Privacy Policy

1. Who We Are

Amicis Media V.O.F. DBA Meetflows is a trade name of Amicis Media VOF. Any reference to "Amicis Media V.O.F. DBA Meetflows", "we", "our", or "us" refers to:

Amicis Media VOF
Alexanderstraat 16a
5583BK Waalre
The Netherlands
KvK: 87868024
Email: info@meetflows.ai
Phone: +31 6 20710828

This Privacy Policy applies to all websites, platforms, software, services, and products offered under the Amicis Media V.O.F. DBA Meetflows brand.

2. Personal Data We Process

Depending on how you use our Services, we may collect and process the following categories of Personal Data:

2.1 Directly provided by you

• First and last name
• Email address
• Phone number
• Physical address
• Company name
• Billing details and payment information
• Account login details (if applicable)
• Opt-in records and timestamps for all communication channels (SMS, email, etc.)

2.2 Data processed through our AI and automation systems

• Lead information submitted or synced via CRM
• Chat history, WhatsApp conversations, AI agent interactions
• Appointment data
• Notes, tasks, and CRM fields
• Uploaded or imported data files

2.3 Automatically collected data

• IP address
• Device information
• Browser type
• Usage logs
• Website analytics data
• Cookies, tags, and pixels activity

2.4 Special categories of data

We do not intentionally collect sensitive data (e.g. health, religion). If your organization collects such data, you must ensure lawful usage and instruct us explicitly.

3. Purpose and Legal Basis for Processing

We process Personal Data for the following purposes:

3.1 To provide and operate our Services

• CRM setup and maintenance
• Lead follow-up via AI agents
• Automation workflows
• Appointment scheduling
• Customer support

3.2 To improve our Services

• Training and optimizing AI systems
• Analytics and performance insights
• Internal testing and debugging

Where possible, data is anonymized or aggregated.

3.3 To communicate with you

• Service-related notifications
• Security alerts
• Billing and administrative messages
• Updates and product information
• Maintaining records of your communication preferences and consent

3.4 For marketing purposes (where permitted)

• Newsletter
• Retargeting
• Advertising metrics
• Funnel analytics

3.5 Compliance and legal obligations

• Accounting and bookkeeping (7-year retention where required)
• Fraud detection
• Responding to legal requests
• Enforcing agreements

Legal bases under GDPR

• Performance of contract (Art. 6(1)(b))
• Legitimate interests (Art. 6(1)(f))
• Consent (Art. 6(1)(a))
• Legal obligation (Art. 6(1)(c))

4. Processors, Sub-processors & Systems We Use

Amicis Media V.O.F. DBA Meetflows works with the following categories of service providers (sub-processors):

• CRM systems (e.g., Go High Level)
• Automation platforms (e.g., N8N)
• AI model providers (e.g., Cloud AI, OpenAI-like systems)
• Advertising and analytics platforms (Meta Ads, Google Ads, GTM)
• Email and WhatsApp delivery providers
• Payment processors
• Hosting partners and cloud infrastructure providers
• Google Workspace / Sheets

A detailed and up-to-date list of sub-processors is available upon request. Amicis Media V.O.F. DBA Meetflows enters into Data Processing Agreements where required.

5. Cookies, Pixels & Tracking Technologies

Amicis Media V.O.F. DBA Meetflows uses cookies, tags, and pixels on all domains and subdomains, including but not limited to:

• Meta Pixel
• Google Tag Manager
• Analytics cookies
• Functional cookies
• Marketing cookies
• Session cookies

Where required by law, we use a consent banner to obtain user permission for non-essential cookies.

You may control cookies through your browser settings. Disabling cookies may limit your ability to use certain features of our website.

6. Data Retention

We retain Personal Data only as long as necessary:

• Billing & administrative records: 7 years (legal requirement).
• CRM lead and customer data: as long as the Client stores it.
• AI and chat interaction logs: only as long as required for service delivery and quality.
• Cookies: according to their technical lifespan.
• Backups: retained securely according to internal retention policies.

When data is no longer required, we delete or anonymize it.

7. Sharing of Data

We do not sell, rent, or trade Personal Data.

We may share Personal Data with:

• Authorized sub-processors and service providers acting on our behalf under a Data Processing Agreement
• SMS aggregators and providers solely for the purpose of delivering messages you have consented to receive
• CRM and automation systems configured by the Client
• Payment providers
• Legal authorities (only when required by law or in response to valid law enforcement requests or court orders)
• In the event of a merger, acquisition, or sale of assets — in such cases your data remains protected under the terms of this policy

Data is shared strictly on a need-to-know basis. All service providers are contractually obligated to maintain confidentiality and data security.

All of the above categories exclude text messaging originator opt-in data and consent. This information will not be shared with any third parties, excluding aggregators and providers of the text message services.

8. International Data Transfers

Personal Data may be transferred and processed outside the EEA.

