Privacy Policy
Last updated: October 15, 2026
This policy explains what personal information we handle when you use Roadmap Flow, why, who else sees it, how long we keep it, and the rights you have over it. The short version: your roadmaps never come to us. We only handle the small amount of information needed to sign you in, run paid plans and company accounts, and answer you when you write to us.
1. Who is responsible for your information
The controller of your personal information — the one who decides how it is used — is Belfavn, a sole proprietorship registered in Belgium under enterprise number 1035.683.549, Avenue de Calabre 33, box 12, 1200 Woluwe-Saint-Lambert, Belgium ("Belfavn", "we", "us"). For anything about your information, write to [email protected].
This policy covers the Roadmap Flow desktop app, the Roadmap Flow Check browser extension and the roadmap-flow.com website, including sign-in and the company console (together, "Roadmap Flow").
2. Your roadmaps stay with you
- Roadmap Flow saves your roadmaps in a folder you choose — on your computer, or in a OneDrive, SharePoint or other shared folder. They are never sent to us, and we cannot see them.
- When several people work on a shared roadmap, the note that shows who is editing is written into that shared folder, not to us.
- Whoever controls the folder — you, or your company — decides who can open it. Microsoft's or your storage provider's own privacy terms apply to what is kept there.
3. What we handle, and why
The table lists each kind of information, what we use it for, and the legal reason that allows it under the General Data Protection Regulation (GDPR).
| Information | What we use it for | Legal reason |
|---|---|---|
| Your account — email address, name, and the sign-in method you use (Microsoft, Google or an emailed link), including the identifier that provider gives us | Signing you in and recognising you across devices | Performing our contract with you |
| Your devices — a random device identifier made by the app, app version, operating system, and when the device was first and last seen | Applying your plan on the devices you use, and limiting it to the number of devices your plan allows | Performing our contract with you |
| Your plan and billing — plan, seats, subscription status and the reference Stripe gives your customer record | Running paid plans, and keeping the accounting records the law requires | Performing our contract; our legal obligations |
| Company accounts — the company's name, its members' names, email addresses, roles, teams and seats, invitations (the invited email address and, if the invitation carries one, the name and SharePoint address of a shared folder), and a record of changes administrators make | Letting a company manage who uses Roadmap Flow, and letting its administrators see who changed what | Performing our contract with the company; our legitimate interest in giving it a working, accountable console |
| Security records — sign-in events with the country your connection came from and your browser or app description, and short-lived scrambled records of sign-in emails sent | Protecting accounts, spotting misuse and limiting repeated sign-in attempts | Our legitimate interest in keeping Roadmap Flow and your account secure |
| Feedback you send — your message, its type, a screenshot if you add one, your email if you give it, and, only if you leave the option on, basic app details (version, plan, screen and operating system). If you answer the one-time question the desktop app asks (“What is stopping you from getting value from Roadmap Flow?”), the option you chose, anything you add, and the app version | Understanding and answering your feedback, and fixing problems | Our legitimate interest in improving Roadmap Flow and answering you |
| Usage, only if you choose to share it — a random installation number, which first steps the desktop app reached and when (see Usage sharing below), the app version and the operating system | Seeing where new users get stuck between opening the app and making their first stakeholder export, so we can fix it | Your consent, which you can withdraw at any time in the app |
| Emails to support — your email address and what you write | Answering you | Our legitimate interest in answering you; performing our contract where it concerns your plan |
| Website and update checks — the technical details every web request carries, such as IP address, browser and time | Delivering the website and telling the app when an update is available, and protecting both from attacks | Our legitimate interest in running a secure website |
We also keep daily totals — for example how many devices were active — that do not identify anyone. Signing in is optional: the free desktop app works without an account, and then none of the account, device or company information above exists.
Usage sharing in the desktop app
From version 0.1.28 the desktop app asks once whether you want to share usage. It is off until you say yes, and nothing is sent before then. If you say yes, the app sends a short note when you reach each of these steps: the first time the app is opened, creating or importing a roadmap, adding your first item, your first successful save, your first export for stakeholders (and which format), and each time you come back to the app.
