Privacy Policy

1.1 Who we are

AIOS Flow supports local businesses (SMEs) in the Netherlands in delivering AI voice services through our cloud-based conversational AI platform. Our customers use this platform to answer customer phone enquiries, schedule appointments and capture missed calls using artificial intelligence.

1.2 Our commitment to ethical AI

At AIOS Flow we are committed to developing our AI technology in an ethical and transparent manner. Callers are informed via a welcome message that their conversation is being handled and transcribed by an AI.

1.3 Our location

AIOS Flow, Chamber of Commerce number 99514710, is established in Amsterdam, the Netherlands. As an EU-based organisation we fully comply with the General Data Protection Regulation (GDPR) and other applicable privacy legislation.

1.4 Our role as controller and processor

When you use AIOS Flow's Services as an individual on behalf of a business organisation, we process your personal information according to their instructions and act as a processor. AIOS Flow also acts as a controller when you visit our website or communicate with us directly.

2.1 Information you provide to us

When using our Services, information may be collected on behalf of our customers, such as your name and contact details, information about your relationship with our customer, and responses to questions including text transcripts of phone calls.

2.2 Information we collect automatically

When you visit our website we collect device and browser information, service usage metrics, online navigation details and cookies to improve the user experience.

2.3 Information via support channels

If you contact our customer service we collect your contact details and a description of the issue to help you as efficiently as possible.

2.4 Information from third parties

AIOS Flow may obtain personal information from external sources, such as general geolocation data to determine the country from which you visit our site.

3.1 Service-related communications

We use your contact details for scheduling and managing appointments, answering questions and sending important updates and security alerts.

3.2 Research and Development

We analyse usage patterns and feedback to make our Services more efficient, safer and more user-friendly. Personal data of callers is not used for model training without explicit consent.

3.3 Legal and Business interests

We may use your information to comply with legal obligations, protect our legal rights and in situations involving audits, regulatory functions and business transactions.

3.4 Safety and Security

Your information is essential to protect us against security threats and potentially illegal activities, and to ensure compliance with our Service policies.

4.1 Service providers

We work with external service providers who help us deliver our Services. They are contractually bound to strict confidentiality and may not use the information for other purposes.

4.2 Legal requirements

We may share information where necessary to comply with legal obligations, enforce our terms of service, or protect the rights and safety of AIOS Flow, our users or others.

4.3 Business transactions

If AIOS Flow becomes involved in a merger, acquisition or sale of assets, your information may form part of the transferred assets. We will notify you of this.

4.4 With your consent

We may share your information for purposes other than those described in this policy, but only with your explicit consent.

5.1 Security measures

We take comprehensive technical and organisational measures to protect your information, including encryption in transit and at rest, strict access controls, regular security audits and continuous monitoring.

5.2 Retention periods

We retain your personal information for as long as necessary to provide the Services, comply with legal obligations and resolve disputes. No audio recordings are retained — calls are only processed in real time.

5.3 Data breaches

In the event of a data breach that puts your personal information at risk, we will notify you and the relevant supervisory authorities as soon as possible.

For individuals within the European Economic Area (EEA), AIOS Flow ensures that the collection and processing of your information is based on legal grounds: necessity for service delivery, legitimate interests, consent and legal compliance. You have the right to withdraw consent at any time.

AIOS Flow collects and processes information primarily within the European Union. To the extent we transfer data to service providers outside the EEA, we put in place appropriate safeguards, such as standard contractual clauses approved by the European Commission.

8.1 Your rights

You have the right to access your personal information, have inaccurate data corrected, have your data deleted (right to be forgotten), object to certain processing, receive your data in a common format and restrict processing.

8.2 Exercising your rights

To exercise your rights you can contact us via privacy@aiosflow.com. We aim to respond within 30 days.

8.3 Complaints

If you are not satisfied with how we handle your personal information, you can file a complaint with the Dutch Data Protection Authority (www.autoriteitpersoonsgegevens.nl) or your local supervisory authority.