Privacy Policy

Introduction

BorderFlow ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our relocation and settlement services, visit our website, or interact with us through any channel.

By using our services, you agree to the collection and use of information in accordance with this policy. If you do not agree with the terms of this Privacy Policy, please do not access our services.

1. Information We Collect

1.1 Personal Information You Provide

When you use our services, we may collect the following types of personal information:

• Contact Information: Name, email address, phone number, WhatsApp/WeChat/Telegram handles
• Relocation Details: Destination city, timeline, budget, housing requirements, employment or study information
• Identity Documents: Passport copies, visa documents, employment letters, university enrollment confirmations (when necessary for service provision)
• Financial Information: Payment details, billing address (processed securely through third-party payment providers)
• Communication Records: Correspondence via email, messaging apps, or phone calls related to your service

1.2 Information Collected Automatically

When you visit our website, we may automatically collect:

• Device Information: IP address, browser type, operating system, device identifiers
• Usage Data: Pages visited, time spent on pages, links clicked, referring website
• Cookies and Tracking: We use cookies and similar technologies (see Section 7 below)

1.3 Information from Third Parties

We may receive information about you from:

• Local Partners: Our certified settlement partners may share updates about your case
• Referrers: If you were referred by a company, university, or individual, they may share basic contact information
• Public Sources: Publicly available information to verify credentials when necessary

2. How We Use Your Information

We use the information we collect for the following purposes:

2.1 Service Provision

• Match you with appropriate local settlement partners
• Coordinate housing search and settlement services
• Process document verification, translation, and notarization services
• Manage your relocation case from inquiry to successful settlement
• Communicate updates, milestones, and next steps

2.2 Payment Processing

• Process payments for our services
• Issue invoices and receipts
• Prevent fraud and unauthorized transactions

2.3 Customer Support

• Respond to your inquiries and support requests
• Resolve disputes or issues that may arise
• Provide quality assurance and service improvement

2.4 Service Improvement

• Analyze usage patterns to improve our services
• Develop new features and offerings
• Train our team and partners on best practices

2.5 Marketing (With Consent)

• Send you updates about our services and offerings (you can opt-out anytime)
• Request feedback or testimonials (always optional and anonymized if shared publicly)
• Inform you of new cities or services we're launching

2.6 Legal Compliance

• Comply with legal obligations and regulations
• Protect our legal rights and interests
• Prevent fraud, abuse, or illegal activities

3. How We Share Your Information

We do not sell your personal information. We may share your information in the following circumstances:

3.1 With Local Settlement Partners

We share necessary information with our certified local partners to provide settlement services. This includes your contact details, relocation requirements, timeline, and relevant documents. All partners are contractually obligated to protect your information and use it only for service provision.

3.2 With Service Providers

We work with third-party service providers who assist with:

• Payment processing (e.g., Stripe, Wise)
• Communication tools (e.g., email, messaging platforms)
• Document storage and management
• Website hosting and analytics

These providers are bound by confidentiality agreements and may only use your information to perform services on our behalf.

3.3 For Legal Reasons

We may disclose your information if required by law, court order, or government regulation, or if we believe disclosure is necessary to:

• Comply with legal processes
• Protect our rights, property, or safety
• Prevent fraud or illegal activity
• Protect the rights and safety of our users or the public

3.4 Business Transfers

If BorderFlow is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. You will be notified of any such change via email or prominent notice on our website.

3.5 With Your Consent

We may share your information for other purposes with your explicit consent (e.g., featuring your testimonial on our website with your name and city).

4. Data Security

We implement appropriate technical and organizational measures to protect your personal information, including:

• Encryption of data in transit and at rest
• Secure storage of sensitive documents
• Access controls and authentication requirements
• Regular security audits and updates
• Training our team and partners on data protection

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

5. Data Retention

We retain your personal information for as long as necessary to:

• Provide our services to you
• Comply with legal obligations (e.g., tax and accounting requirements)
• Resolve disputes and enforce our agreements
• Maintain business records for legitimate purposes

Typically, we retain:

• Active client data: For the duration of service provision plus 1 year
• Financial records: 7 years (as required by law)
• Communication records: 3 years
• Marketing data: Until you opt-out or request deletion

After the retention period, we securely delete or anonymize your information.

6. Your Rights

Depending on your location, you may have the following rights regarding your personal information:

To exercise any of these rights, please contact us at privacy@borderflow.ai. We will respond within 30 days.

If you are located in the European Union, you also have the right to lodge a complaint with your local data protection authority.

7. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to improve your experience on our website. Cookies are small text files stored on your device.

Types of Cookies We Use:

• Essential Cookies: Necessary for the website to function (e.g., session management, security)
• Analytics Cookies: Help us understand how visitors use our website (e.g., Google Analytics)
• Functional Cookies: Remember your preferences (e.g., language, location)
• Marketing Cookies: Track your activity for advertising purposes (only with consent)

You can control cookies through your browser settings. Note that disabling certain cookies may limit website functionality.

8. International Data Transfers

BorderFlow operates across multiple regions (Europe, Asia, Africa). Your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place when transferring data internationally, including:

• Standard contractual clauses approved by the European Commission
• Adequacy decisions (where applicable)
• Ensuring third parties meet data protection standards equivalent to GDPR

9. Children's Privacy

Our services are not directed to individuals under 18 years of age. We do not knowingly collect personal information from children. If you are a parent or guardian and believe your child has provided us with personal information, please contact us and we will delete it.

10. Third-Party Links

Our website may contain links to third-party websites (e.g., partner sites, social media). We are not responsible for the privacy practices of these sites. We encourage you to review their privacy policies before providing any information.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of material changes by:

• Posting the updated policy on our website with a new "Last Updated" date
• Sending you an email notification (if you are an active client)
• Displaying a prominent notice on our website

Your continued use of our services after changes take effect constitutes acceptance of the updated Privacy Policy.

12. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

We will respond to all privacy-related inquiries within 30 days.