1. Scope and roles
This policy explains how Flowmint processes personal information through its website, account onboarding, hospitality automation platform, guest forms, messaging integrations, and related support services.
For information a hospitality business enters into Flowmint about its guests, team members, bookings, and communications, that business is generally the responsible party or controller and Flowmint acts as its operator or processor. Flowmint is responsible for information it collects for its own account administration, security, support, and commercial activities.
2. Information we process
Depending on how you use the service, we may process:
- Account and business details, including names, contact details, property information, FBID, team membership, and billing records.
- Guest and booking information supplied by a customer or guest, including contact details, stay dates, selected accommodation, form responses, uploaded documents, and signatures.
- Messages and related metadata received through connected services such as WhatsApp, email, SMS, and web chat.
- Integration details, identifiers, access tokens, webhook events, and configuration information needed to connect third-party services.
- Technical and security information such as IP address, browser information, timestamps, authentication events, diagnostics, and audit logs.
- Enquiry information submitted through the Flowmint website.
3. How we use information
We process information to provide and secure Flowmint, create and administer accounts, deliver guest communications and automations requested by customers, process forms and bookings, provide support, calculate subscriptions, maintain audit records, prevent abuse, comply with law, and improve the reliability of the service.
Customers must have an appropriate legal basis and provide any notices or obtain any consents required before placing personal information in Flowmint or communicating with guests through connected channels.
4. WhatsApp and Meta services
When a customer connects a Meta or WhatsApp Business account, Flowmint processes the identifiers, permissions, message content, delivery events, and account information needed to provide the requested integration. This information is used to operate that customer's messaging workflows and is not sold. Use of Meta platform data is also subject to the applicable Meta platform terms.
5. When information is shared
We may share information with infrastructure, communications, payment, security, and support providers only as needed to operate the service; with third-party services a customer chooses to connect; when required by law; or in connection with a legitimate corporate transaction. We do not sell personal information.
6. Security and international processing
We use reasonable administrative and technical safeguards, including access controls, encrypted transport, credential protection, and account separation. No online service can guarantee absolute security. Service providers or connected platforms may process information in other countries, subject to appropriate contractual or legal safeguards where required.
7. Retention
We retain information while it is needed to provide the service, meet legal and accounting obligations, resolve disputes, and protect the platform. Retention periods depend on the information and the customer's configuration. Information is deleted or de-identified when it is no longer reasonably required, subject to backups and legal obligations.
8. Your choices and rights
Subject to applicable law, including South Africa's Protection of Personal Information Act, you may ask to access, correct, delete, restrict, or object to processing of your personal information. Guests should normally contact the hospitality business they dealt with first because that business controls the guest record. You may also follow our data deletion instructions.
9. Children
Flowmint is a business service and is not directed to children. Customers are responsible for ensuring that any information about minors is collected and processed lawfully.
10. Changes to this policy
We may update this policy as Flowmint or applicable requirements change. The effective date above identifies the current version.
11. Contact
Privacy enquiries may be sent to privacy@flowmint.co.za. Please do not email identity documents, passwords, access tokens, or other sensitive credentials.