How Gustflow handles information about you

Draft for Ben and a lawyer, not yet reviewed by either. Written on 11 September 2026 from what the software does today (O-75, item 23). The page at `/privacy` on both sites shows these words.

Who is responsible

The company you work for set up your Gustflow account. That company decides what Gustflow is used for, so it controls the information about you in it. Ask them first about anything on this page.

Gustflow runs the software for your company and handles the information on its behalf, under the terms your company agreed with Gustflow. Gustflow can be reached at hello@gustflow.app.

What is kept about you

• Your account. Your name, your username, your work email address, your company, and the departments and groups you belong to.
• The work you do in Gustflow. Tasks you raise; what you write, choose or tick at each step; decisions you make; files you upload; the reason you give when you cancel a task.
• Procedures. Which procedures were issued to you, when you confirmed reading one, when you were reminded, and when you downloaded one.
• What Gustflow tells you. The notices in Gustflow, and the emails sent to you if your company has emails switched on for you.
• A record of actions. Who did what and when, such as raising a task, deciding, or changing a person's details. Your company can read it.
• Sign-in safety. Failed sign-ins and password requests are counted against your account and the network address they came from, so that nobody can guess passwords. These counts last from fifteen minutes to a day.
• Faults. When an email cannot be sent, or something goes wrong, a note is kept so that Gustflow can fix it. An email address in such a note is removed after seven days.

Gustflow does not use your information for advertising, does not sell it, and does not put it through artificial intelligence.

Who can see it

• Tasks are visible across your company. Other people at your company can see a task and what was written in it, not only the people working on it.
• Your name is shown to people at your company. Your email address is not shown to them.
• People at other companies that use Gustflow cannot see anything about you.
• A small number of people at Gustflow can see account details, to set up and support your company. What they change is recorded.

Where it is kept, and who else handles it

The database, sign-in and files are kept in Singapore. The website runs in Singapore. Some services Gustflow uses work from other places. The list of those services, what each does and where, is in Gustflow's list of sub-processors, which your company can ask for.

How long it is kept

• While you work at your company, your account stays.
• When you leave, your company retires your account and you can no longer sign in. Ninety days later, your name, username and email address are removed. What you did stays on record, under "Retired person", because it is part of your company's record of its work.
• The record of actions is kept for as long as your company has chosen, a year unless it chose otherwise.
• Notices you have read are removed 180 days after you read them. Notices for someone who has left are removed thirty days after they left.
• Backups are kept for thirty days.

What you can ask for

You can ask your company to show you the information about you, to correct it, or to stop using it where the law allows. Your company can ask Gustflow for a copy of everything about you, and Gustflow makes it.

If you are not satisfied, you can complain to the Personal Data Protection Commissioner of Malaysia.

Changes

If this notice changes, the date at the top changes with it, and your company is told.