Privacy Policy

Who operates CapFlow

CapFlow Booking is operated by Tiny Agency ApS, CVR 44555689, Sigvej 2, 7700 Thisted, Denmark. Contact hello@tinyagency.io about privacy, data requests or our service providers.

Our roles

The business where you make a booking decides why your booking data is used and is normally its data controller. We process those records on its instructions to provide CapFlow. The merchant's privacy notice explains its purposes, legal basis and retention instructions. Shopify operates the merchant's commerce platform under its own applicable terms.

Tiny Agency ApS is the controller for its own website analytics, merchant relationship, support and limited product analytics. We do not sell personal data.

Data and purposes

• Booking operations: customer identifiers, name and email where supplied, times, attendance, party size, services, order references, payment status, customer notes, membership and clip balances, fees and imported member details. Merchants supply these records directly or through Shopify. CapFlow uses them to manage bookings, access, reminders and customer service.
• Merchant support and service administration: Shopify shop and contact details, installation and plan history, support messages and staff session information. We use these to provide and support the service, authenticate access and communicate about setup and operations.
• Product analytics: explicit server-side events about installation, app use, setup and plan changes. PostHog receives a shop identifier, a general page category and limited plan/usage values. Our event filter excludes customer names, emails, shop domains, concrete booking URLs and arbitrary event properties. We do not use PostHog session replay or browser autocapture.

Legal bases for our own processing

Optional website analytics relies on consent (GDPR Article 6(1)(a)). Necessary service administration relies on performance of a contract where the individual is the contracting party (Article 6(1)(b)). For business contacts, support, security and limited product improvement, we rely on legitimate interests in operating a reliable service (Article 6(1)(f)), subject to balancing those interests against your rights. Where a specific law requires record keeping, Article 6(1)(c) applies to the records covered by that obligation. Using CapFlow is not blanket consent to unrelated processing.

Website analytics choices

Google Analytics loads on our public website only after you choose Allow analytics. They measure visits and interactions such as following a link to our Shopify listing. Google may use first-party analytics cookies. We retain your choice for 180 days. You can reject analytics or withdraw using Analytics preferences in the website footer. Withdrawal stops future optional collection; it does not undo processing already lawfully performed.

Providers and international processing

We use Fly.io for application hosting, Shopify for commerce integration, Resend for booking and service emails, PostHog for product analytics, and Cloudflare for website hosting and security. Google Analytics receives website analytics after consent. Support correspondence is also handled through our business email service.

Our production application machines run in Stockholm and product analytics is sent to PostHog's EU endpoint. This does not mean that all provider data, backups or support access are confined to the EU. The relevant provider, processing purpose and applicable transfer safeguards must be considered separately. Contact us for the current processor arrangements and a copy or explanation of safeguards applicable to your data.

Retention and erasure

For customer records, the merchant determines the retention instruction according to the booking, membership, accounting and legal requirements that apply to it. Records are not automatically kept for an additional two years merely because a booking ended. Contact the merchant to exercise your rights or ask about its retention period.

On service termination, we process store erasure requests and track database and provider cleanup separately. A migration to another active installation must not erase records still needed for that service. Any legal retention requirement or migration exception needs a documented reason and follow-up; it is not a general exemption from deletion.

Open privacy cases retain the identifiers needed to fulfil the request. Identifying request details are removed when the case is completed; completion receipts are removed after 90 days. Exports are generated for authenticated merchants on demand and are not hosted at public download links. Merchants are responsible for securely delivering and deleting their downloaded copies.

Support, operational logs, provider copies and backups require separate retention and access controls. Deletion from the application does not instantly erase backups or another provider's records. These must be included in the case's cleanup and restore procedures.

Your rights

Depending on the processing and applicable exceptions, you can request access, correction, erasure, restriction or portability, object to processing based on legitimate interests, and withdraw consent. Contact the merchant for booking data; contact Tiny Agency ApS for processing where we are the controller. We may need information to verify your identity. A request normally receives a response within one month; if a permitted extension is needed, we explain it within that month.

You may complain to Datatilsynet or your local data protection authority. We do not use the analytics described here to make decisions with legal or similarly significant effects on individuals.

Updates

We update this notice when our processing changes. Material changes will be communicated through the app or another appropriate channel. A new consent choice will be requested when the scope of optional website analytics materially changes.