Privacy Notice

Scope

This notice covers ReopenFlow's website, business inquiry and setup forms, and our own communications with roofing businesses. The forms are for business setup information only. Do not submit homeowner contact lists, passwords, payment details or sensitive personal information. A homeowner pilot requires a separate agreed setup.

Who is responsible

Marcel Haggeney, trading as Reopen Flow / ReopenFlow, Wasserwerkstrasse 4, 58730 Froendenberg, Germany. Email: marcel@reopenflow.com. Contact Marcel at this address for privacy questions and rights requests.

Website visits

Our website runs on the Polsia platform. Serving and securing a website involves technical information such as IP address, browser/request information and access times. Our legitimate interests are delivering the website, preventing misuse and maintaining security (Article 6(1)(f) GDPR). The optional application visitor-ID analytics beacon is configured off. This is not a statement that the platform has no logs, cookies or other technical processing; platform-level details remain under confirmation.

Business inquiries and setup

The inquiry form collects your name, company, business email, approximate estimate range and any optional message. The setup form collects the business/contact details and answers shown in that form, including service area, services, approximate opportunity volume and age, source/exclusion information, CRM/email setup, handoff contact and review preferences. Submissions are stored in the application database and owner notifications are sent to Marcel's mailbox. Homepage inquiries also use Polsia's dashboard submission routing. Form preferences do not create a contract or authorize homeowner outreach.

We use these details to answer your request, assess suitability and prepare a requested service. Article 6(1)(b) GDPR applies when you personally request steps toward a contract or are our contracting customer. Where you act for a company, Article 6(1)(f) applies to our interest in handling that business relationship and communicating with its representatives. Required fields allow us to assess or reply to the request; you do not have to submit a form, but without sufficient details we may be unable to proceed. Submitting an inquiry does not subscribe you to a newsletter.

Our business outreach

For individually selected US roofing-business prospects, we may use publicly available business/contact information from the company's own website or details supplied directly to us. This can include business name, relevant service area, published business email, contact name and communication history. We identify the specific public source in our first outreach where personal data is involved. Our purpose is to introduce a relevant service and manage business replies. Where personal data is involved, we assess Article 6(1)(f) GDPR individually, balancing our interest in relevant business development against the person's rights and reasonable expectations. Public availability is not consent. We do not treat this notice as permission to contact every business.

Right to object to direct marketing: You can object at any time, free of charge, by replying to a message or emailing marcel@reopenflow.com. No special wording is required. We will stop using your personal data for direct marketing and keep only the minimum suppression information needed to respect your choice.

Recipients and international processing

Marcel handles business inquiries and replies. The website, form database, dashboard routing and technical notifications use Polsia and its infrastructure/service providers. Business email is hosted with ALL-INKL.COM - Neue Medien Muennich in Germany; messages also pass through relevant sender/recipient mail providers. Information may be shared with professional advisers or competent authorities where necessary for legal obligations or claims.

Polsia describes itself as US-based and states that data may be processed in the United States and other countries. Its general policy also describes possible AI access and use of AI Input/Output for product improvement or training. That does not establish whether these uses apply to our form records. We have requested project-specific confirmation of the providers, processing locations, roles, contractual safeguards, AI use and deletion arrangements. These details and the applicable international-transfer safeguards are not yet verified. We cannot currently confirm EU-only storage, an executed project-specific DPA, an adequacy-based transfer or signed standard contractual clauses. We will update this notice when confirmed. See Polsia's privacy notice at https://polsia.com/privacy and ALL-INKL's information at https://all-inkl.com/datenschutzinformationen.

For public business research and draft preparation, we also use AI-assisted tools, including OpenAI's ChatGPT. Homeowner datasets must not be submitted through these channels. The account-specific retention, provider roles and international-processing arrangements for these tools still require separate confirmation.

ReopenFlow plans to use Microsoft OneDrive for Business for agreed client file transfers. Activation and account-specific data arrangements are not yet confirmed. Eligible clients receive individual upload instructions privately after setup approval. This conditional wording does not state that Microsoft currently receives homeowner files or that EU-only storage, an executed DPA, a contracting entity, SCCs, or a tenant region has been verified; we will update it after setup is independently confirmed.

Retention

We retain business correspondence and setup information while needed to address the inquiry, prepare or deliver the requested service, meet applicable recordkeeping duties or establish/defend legal claims. Unsuccessful inquiries are reviewed for continued necessity; records without an ongoing purpose should be removed. We retain limited suppression information to prevent unwanted future marketing. There is currently no verified automatic deletion schedule for the Polsia database, logs or backups. Provider retention and operational deletion arrangements are still being clarified; no fixed automatic deletion period is promised.

Your rights

Where the GDPR applies, you may request access, correction, erasure, restriction or portability where its conditions are met, and object to processing based on legitimate interests. If processing relies on consent, you may withdraw it without affecting earlier lawful processing. You may complain to a competent data protection authority, including the State Commissioner for Data Protection and Freedom of Information North Rhine-Westphalia, Germany (LDI NRW), https://www.ldi.nrw.de. We review business inquiries personally; ReopenFlow does not make decisions with legal or similarly significant effects solely by automated processing.

Contact and updates

Email marcel@reopenflow.com for questions or requests. This notice describes confirmed activities and explicitly identifies unresolved platform information; it does not certify that all platform arrangements have been verified. Please do not use our forms or email to send homeowner datasets. Further service-specific information will be supplied before any agreed homeowner pilot. Legal Notice: /legal-notice. ReopenFlow home: /.