Privacy Policy

Last updated: September 26, 2026

Convenience translation. This English version is provided for information only. Only the German version is legally binding. In case of any discrepancy, the German version prevails.

This privacy policy explains the type, scope and purpose of the processing of personal data (hereinafter “data”) within our online services (website flicono.ai and web application app.flicono.ai) and the related functions and content. With regard to the terms used, we refer to the definitions in Art. 4 of the General Data Protection Regulation (GDPR).

1. Controller

Flicono LLC
PO Box 66124
Mobile, AL 36660-1124
United States
Represented by: Thomas Kramer (Managing Member)
Email: mail@flicono.com
Phone (DE): +49 (0) 15678 809300 · Phone (US): +1 (251) 229-0253

flicono AI is a product offering of Flicono LLC, available at app.flicono.ai and flicono.ai.

2. Types of data processed

• Master and contact data (name, address, email, phone, company)
• Content data (order data, customer records, uploaded documents, notes entered in the app)
• Communication data (email content from connected mailboxes via IMAP, messenger messages within the app, attachments)
• Location and vehicle data (GPS position of vehicles, tour history, geofencing events, only if actively used)
• Payment and contract data (plan, invoice number, IBAN/Stripe token, payment status; payment methods are stored with our service provider)
• Usage data (pages visited, click paths, time on page, session length)
• Meta and communication data (IP address, user agent, time of access, amount of data transferred)

3. Purposes of processing

• Providing the online service, its functions and content
• Performing contractual services (dispatch, order management, routing, invoicing)
• Answering contact requests and communicating with users
• Security measures (abuse detection, anti-spam, audit log)
• Reach measurement / product improvement (aggregated, without personal reference)
• Fulfilling legal obligations (retention, German GoBD bookkeeping rules, tax law)

4. Legal bases

We process personal data on the following legal bases:

• Art. 6(1)(a) GDPR: consent (e.g. newsletter)
• Art. 6(1)(b) GDPR: performance of a contract and pre-contractual measures (providing the app, opening an account)
• Art. 6(1)(c) GDPR: compliance with legal obligations (tax, accounting)
• Art. 6(1)(f) GDPR: legitimate interests (security, product improvement)

5. Recipients and sub-processors

We use carefully selected service providers who support us in providing flicono AI. Data processing agreements (DPAs) pursuant to Art. 28 GDPR are in place with all recipients.

6. Transfers to third countries

Insofar as we process data in a third country (outside the EU or EEA), this takes place only to the extent necessary to fulfill our contractual obligations and on the basis of appropriate safeguards (e.g. the European Commission's standard contractual clauses). For the USA, we additionally rely on the EU-US Data Privacy Framework where the respective provider is certified.

7. Retention periods

• Account and contract data: for the duration of the contractual relationship plus legally required retention periods (commercial law: 6 years, tax law: 10 years).
• Messenger messages in trash / spam folder: automatically deleted after 30 days.
• Vehicle position history: rolling storage, detailed values are aggregated after 90 days.
• Server log files: 14 days for abuse detection.
• Audit log (admin actions): 24 months.

8. Rights of data subjects

You have the right:

• to access the data stored about you (Art. 15 GDPR),
• to rectification of inaccurate data (Art. 16 GDPR),
• to erasure of your data (Art. 17 GDPR), unless there is a retention obligation,
• to restriction of processing (Art. 18 GDPR),
• to data portability in a structured format (Art. 20 GDPR),
• to object to the processing (Art. 21 GDPR),
• to withdraw consent given, with effect for the future (Art. 7(3) GDPR),
• to lodge a complaint with a supervisory authority (Art. 77 GDPR), e.g. the data protection authority responsible for your place of residence.

Please send requests to mail@flicono.com with the subject “Data protection”.

9. Cookies and similar technologies

On flicono.ai and app.flicono.ai we only use technically necessary cookies. We do not use cookies for measuring the reach of the website (see 9.1). We do not use cookies that require consent, which is why there is no cookie banner. An overview of the cookies used, their purpose and retention period can be found on the cookie information page.

