Privacy Policy

1. Who we are

Artiflow is a booking and client management platform for make-up artists and beauty professionals, available on iOS and the web at artiflowapp.com. It is operated by Artiflow App Ltd, a company registered in England and Wales (company number 17323923). Registered office: 44 Bridgewater Court, Middlesbrough, England, TS4 2GE.

For the purposes of UK GDPR and the Data Protection Act 2018, we are the data controller for our users' personal data, and a data processor for personal data our MUA users collect about their own clients through the Artiflow platform.

Artiflow App Ltd is registered with the Information Commissioner's Office as a data controller (registration reference C2038302).

Questions about this policy: hello@artiflowapp.com

2. Data we collect and why

MUA account holders

• Full name and email address — account creation, login, and notifications. Basis: contract performance.
• Business name — displayed on client-facing materials. Basis: contract performance.
• Payment information — subscription billing, processed by Stripe. We never store card details. Basis: contract performance.
• Usage data — features used, session activity. Basis: legitimate interests (product improvement).
• IP address, device type, browser — security, fraud prevention, rate limiting. Basis: legitimate interests.
• iOS push token — sending booking notifications via Apple Push Notification service, only if you grant permission. Basis: consent.

Client portal users (clients of MUAs)

Artiflow processes this data on behalf of the MUA, who is the data controller for their clients' data. Clients wishing to exercise their rights should contact the MUA directly in the first instance.

• Full name, email address, phone number — booking creation, OTP verification, notifications, and booking texts from the MUA (confirmations, reminders, quotes and payment requests). Anyone can stop the texts by replying STOP. Basis: contract performance (with the MUA).
• Booking details — dates, services, notes. Basis: contract performance.
• Contract signature — typed name, timestamp, IP address, and browser user agent, forming a legally defensible audit trail. Basis: legal obligation / legitimate interests.
• Payment records — deposit and payment tracking via Stripe. Basis: contract performance.

3. Who we share data with

We do not sell your data, and we do not use your clients' bookings or messages for advertising. We use trusted companies, each under a Data Processing Agreement, to run Artiflow. We only share what each one needs for its job:

• Hosting and storage — our database, file storage, website and servers.
• Payments — card payments and subscription billing, and the App Store for subscriptions bought in the iPhone app.
• Email and text messages — the confirmations, reminders and one-time codes we send, and booking texts sent on behalf of your artist.
• Security — bot protection on our public forms and limits that stop abuse. These check your browser and IP address.
• Error monitoring and notifications — finding faults (we do not record sessions or screens) and sending iPhone push notifications.
• Analytics and advertising measurement — only if you accept cookies, so we can tell which of our own marketing leads to signups. See below and section 5.

Advertising measurement: if you accept cookies, we use Meta (its Pixel and Conversions API) and Mixpanel to understand which of our own marketing leads to signups and subscriptions. If you decline, nothing is sent to them.

Some of these companies are based outside the UK, mainly in the USA. When your data goes there it is protected by Standard Contractual Clauses or an equivalent safeguard. See the full list of companies we use. We do not share data with any other third parties.

4. Data retention

• MUA account details and content (name, email, business name, settings, uploaded files, client details and messages) — kept for as long as the account is open. When you delete your account there is a 30-day grace period (so you can change your mind or export your data), after which this is permanently erased.
• Payment, booking and signed-contract records — after your account is erased we keep a restricted archive of the payment, booking and signed-contract records created through Artiflow for 6 years from the booking date, so that we can deal with tax obligations, legal claims and payment disputes. It is not used for anything else, access is limited, and it is then permanently erased. Client contact details other than name and email are not kept in the archive.
• Our own billing records (your subscription payments to us) — 6 years from the end of the accounting period they relate to, as UK tax law requires for companies.
• Numbers that have opted out of texts — if you reply STOP to a text, or your phone provider blocks our number, we keep that number (and nothing else) on a list so no artist on Artiflow texts it again. It stays until you reply START. Basis: legitimate interests (respecting your choice).
• Security logs (IP addresses) — 90 days.
• Analytics data (PostHog) — 12 months, anonymised thereafter.
• Marketing measurement data (Mixpanel, Meta) — kept only as long as needed to measure our campaigns, and deleted or anonymised on request.
• Error logs (Sentry) — 90 days.

You can ask for a copy of your data before you delete your account (Business → History → Download CSV, or email us). Where the law requires us to keep a record, we keep only that record and erase the rest.

5. Cookies and tracking

The Artiflow web application sets no analytics, advertising or tracking cookies until you accept them in the consent banner. If you choose "Reject non-essential", none of the optional items below are used.

• Strictly necessary cookies — session authentication tokens set by Supabase. Essential for logging in and cannot be disabled.
• Preference cookies — storing your plan type and UI preferences. Functional only.
• Analytics (PostHog) — only activated after you accept cookies via the consent banner. You may decline at any time.
• Marketing measurement (Meta Pixel, Mixpanel) — only after you accept. They record which link or ad brought you to Artiflow (for example the campaign name in the link) and key steps such as signing up or starting a trial.

If you accept, then when you sign up or subscribe our servers also send Meta a limited record through its Conversions API: your email address and account ID (both hashed), your IP address and browser details, and the event (for example "signed up", "started a trial" or "subscribed"). This lets ad measurement keep working when a browser blocks the Pixel. If you decline, nothing is sent to Meta or Mixpanel. You can ask us to delete this data at any time using the contact details below.

The iOS app does not use the Meta Pixel. If the app asks whether it may measure our ads and you tap Allow on Apple's tracking prompt, our servers send Meta the same limited record described above (your hashed email and account ID, and events such as starting a trial or subscribing) and the app records analytics. If you decline, or later switch tracking off in iOS Settings → Privacy & Security → Tracking, nothing is shared. The app requests only the permissions it needs to function and does not access your contacts, location, camera, or microphone.

6. Your rights (UK GDPR)

You have the right to:

• Access — request a copy of all personal data we hold about you.
• Rectification — ask us to correct inaccurate or incomplete data.
• Erasure — request deletion of your data where there is no legal obligation to retain it.
• Restriction — ask us to pause processing in certain circumstances.
• Portability — receive your data in a machine-readable format.
• Object — object to processing based on legitimate interests.

To exercise any of these rights, email hello@artiflowapp.com. We will respond within one calendar month.

If you are dissatisfied with how we handle your request, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk/concerns.

7. Children

Artiflow is not intended for use by anyone under the age of 18. We do not knowingly collect personal data from children. If you believe we have inadvertently collected such data, contact us immediately and we will delete it.

8. Changes to this policy

If we make material changes to this policy, we will notify you by email at least 14 days before the changes take effect.

9. Contact

Email: hello@artiflowapp.com