Client Portal — Privacy Notice for Portal Users

DRAFT v1.0 — prepared for review by qualified counsel before publication. Replace bracketed placeholders.

Version: 1.0 · Effective date: [EFFECTIVE DATE] · Published at: flowagenci.com/legal/portal-notice · Linked from the Client Portal sign-in page and footer

You are receiving this notice because an agency invited you to its Client Portal — the space where you review deliverables, upload files, fill in forms, see quotes and invoices, and exchange messages with the agency's team.

Who is responsible for your data

  • The agency that invited you is responsible for your data in its portal. It decides what information about you is stored, who on its team can see it and how long it is kept. The agency acts as the "controller" (in Spanish, "responsable") of that data.
  • Flow is the platform the agency uses. Flow is provided by [FLOWAGENCI LLC LEGAL NAME] ("FlowAgenci"), which hosts the portal and processes your data only on the agency's instructions, under a data processing agreement. We do not sell your data, use it for advertising, or use it to train artificial intelligence models.

The portal may be shown on an address such as agency-name.flowagenci.com or on the agency's own domain. Either way, the same rules apply.

What is collected when you use the portal

  • Your identity and contact details: name and email address (provided by the agency when it invited you), and any phone, role, language or timezone you or the agency add.
  • Sign-in and security records: sign-in links and codes you request (valid for 15 minutes), session records, IP address, device and browser information, and bot-protection signals.
  • What you share: files you upload (including versions), comments and annotations on deliverables (with their time and position), approvals and change requests, form answers, payment reports and receipts, and messages.
  • Acceptance records: if you accept a proposal or quote, the name you type, the date and time, your IP address and your browser information are recorded so the agency can evidence the acceptance.
  • Emails: we send you, on the agency's behalf, the emails the portal needs — sign-in links, requests for review or files, documents, invoices, reminders and message notifications. You can adjust notification emails in your portal account settings.

Cookies

The portal uses one essential cookie, fa_portal, to keep you signed in, plus the security check used by Cloudflare Turnstile. No advertising or tracking cookies are used. Blocking these cookies will prevent you from signing in. Details: Cookie Policy.

How long your data is kept

The agency decides how long portal content is kept. When the agency deletes content or stops using Flow, it is removed from our systems as described in our Data Processing Addendum (after a 90-day read-only period and deletion within 30 days, with backups rolling off within 30 days). Sign-in links and codes expire after 15 minutes.

Your rights

You may have the right to access, correct, delete or obtain a copy of your data, and to object to or restrict certain uses, under the law that applies to you (for example, the GDPR, Chile's Law 19.628 and Law 21.719, or similar laws in your country).

  1. Contact the agency first. It is the controller of your portal data and can act on your request directly.
  2. If you cannot reach the agency, or your request concerns FlowAgenci itself, write to privacy@flowagenci.com. We will forward requests about portal content to the agency without undue delay and help it respond.

You may also have the right to complain to your data protection authority.

Security

Portal access is by invitation only. Files are scanned for malware and delivered through short-lived signed links, and all traffic is encrypted. Please do not forward sign-in emails, and let the agency know if you no longer need access.

More information