Privacy policy

KadoFlow helps companies remember the people they work with — which means we handle personal data with particular care. This page explains what we store, why, where it lives, and what rights you have. We are EU-hosted and GDPR-first by design.

Who we are

KadoFlow, Vimmerik 2A, 5253 CB Nieuwkuijk, The Netherlands (CoC 88965988, VAT NL864837756B01) is the processor of the relation data our customers manage in the platform; each customer company is the controller of its own relations. For data about our own customers and website visitors, we are the controller. Contact: mike@mediya.nl.

What we store

• Customer accounts— name, work email, company, login credentials (handled by Supabase Auth).
• Relations (gift recipients)— name, role, dates such as birthdays and anniversaries, delivery address, email, and optional notes the customer adds. Recipients have no account and never log in.
• Orders— which gift was sent to whom, when, and its delivery status.
• Website visits— we run no advertising trackers; the site sets only the cookies strictly needed for signing in.

What the AI sees

When the platform picks a gift or drafts a card, the AI (Anthropic, in the United States) receives the occasion, the relationship type, the budget, the first name, and any role, interests or personal note you have added — with obvious contact details (emails, phone numbers, links) removed automatically. It never receives addresses, birthdays, email addresses or financial data.

Where data lives (sub-processors)

• Supabase — database, authentication and storage (EU, Frankfurt).
• Postmark — transactional email (EU data residency).
• Anthropic — AI gift selection and card text (United States; minimal data, as described above, under EU Standard Contractual Clauses).
• HubSpot — only when a customer connects their own HubSpot account for contact sync.
• Apify — LinkedIn “AI Finds” signals for business contacts (EU), only when enabled.
• PDOK — Dutch government address lookup (postcode + house number), EU.
• Hetzner — hosting (EU, Germany).
• Partner suppliers — receive the recipient name and delivery address needed to fulfil an approved order, nothing more.

Retention and erasure

Relation data is kept while the customer relationship is active and purged on a fixed schedule afterwards. Every recipient can be erased on request: erasure is a hard delete that also anonymizes order history and email logs. Recipients can opt out of receiving cards via the unsubscribe link in every email.

Your rights

Under the GDPR you can request access, correction, export or deletion of your personal data — whether you are a customer or someone who received a gift. Write to mike@mediya.nl and we respond within one business day. You also have the right to complain to the Dutch DPA (Autoriteit Persoonsgegevens).