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Trust CenterGDPR and policies

GDPR, consents and operational policies

This page describes how FlowDule handles consents, policies, data handling and documentation, so you can assess whether the platform fits your compliance requirements.

GDPR support built into the daily workflows

FlowDule processes personal data in booking, journals, communication and payments on the customer's behalf: the clinic is the data controller for client and journal data, and FlowDule is the data processor. Consent, policies and data handling are therefore built into the workflows already in use, rather than being a separate compliance process.

This page gives an overview of the processes and functions that support GDPR compliance in the platform.

Read the data processing agreement

GDPR

Consents, policies and data handling

The most important GDPR processes in the platform.

  • Consent

    Consent at sign-up

    Consents and policy acknowledgements are recorded with customer, accepting party, authority, version, document hash and time. Material changes are normally notified at least 30 days before they take effect. Continued use after the effective date is recorded as acceptance, and access is not blocked. Consent is not the legal basis for everything in the platform.

  • Policies

    Operational policies

    Chains can define version-controlled privacy, AI, cancellation, no-show, consent and communication texts within mandatory security and information frameworks.

  • Rights

    Data export and portability

    The customer can export client, booking, journal, file and configuration data with relationships and metadata in commonly used, machine-readable formats. Export is possible during the agreement and for at least 30 calendar days after the agreed transition period.

  • Lifecycle

    Retention and deletion

    There is no single retention period for all customers. The customer selects and documents a profile based on country, profession, authorisation and purpose; an unlicensed psychotherapist has no automatic 5- or 10-year period, and FlowDule does not determine the customer's retention obligation. On an erasure request, secondary purposes and unnecessary sharing stop; necessary lawful use of the journal remains logged.

  • Access

    Role-based access to personal data

    Only users with the right roles can access personally identifiable data. Access is checked per chain, location and practitioner.

  • Audit

    Documentation and traceability

    Relevant actions involving client and journal data must be traceable to an identified user, including reading, changing, exporting and sharing. The access log shows who has viewed or changed a journal.

Consent

Consent and policies as part of the booking flow

Recorded with every acceptance
Customer
Accepting party
Authority
Version
Document hash
Time

At booking or sign-up, the controller, the purpose, mandatory fields and the customer's relevant privacy text must be shown or linked before submission. Acceptance and consent are bound to the version and the document hash.

FlowDule may be used for minor clients when the chain's setting for minors is switched on and an adult contact person is registered on the client to receive messages, receipts and payment links. If the chain uses the journal module for health records, only clients aged 18 or over may be registered; this is stated in the setting for minors.

FlowDule does not give access to guardians, parents or holders of a power of attorney; nobody logs in on someone else's behalf, and shared login is not permitted.

See security

Data lifecycle

From creation to deletion, with traceability all the way

Data follows the lifecycle from collection to restriction, anonymisation, deletion and backup expiry.

  1. Collection

    FlowDule processes personal data in booking, journals, communication and payments on the customer's behalf. Acceptance and consent are bound to the version and the document hash when they are given.

  2. Restriction

    On an erasure request, secondary purposes and unnecessary sharing stop. Necessary lawful use of the journal remains logged.

  3. Anonymisation

    When the period expires, data is deleted or anonymised. The customer selects and documents the retention profile based on country, profession, authorisation and purpose.

  4. Deletion

    An approved deletion process must cover:

    • active records
    • files
    • shares
    • search indexes
    • queues
    • AI copies
    • export files

  5. Backup expiry

    Backups are deleted through documented rotation. The database is backed up daily with 30-day rotation.

Read more

See it for yourself.

Create a free account and see consents, policies and data export in the running platform. Try FlowDule for 30 days. No credit card, no commitment.

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