Privacy Policy

Arqiflow is run by Arqiflow (“Arqiflow”, “we”, “us”). This policy says what personal data we handle when a firm uses Arqiflow, when someone signs in to it, and when someone visits arqiflow.com.

There are two roles, and which one we have depends on the data:

• Your firm is in charge of its own work. Projects, tasks, files, docs, models, chats, time records and everything else a firm and its people put into Arqiflow belong to the firm. For that data the firm is the controller and Arqiflow is its processor: we handle it only to run Arqiflow for the firm, on its instructions, under our Data Processing Addendum. If you are a member of a firm and have a question about that data, ask your firm first; we will help it answer.
• We are in charge of our own records. Accounts and sign-in, billing, emails we send about the service, our own security and service logs, and visits to our website. For these, Arqiflow is the controller.

• Your account. Your name, email address and password, or the Google or Microsoft account you sign in with. Passwords are held by our sign-in provider; Arqiflow never stores them. From Google or Microsoft we receive your name, email address and profile picture.
• Your firm and its people. The firm's name and settings, and for each person their role, disciplines, projects, working week and, where the firm records them, hourly rates, cost and time off.
• Your firm's work. Everything put into Arqiflow: projects, stages, tasks, comments, docs, boards, files, drawings, building models, timesheets, meetings and their recordings or notes, and emails forwarded to a project's address. This can include personal data about the firm's clients and others named in the work.
• Your chats with your agent. What you ask your agent, what it answers, the steps it takes, and the notes it keeps to remember how you like things done. These are yours alone: no one else in the firm, an owner included, can read them.
• Activity, only if your firm turns it on and you agree. The desktop app can record which program and website is in front of you, the window's title and the file open in Revit or AutoCAD, and for how long. It is off unless the firm switches it on and you agree to a plain notice. Guests are never recorded. Owners and managers see everyone's time by app and website; everyone else sees only their own.
• Billing. The firm's plan, seats and the agent's credit use. Payments are taken by Creem; we receive the billing contact and whether a payment succeeded, never the card.
• A record of the work. Each project keeps a record of who did what and when, the agent included. Every request to Arqiflow is checked against who is signed in, and the internet address it came from is used to limit abuse.
• Our website. arqiflow.com uses no analytics, advertising or tracking. See the Cookies page for the little a browser keeps.

When you work with your agent, what you ask and what the agent reads to do it (a task, a file, the firm's Knowledge, the open model) is sent to our AI model provider, Anthropic, to produce the answer. The agent sees only what you may see, and works with your access. When the agent searches the web, the search is run by Anthropic too.

So that search finds things by meaning, the text of the firm's Knowledge pages and of your agent's notes is sent to Google's Gemini API, which turns it into numbers that let search compare meanings. Arqiflow keeps those numbers with the text, in its own database.

Your data is not used to train AI models. Arqiflow does not train models on a firm's data, and our AI providers process it under commercial terms that do not permit them to train their models on it.

Where Arqiflow is the controller, the law that applies (the GDPR and UK GDPR) asks us to name a basis:

• Create and run your account, sign you in, and provide Arqiflow to your firm
  Contract
• Bill the firm, keep invoices and meet tax and accounting duties
  Contract; legal obligation
• Send emails the service needs: invitations, reviews waiting, due dates, billing notices
  Contract
• Keep Arqiflow secure: check sign-ins, limit abuse, investigate faults
  Legitimate interests
• Answer your questions and requests
  Contract; legitimate interests
• Comply with the law and protect our rights
  Legal obligation; legitimate interests

For the firm's own data, the firm decides the basis, and we process it only to provide Arqiflow to the firm. We do not sell personal data, and we do not use it for advertising.

We use a small number of companies to run Arqiflow (our sub-processors). Each handles only what its job needs, under a written agreement. The full list, with where each one is, is on the Sub-processors page. Today they are: Hetzner Online, Cloudflare, Supabase, Anthropic, Google, Resend, Creem.

• Apps your firm connects. When someone connects Google Drive or Calendar, OneDrive, SharePoint or Outlook, Dropbox, Arqina or another app, or imports from Asana, monday.com, Trello or ClickUp, data passes between Arqiflow and that service as the person asked. That service handles it under its own terms with your firm.
• Slack and Microsoft Teams. When someone links their Slack or Teams account, Arqiflow keeps that account's ID, name and the chat it writes to, and the channels linked to projects. It sends there the person's notifications, their agent's answers and the activity of linked projects, and reads only what is written to Arqiflow there or a message someone turns into a task. Signing out (sign out in the chat with Arqiflow, or Disconnect in Settings, Integrations) deletes the linked account at once.
• Your firm's own tools. An owner or a manager can create API keys and webhooks. Data then goes where the firm sends it.
• Public map and data sources. To describe a project's site, the server asks public sources (OpenStreetMap, NASA POWER, Esri, IGN, Overture Maps and others) about the site's location. They receive the location, not who is asking.
• When the law requires it. We disclose data to authorities only when the law requires it, and we tell the firm first unless the law forbids it.
• If Arqiflow changes hands. If the company is sold or merged, the data passes to the new owner under this policy, and we tell firms first.

Arqiflow's server and database are hosted by Hetzner in the European Union. Sign-in is hosted by Supabase in the European Union. Files are kept in Cloudflare R2 (Western Europe). Cloudflare's network, our AI providers and our email provider also process data in the United States.

Where personal data leaves the EU or the UK, the transfer is covered by the European Commission's Standard Contractual Clauses (with the UK Addendum), or by an adequacy decision such as the EU-US Data Privacy Framework where the provider is certified under it.

• While the firm uses Arqiflow, its data is kept until the firm deletes it. A deleted project is deleted for good, with its files.
• When a plan ends, the firm becomes read-only: everyone can still sign in, see everything and download their files. Nothing is deleted until the firm asks.
• To close a firm's account, an owner writes to [email protected]. We delete the firm's data within 30 days, except what the law asks us to keep, such as invoices.
• When someone leaves a firm, their access ends at once, their agent stops, and their activity record is deleted. The work they did stays with the firm, which is its owner.
• Your own account can be deleted on request to [email protected].
• Webhook deliveries are kept for 30 days.

You can ask to see the personal data we hold about you, to have it corrected or deleted, to have it given to you in a portable form, to restrict or object to how we use it, and to withdraw consent you have given. Write to [email protected]. We answer within one month.

For data your firm holds in Arqiflow, the firm is the controller: send your request to the firm, or to us and we will pass it on and help the firm answer it. Firms can export their work at any time: files download as they are, docs as PDF, tasks as a spreadsheet, and projects, tasks, time and files through the API.

You also have the right to complain to a data protection authority, in particular where you live or work.

Every request is checked against who is asking and reaches only their own firm. The database and file store are reached only through Arqiflow's server, and connections are encrypted. How access, the agent, the apps on your computer and payments are kept safe is set out on the Security page.

Arqiflow is a tool for businesses and is not meant for anyone under 16.

When we change this policy we update the date at the top. If a change matters to how your data is used, we tell each firm's owners by email before it takes effect.

Arqiflow, Egypt.

Privacy questions and requests: [email protected].