1. About FlowFusion

FlowFusion is a cloud-based low-code application development and business process automation platform developed by 360 Platforms (Pty) Ltd.

The platform enables organizations to design and deploy digital business solutions including but not limited to:

• Forms
• Workflow automation
• Business process management
• Data Sets
• Document management
• PDF generation
• OCR services
• Artificial Intelligence services
• Communications
• Email and SMS notifications
• API integrations
• Reporting and analytics
• Identity and access management
• File storage
• Workflow automation
• Enterprise integrations

Because FlowFusion is configurable, customers determine what information is collected within applications built using the platform.

2. Information We Collect

Depending on how the platform is used, we may collect:

Personal Information

This may include:

• Name
• Company name
• Job title
• Email address
• Telephone number
• Physical address
• Billing information
• User account information

Technical Information

Including:

• IP address
• Browser type
• Device information
• Operating system
• Time zone
• Session information
• Login history
• Security logs

Platform Usage Information

Including:

• Forms completed
• Workflow activity
• Audit logs
• System events
• Documents generated
• Reports viewed
• API activity
• User permissions
• Configuration changes

Customer Data

Customers may use FlowFusion to collect information relating to:

• Employees
• Customers
• Citizens
• Suppliers
• Students
• Patients
• Contractors
• Members
• Any other data required by their business

360 Platforms processes this information solely on behalf of the customer and does not determine the purpose for which such information is collected.

3. How We Collect Information

Information may be collected when:

• You create an account
• You complete online forms
• You submit support requests
• You use FlowFusion applications
• APIs communicate with FlowFusion
• Documents are uploaded
• OCR services process documents
• AI services analyse submitted information
• You communicate with us
• Cookies are used
• Logging and monitoring systems record activity

4. How We Use Your Information

We use information to:

• Provide the FlowFusion platform
• Authenticate users
• Deliver cloud services
• Process workflows
• Generate documents
• Provide customer support
• Improve platform performance
• Detect fraud
• Maintain security
• Monitor platform health
• Develop new features
• Meet legal obligations
• Send important service communications

We do not sell personal information.

5. AI Services

FlowFusion may include Artificial Intelligence features such as:

• OCR
• Document classification
• Content extraction
• Intelligent search
• Workflow recommendations
• Data analysis
• Metadata generation

Where AI services are used:

• Processing occurs only for the purpose requested.
• Customer data remains under customer ownership.
• AI processing is subject to customer configuration.
• Customers remain responsible for determining whether sensitive information should be submitted for AI processing.

Some AI capabilities may make use of third-party AI providers. Where this occurs, reasonable contractual and technical safeguards are implemented to protect customer information.

6. Documents and File Storage

FlowFusion may securely store:

• Uploaded files
• Images
• PDFs
• Office documents
• Videos
• Generated reports
• Supporting evidence

Documents may be encrypted during transmission and, where supported by the deployment environment, encrypted at rest.

7. Data Sets and Business Data

FlowFusion Data Sets allow organizations to create structured repositories of business information.

360 Platforms does not access customer Data Sets except:

• where required to provide technical support,
• where authorized by the customer,
• where required by law,
• or where necessary to maintain platform security and integrity.

8. Communications

FlowFusion may send:

• Emails
• SMS messages
• Microsoft Teams notifications
• Push notifications
• System alerts

These communications are sent only as configured by the customer or where required for service operation.

9. Cookies

Our websites may use cookies to:

• Improve performance
• Remember preferences
• Authenticate users
• Monitor website usage
• Improve security
• Measure website performance

Users may disable cookies through their browser settings, although certain functionality may become unavailable.

10. Third-Party Services

FlowFusion may integrate with services including:

• Microsoft Azure
• Amazon Web Services
• Google Cloud
• Microsoft 365
• SQL Server
• PostgreSQL
• MySQL
• REST APIs
• SMTP providers
• SMS gateways
• Identity Providers (Azure AD, Active Directory, OAuth, OpenID Connect, SAML)

Information shared with third-party providers is limited to that necessary to provide the requested functionality.

11. Information Security

We employ industry-standard technical and organizational measures including, where appropriate:

• Encryption in transit
• Secure authentication
• Role-based access control
• Multi-factor authentication
• Audit logging
• Activity monitoring
• Backup procedures
• Disaster recovery processes
• Network security
• Vulnerability management
• Least privilege access
• Infrastructure monitoring

No system can be guaranteed to be completely secure; however, we continually review and improve our security practices.

12. Data Retention

Information is retained only for as long as necessary to:

• Provide services
• Meet contractual obligations
• Comply with legislation
• Resolve disputes
• Enforce agreements

Customers control retention policies for information stored within their own FlowFusion applications.

13. International Transfers

Depending on customer configuration, information may be stored or processed in South Africa or other jurisdictions where our infrastructure or trusted service providers operate.

Where personal information is transferred internationally, appropriate safeguards are implemented to comply with applicable privacy legislation.

14. POPIA Compliance

360 Platforms processes personal information in accordance with the Protection of Personal Information Act, 2013 (POPIA).

We undertake to process information lawfully, transparently and only for legitimate business purposes.

Data subjects may exercise their rights under POPIA, including the right to:

• Access information
• Correct inaccurate information
• Request deletion where applicable
• Object to processing where permitted by law
• Lodge complaints with the Information Regulator

15. GDPR

Where the GDPR applies, individuals may have rights including:

• Access
• Rectification
• Erasure
• Restriction of processing
• Data portability
• Objection
• Withdrawal of consent where processing is based on consent

Requests may be submitted using the contact details below.

16. Children’s Privacy

FlowFusion is designed for business, enterprise, educational and government use.

We do not knowingly collect personal information directly from children unless our customer has configured the platform for a lawful purpose and has obtained the necessary legal authority to do so.

17. Customer Responsibilities

Customers using FlowFusion remain responsible for:

• Determining what information is collected
• Obtaining required consent
• Configuring security settings
• Managing user access
• Defining retention policies
• Ensuring compliance with applicable legislation

When acting on behalf of customers, 360 Platforms generally acts as an operator or processor of information, while the customer remains the responsible party or controller.

18. Changes to this Privacy Policy

We may update this Privacy Policy from time to time.

Where material changes are made, we will publish the updated version on our website and update the “Last Updated” date.

Continued use of FlowFusion after such changes constitutes acceptance of the revised Privacy Policy.

19. Contact Us

If you have any questions regarding this Privacy Policy or the processing of personal information, please contact us.

360 Platforms (Pty) Ltd

Website: https://www.360platforms.co.za

FlowFusion: https://www.flowfusion.co.za

Email: info@360platforms.co.za

Support: support@360platforms.co.za

20. Information Regulator (South Africa)

If you believe your personal information has been processed unlawfully, you may contact the Information Regulator (South Africa).

Website: https://www.justice.gov.za/inforeg/