protect your information. Passwords are hashed and never stored in plain text.

6. Data Retention

We retain your data for as long as your company account is active. When a company account is deleted, all associated user data, leave records, and organizational data are permanently removed within 30 days.

7. Your Rights

You may have the right to:

• Access personal data held about you
• Request correction of inaccurate data
• Request data deletion
• Export data in a portable format
• Object to or restrict certain processing

To exercise these rights, please contact us at support@vacationflow.app.

8. Cookies

We use essential cookies for authentication and session management.

9. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify registered users of significant changes via email. Continued use of the Service after changes constitutes acceptance of the updated policy.

10. Contact

For any inquiries, please contact us at support@vacationflow.app.