Each note carries only the step, the time, the app version, the operating system and a random installation number the app makes when you say yes. It never contains your roadmap's names, item text, folder or file names, or anything else you wrote. The installation number is not linked to your account, your devices or any payment, and we do not record your IP address with these notes. If you are offline, the notes wait on your computer and are sent later.
You can turn usage sharing off at any time in Account → This app. The app then stops sending, and asks us to delete everything that installation sent; we delete it as soon as the request arrives. We use no third-party analytics service for this: it is stored in the same Cloudflare database as the rest of this page describes.
Where we rely on legitimate interest, you can object at any time (section 9). We do not sell your information, use it for advertising, or make decisions about you by automated means alone.
4. The Roadmap Flow Check browser extension
Roadmap Flow Check reads page content only on the tab you are on, and only after you click a capture action. What it captures is analysed on your device and never sent to us or anyone else. It contains no analytics, tracking or remotely hosted code. Captures last only while the extension's window is open; an export is saved as a file you choose to download. It asks only for the permissions this needs (activeTab, scripting and downloads) and cannot see your browsing history or other websites.
5. Cookies
We use only cookies that are needed for the website to work: to keep you signed in to your account or the company console, and to protect the site. We use no analytics or advertising cookies, so we do not ask for consent to them. See our Cookie Policy.
6. Who else handles your information
We use a small number of providers who handle information only on our instructions and only to provide their service to us:
- Cloudflare — hosts the website, the sign-in service and the database where account information is kept.
- Stripe — takes payments and manages subscriptions. Your card details go straight to Stripe; we never see or store them.
- Resend — sends sign-in links and company invitations by email.
Some services you choose to use are run by other companies under their own privacy policies: Microsoft and Google when you sign in with them, the Microsoft Store when you download the app, and OneDrive or SharePoint when your roadmaps are kept there.
If your company has invited you, its administrators can see your name, email address, role, team and seats in the company console.
We may also disclose information when the law requires it, or to protect our rights or someone's safety.
7. Information that leaves the European Union
Some of our providers are based in, or reach their data from, countries outside the European Economic Area, such as the United States. When that happens, the transfer is protected as the GDPR requires — by the EU-US Data Privacy Framework where the provider is certified under it, or by the European Commission's standard contractual clauses. You can ask us for details.
8. How long we keep it
- Account, device and company information — while your account or your company's account is active. When you ask us to delete your account, or a company account is closed, we delete it, apart from what we must keep by law.
- Sign-in sessions — end when you sign out, and expire after at most 60 days without use.
- Security records — only as long as they are needed to protect accounts, and no longer than the account itself.
- Billing records — as long as Belgian accounting and tax law requires, currently up to 10 years.
- Usage you chose to share — 13 months from when it arrives, then deleted automatically; immediately, if you turn usage sharing off.
- Feedback and support emails — as long as they are useful to answer you and improve Roadmap Flow; you can ask us to delete them at any time.
9. Your rights
You have the right to:
- get a copy of the personal information we hold about you;
- have it corrected if it is wrong;
- have it deleted;
- limit how we use it, or object to our using it on the basis of legitimate interest;
- receive the information you gave us in a format you can take elsewhere.
To use any of these rights, email [email protected]. We will answer within one month, and may ask you to confirm it is really you. If your company manages your account, we may involve its administrators where the request concerns the company's account.
You can also complain to a data protection authority — in Belgium, the Data Protection Authority (Autorité de protection des données / Gegevensbeschermingsautoriteit), Rue de la Presse 35, 1000 Brussels — or to the authority in the country where you live or work. We would be grateful for the chance to put things right first.
10. Keeping your information safe
Information travels to us encrypted. Sign-in tokens are stored only in scrambled form, so they cannot be used even if read. Access to account information is limited to what is needed to run and support Roadmap Flow. If a breach puts your information at risk, we will tell you and the authority as the law requires.
11. Children
Roadmap Flow is made for work and is not meant for children under 16. We do not knowingly handle their information.
12. Changes to this policy
We update this policy when Roadmap Flow or the law changes. If a change matters to how your information is used, we will tell you before it applies — on this page and, where we have your email address, by email. The "last updated" date shows the current version.
13. Contact
Questions about this policy or your information: [email protected], or by post to Belfavn, Avenue de Calabre 33, box 12, 1200 Woluwe-Saint-Lambert, Belgium.