Privacy policy

Last updated: 14 October 2026

This page explains what personal data LeadFlow HQ handles, why, who helps us process it, and what you can ask us to do with it. We keep it short and specific to what we actually do.

Who we are

LeadFlow HQ, based in Croatia. For anything about your data, email hello@leadflowhq.tech.

What we handle and why

Chat on this website and on demo pages

When you use the chat, we process the messages you type to generate replies. Your browser stores a random conversation ID so the chat can continue while you are on the page. If you ask us to get in touch and give your name and email or phone number, we store them to reply to you. Legal basis: your request and our legitimate interest in answering it (GDPR Art. 6(1)(b) and (f)). Please do not share health details in the chat.

"Send us your website" form

We store the website address, email and name you enter, to prepare a demo and reply. Legal basis: your request (Art. 6(1)(b)).

Booking a call

The booking calendar is provided by Calendly. It only loads when you scroll to the booking section. What you enter there is handled by Calendly under its own privacy policy, and Calendly may set cookies.

Emails we send to businesses

We contact clinics and other businesses by email using contact details they publish themselves, for example on their website or Google Maps listing. For this we keep the business name, public contact details, information from their public website, and a record of our emails. We may prepare a personal demo page from the clinic's public website information and note when it is opened. Legal basis: our legitimate interest in offering our service to businesses (Art. 6(1)(f)). Every email lets you opt out by replying "no". We then keep a short note so we never contact you again.

Patients of clinics that use our assistant

When a clinic uses our assistant on its own website, the clinic decides what happens with the conversation and any appointment request; it is the controller and we act as its processor under a data processing agreement. The assistant asks only for what is needed to pass on an appointment request (name, contact details, preferred time and a short reason) and gives no medical advice. For questions about this data, please contact the clinic.

Who processes data for us

Where data goes to the USA, the transfer relies on the EU–US Data Privacy Framework where the provider is certified, or on the European Commission's standard contractual clauses.

How long we keep it

Chat messages are kept in our automation logs, which are deleted automatically after a limited period. Contact details from chats, forms and business outreach are kept while we are in contact and for up to 12 months after the last contact, then deleted. If you ask us not to contact you, we keep only the note needed to respect that.

Cookies

We do not use analytics or advertising cookies, and our fonts are hosted on this site. The chat stores a conversation ID in your browser. Calendly may set its own cookies once the booking calendar loads.

Your rights

You can ask us for a copy of your data, to correct or delete it, to restrict its use, or to transfer it, and you can object at any time to being contacted. Email hello@leadflowhq.tech and we will reply within one month. You can also complain to the Croatian data protection authority, AZOP (azop.hr), or the authority in your own country.

Changes

If we change how we handle data, we will update this page and the date at the top.