Privacy Policy
This page explains how Bilflow processes personal data relating to users, contacts, and other people connected to an account or a customer dialogue.
At a glance
- An email address and user account are required to use Bilflow.
- We send active users the service and security emails needed to operate the account safely.
- Optional notifications are managed in the in-app user settings.
About email
More detail about invitations, access, security notices, optional notifications, and responsible sending is available in our Email Policy.
Who Bilflow is
Bilflow is a Danish SaaS platform for car dealerships. We help dealerships manage the journey of a vehicle from intake and preparation to sale. This policy describes how Bilflow processes personal data in connection with the website, onboarding, account setup, and use of the platform itself.
What personal data we process
We only process data that is relevant to delivering, securing, and supporting Bilflow. This typically includes:
- contact details such as name, work email, phone number, company, and role
- account and login data such as user ID, invitation status, access roles, login history, and security actions
- communication related to onboarding, support, operational questions, and other relevant dialogue
- technical and operational data used for security, troubleshooting, and service stability, such as login timestamps or system events tied to an account
Why we process personal data
We use personal data to provide Bilflow as a service and to run the platform responsibly. This includes:
- creating and managing user accounts, roles, and access
- sending the service, operational, and security messages required to use the platform
- supporting onboarding, customer support, and account-related communication
- protecting the service against misuse, unauthorized access, and operational issues
- meeting relevant legal, accounting, and security obligations
User account and login data
An email address and user account are necessary to use Bilflow services and apps. Without a valid account, we cannot grant access, send invitations, reset passwords, or deliver account security messages.
Bilflow only sends account and access-related emails to known users, invited users, or contact persons directly connected to an account or a specific onboarding or support process.
Operational and service-related communication
If you have an active account, or you are a registered contact for a customer, Bilflow may send emails that are necessary to use the service. Examples include account activation, invitations, password reset, security alerts, important service changes, or operational notices that materially affect your use of Bilflow. These messages are typically triggered by user activity, account changes, or other concrete events within Bilflow.
Bilflow only sends transactional emails related to use of the system. Examples include login, invitations, task updates, and system notifications.
These messages are not general newsletters. They are sent because they are necessary for login, security, support, or the day-to-day operation of the service.
Optional notifications and preferences
Optional notifications are managed in the app under user settings. Users can turn non-essential notifications on or off there, depending on which features and workflows their organization uses. When Bilflow sends optional notifications by email, they also include an unsubscribe link for that notification type.
If you want fewer emails from Bilflow, the first step is to review your in-app settings. Essential messages about access, security, and active operation may still be sent while the account remains active.
Data retention, deletion, and account closure
We keep personal data for as long as the account is active, or as long as the data is needed to deliver the service, provide support, or protect the platform. If you no longer want to use Bilflow, you can stop using the service and ask for your account to be closed or deleted.
When a user no longer uses Bilflow and the account is closed, email communication normally stops. We may still retain or use limited data for a defined period where this is necessary for legal requirements, bookkeeping, security, documentation, dispute handling, or normal backup and recovery processes.
Sharing with subprocessors and service providers
Bilflow may use trusted service providers for hosting, infrastructure, email delivery, operational monitoring, and support. They may only process data on our instructions and only to the extent needed to deliver or protect the service.
We do not sell personal data to third parties.
Security measures
We use reasonable technical and organizational safeguards, including access control, logging, ongoing monitoring, and protection of data in transit. Access to data is limited to people and systems with a legitimate operational need.
No internet-based service can guarantee absolute security, but we take misuse prevention and responsible operations seriously and continue to improve our practices over time.
User rights and contact
Depending on your relationship with Bilflow and the law that applies, you may have rights to access, correction, deletion, restriction, or objection. Many Bilflow users access the platform through their employer or customer account, so some requests may also need to be coordinated with the account administrator.
If you have questions about privacy, data, or account closure, you can contact us at mail@bilflow.dk.
More about Bilflow email handling
If you want more detail about the emails we send, how optional notifications work, and how we approach responsible sending, please see our Email Policy.