This notice explains how Linesflow Ltd, trading as LinesFlow (“we”), uses personal information. We are the controller for account, authentication, support, security, and billing data. When a business customer supplies invoices or bank-statement data, we normally act as its processor and the customer decides why that information is used.
Who we are
Linesflow Ltd is registered in England and Wales under number 17352218. Our registered office is 377 Old Bedford Road, Luton, LU2 7BL. Privacy questions and rights requests may be sent to privacy@linesflow.com.
Information we handle
- name, business email address, account identifiers, login and security records;
- subscription status, usage counts, Stripe customer reference, and billing correspondence;
- accounting-platform identifiers, connection metadata, and encrypted access credentials;
- invoice, credit-note, bank-statement, supplier, ledger, and reconciliation data;
- support messages, audit events, device and service logs, and fraud-prevention signals;
- preferences stored in browser local storage and temporary workflow data held in session storage.
We receive information from you, authorised colleagues, connected accounting providers, Google sign-in, Stripe, inbound email, and the documents you submit. Business documents can contain information about employees, sole traders, customers, or suppliers. Customers must have a lawful basis for providing it.
If you enable inbound email, people who know your revocable address may send documents into your queue. You are responsible for using the sender allowlist, rotating a disclosed address, and ensuring you have authority to submit the personal data in those documents. Rejected and rate-limited messages are not added to the queue.
Purposes and legal bases
- Contract: create accounts, authenticate users, process documents, connect accounting services, provide support, and administer billing.
- Legitimate interests: secure and improve the service, prevent abuse, diagnose faults, keep an audit trail, and understand aggregate usage. We balance these interests against individual rights.
- Legal obligation: keep required tax, corporate, accounting, and regulatory records and respond to lawful requests.
- Consent: only where we specifically ask for it, such as optional non-essential marketing or storage. It can be withdrawn at any time.
Account and core document information is needed to provide the service. If it is not supplied, the relevant feature may not work.
Service providers and international transfers
We use providers for hosting and deployment (Render and Vercel), database and authentication infrastructure (Supabase and Google), email (Resend), payments (Stripe), AI-assisted extraction (OpenAI, and DeepSeek only when configured), and the accounting provider selected by the customer (Sage, Xero, or QuickBooks). They receive only information needed for their function. We do not sell personal information.
Where information is transferred outside the UK, we first require a lawful transfer route, such as UK adequacy regulations or the UK International Data Transfer Agreement or Addendum, together with proportionate supplementary controls. Contact us for information about the safeguard used for a provider.
Retention
- temporary extraction-cache entries: up to 48 hours;
- PDFs for successfully posted documents: up to 7 days after posting;
- abandoned draft or failed queue items: up to 90 days;
- pending-approval and approved records: retained while they remain active or until the customer deletes them;
- routine application and security logs: no more than 30 days under our configured service-provider settings, unless a shorter provider period applies;
- minimal pseudonymous accountability events recording exports, erasure, legal holds, provider cleanup, and retention-job outcomes: up to six years;
- structured records and audit history: while the account is active, then deleted or anonymised within 30 days of an accepted account-deletion request unless a documented, scoped legal hold or legal duty applies;
- billing and legal records: only for the period required by applicable tax, accounting, dispute, or anti-fraud rules.
Backups rotate on a separate schedule and are not restored for routine use. Data due for deletion is removed when the relevant backup expires.
Your rights
Depending on the circumstances, you may ask for access, correction, erasure, restriction, portability, or object to processing based on legitimate interests. You may also withdraw consent. We normally respond within one month and may ask for proportionate identity evidence. An account export and deletion control are available in Settings. If LinesFlow processes data solely for a customer, direct the request to that customer; we will assist it.
AI and decisions
AI helps extract and classify accounting information. Users can review and edit the result before posting. We do not use this processing to make solely automated decisions that produce legal or similarly significant effects on an individual.
Complaints and changes
Our data-protection complaints procedure explains how to complain. You may also complain to the UK Information Commissioner’s Office. We will post revisions here and give reasonable advance notice of material changes where practicable.