9.1 Reach measurement without cookies (Vercel Web Analytics)

On the marketing website flicono.ai we measure reach with Vercel Web Analytics (Vercel Inc., 440 N Barranca Ave #4133, Covina, CA 91723, USA). Only aggregated information about the page view is recorded: page visited, referring source, country, device type, operating system and browser.

No cookies are set and nothing is stored on or read from your device. The IP address is not stored; it only feeds into a non-reversible short-term hash that is discarded daily and does not allow recognition beyond the day. No user profiles are created, and the data is not combined with other data sources.

The legal basis is our legitimate interest in a data-minimizing analysis of website usage (Art. 6(1)(f) GDPR). Since no information on your device is accessed, consent under Section 25 of the German TDDDG is not required. A data processing agreement is in place with Vercel; standard contractual clauses and the EU-US Data Privacy Framework apply to transfers to the USA.

10. Web server log files

When you visit our website, technical data is automatically stored in server log files: IP address, date and time, referrer URL, user agent, requested resource, HTTP status code, amount of data transferred. This data serves exclusively to ensure the functionality and security of our service (Art. 6(1)(f) GDPR) and is automatically deleted after 14 days.

11. Mail integration via IMAP / OAuth

If you connect your mailbox to flicono AI (e.g. Gmail, Outlook or your own IMAP server), the messages in your mailbox are retrieved and processed by flicono AI. Processing serves exclusively the contractually agreed functions (order parsing, messenger threading, AI summaries).

Important: Since emails often contain personal data of third parties, you as the user are responsible for having the right to transfer this data to us and for ensuring that your privacy notices to your customers cover the use of flicono AI as a processor.

12. AI processing by Anthropic Claude

We use Claude by Anthropic to automatically process emails, orders and texts. The content to be processed is transmitted to Anthropic via an encrypted API. Anthropic expressly does not use API data to train its models. Processing takes place on the basis of standard contractual clauses and a DPA with Anthropic.

13. Use of Google user data

If you connect your Google account to flicono AI, we only access the data required for the function you have chosen:

• Sign-in: name, email address and profile picture, to identify you and link you to your account.
• Calendar: reading and writing appointments, to sync your flicono calendar with Google Calendar.
• Gmail: reading, labeling and sending messages, to display your mailbox in the messenger, detect orders and appointments in it and send replies on your behalf.
• Contacts: syncing your Google Contacts with the flicono address book.
• Drive: access only to files you select in flicono AI or that flicono AI itself stores there.

flicono AI's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Specifically:

• We use Google user data only to provide the functions you request.
• We do not use Google user data for advertising and do not share it for advertising purposes.
• We do not use Google user data to develop, train or improve general AI or language models. The processing by Anthropic Claude described in section 12 takes place solely as processing on our behalf for the respective function; Anthropic expressly does not use this content to train its models.
• We only share Google user data where necessary to provide the function (see section 5), with your express consent, for security reasons or where we are legally obliged to.
• flicono AI employees do not read your Google data unless you expressly consent for a specific support case, it is necessary to prevent abuse or security incidents, or we are legally obliged to.

You can disconnect at any time in flicono AI under Settings, Integrations, or revoke access in your Google account at myaccount.google.com/permissions. After disconnecting, we delete the stored access keys immediately. We delete content taken over from Google as soon as it is no longer needed for the function, at the latest after the periods stated in section 7.

14. Payment processing (Stripe)

Payments are processed by Stripe Payments Europe Ltd. (based in Ireland). Stripe receives the data required to process the payment (name, payment method, amount). We do not store complete payment data, only an encrypted Stripe token for recurring charges. Stripe's privacy notice: stripe.com/privacy.

15. Reseller and tenant concept

flicono AI can be offered by reseller partners under their own brand (white label). If you register via a reseller, the respective reseller is, in addition to flicono AI, a joint controller (Art. 26 GDPR) for the data processed in your tenant. We make a separate agreement with the reseller for this. On request, we will tell you the identity of the respective reseller.

16. Changes to this privacy policy

We reserve the right to adapt this privacy policy so that it always meets current legal requirements or to implement changes to our services. The new privacy policy then applies to your next visit.