Amicis Media V.O.F. DBA Meetflows uses the following safeguards:

• Standard Contractual Clauses (SCCs)
• UK International Data Transfer Addendum
• Adequacy decisions where available
• Additional security and encryption controls

Clients outside the EU/EEA are responsible for ensuring local compliance in their own jurisdiction.

9. Security Measures

Amicis Media V.O.F. DBA Meetflows implements industry-standard security measures, including:

• Encrypted data transmission (TLS)
• Encryption at rest (where supported)
• Access control and authentication
• System logging, monitoring, and intrusion detection
• Regular updates and security patching
• Segregation of client environments
• Least-privilege access to data

No system is 100% secure, but we take reasonable steps to protect Personal Data.

10. Your Rights (EU/UK GDPR)

Under GDPR and UK GDPR, individuals have the following rights:

• Right of access
• Right to rectification
• Right to erasure
• Right to restriction of processing
• Right to data portability
• Right to object
• Right to withdraw consent
• Right to lodge a complaint with a supervisory authority

Requests can be submitted via info@meetflows.ai

11. Your Rights (California — CCPA/CPRA)

If you are a California resident, you have the right to:

• Know which personal data we collect
• Access and request a copy of your data
• Request deletion (with exceptions)
• Opt out of data sharing for cross-context behavioural advertising
• Non-discrimination for exercising your rights

Amicis Media V.O.F. DBA Meetflows does not "sell" personal information as defined by CCPA.

Requests: info@meetflows.ai

12. Rights Under Other Laws

Where applicable, Amicis Media V.O.F. DBA Meetflows also complies with:

• Brazil LGPD
• Canada PIPEDA
• Australia Privacy Act
• Other regional privacy regulations

Rights vary by jurisdiction; we honour all legally valid requests.

13. AI-Specific Disclosures

Amicis Media V.O.F. DBA Meetflows uses AI systems to:

• Qualify leads
• Generate responses
• Schedule appointments
• Analyse message content
• Optimize workflows

AI processing principles:

• AI models may temporarily process text to generate outputs
• We do not use customer data to train publicly available AI models
• Data is secured and isolated per client
• AI output is logged only as required to provide the Service

Clients remain responsible for ensuring data they input into AI systems complies with applicable laws.

14. Children's Data

Amicis Media V.O.F. DBA Meetflows does not intentionally collect or process data of children under 16. Clients must ensure their systems do not submit such data.

15. SMS Opt-In & Messaging

Amicis Media, operating as Amicis Media V.O.F. DBA Meetflows, provides web design and digital marketing services. As part of our services, we may communicate with you via SMS.

• How we collect consent: SMS consent is collected through a clearly marked opt-in form on our website, where you voluntarily provide your phone number and explicitly agree to receive SMS messages by checking a consent box. Consent to receive SMS messages is not a condition of purchasing any service from Amicis Media V.O.F. DBA Meetflows.
• Types of messages: You may receive transactional messages (appointment reminders, service updates, account notifications) and, if separately consented, marketing and promotional messages related to web design and digital marketing services.
• Message frequency: Message frequency varies depending on your interactions and the services you use.
• Message & data rates: Standard message and data rates may apply depending on your mobile carrier plan.
• Opt-out: You may opt out at any time by replying STOP to any message. After opting out, you will receive a one-time confirmation message and no further SMS messages from us unless you re-subscribe. All opt-out requests are processed within 24 hours.
• Promotional content: We do not send promotional content without specific prior consent.
• Help: Reply HELP to any message for assistance. You will receive a response with our contact information and instructions on how to opt out. You can also reach us directly at info@meetflows.ai or +31 (6) 20710828.
• Supported carriers: Standard message and data rates may apply. Carriers are not liable for delayed or undelivered messages. Supported carriers include AT&T, Verizon, T-Mobile, Sprint, and most regional carriers.

16. Your SMS Rights

In addition to your general data rights listed above, for SMS communications you have the right to:

• Opt out of SMS messages at any time by replying STOP
• Receive a confirmation message upon opting out
• Request information about what data we hold related to your SMS opt-in
• Request deletion of your phone number from our messaging systems
• Update your phone number or messaging preferences by contacting info@meetflows.ai

Consent to receive SMS is not required to use any of our services. Opting out of SMS will not affect your access to any other Amicis Media V.O.F. DBA Meetflows services.

17. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for their privacy practices and encourage you to review their policies. This Privacy Policy applies only to information collected by Amicis Media V.O.F. DBA Meetflows.

18. Changes to This Policy

Amicis Media V.O.F. DBA Meetflows may update this Privacy Policy from time to time. Updated versions will be published on our website with a new "Last Updated" date.

Significant changes will be communicated when required.

19. Contact & Complaints

For questions or privacy requests:

Email: info@meetflows.ai
Phone: +31 (6) 20710828
Address: Alexanderstraat 16a, 5583BK Waalre, The Netherlands

If you are in the EU, you may lodge a complaint with your local supervisory authority. In the Netherlands: Autoriteit Persoonsgegevens.