Subprocessors

At Qualis Flow Limited, we may engage trusted third-party service providers, commonly known as Subprocessors, to assist in delivering, supporting, and enhancing the Qflow platform and related services.

A subprocessor is any company or organisation that processes personal data on our behalf as part of providing the Qflow service. These subprocessors may access or handle data to perform essential functions such as hosting, analytics, communication, support, billing, and infrastructure management.

Why We Use Subprocessors

We may work with subprocessors to:

Deliver and host the Qflow platform reliably and securely.
Provide ancillary services (e.g., customer support, payment processing, analytics).
Help maintain, operate, and improve our products and services in a scalable way.

These subprocessors are selected carefully; we require them to meet robust data protection and security standards and limit their use of data to the specific purposes for which they are engaged.

Our Commitment to Data Protections and GDPR

Qualis Flow remains responsible for compliance with applicable data protection laws (such as GDPR and UK GDPR) when personal data is processed on our behalf. We only authorise subprocessors that:

Are bound by a contractual agreement requiring them to protect personal data with safeguards equivalent to our data protection commitments.
Process personal data only as necessary to perform their specified services.
Implement appropriate technical and organisational measures to protect data security and confidentiality.

We maintain an internal register of Subprocessors, which includes details about the services they provide and the types of processing they perform. This helps ensure transparency and accountability as part of our vendor management practices.

International Data Transfers

Where personal data is processed outside the UK or EEA, Qualis Flow ensures appropriate safeguards are in place in accordance with applicable data protection laws, including the use of approved transfer mechanisms such as the UK International Data Transfer Agreement (IDTA), EU Standard Contractual Clauses, or adequacy decisions where applicable.

Current List of Subprocessors

Subprocessor	Location	Service Provided	Data Processed
Xero	New Zealand	Accounting	Personal Contact Identifiers, Email, First Name, Last Name, Address, Financial & Billing Data
Mixpanel	USA	Product Analytics	Personal Contact Identifiers, Email, First name, Last name, IP Address, Device and Technical Identifiers, Usage Data
Hubspot	USA & Germany	Customer Relationship Management	Personal Contact Identifiers, User Activity, Email Address, First Name, Last Name, Usage Data, Device & Technical Identifiers
Userflow	USA	Customer engagement and onboarding	Usage Data (pseudonymised), Device & Technical Identifiers
Microsoft Azure	UK	Storage and cloud provider	Personal Contact Identifiers, First Name, Last Name, Telephone Number, Vehicle Registration, Device & Technical Identifiers, Customer Content Data, Infrastructure & Hosting Data
OpenAI	USA	Unstructured data extraction	Personal Contact Identifiers (where included in submitted data), First Name, Last Name, Telephone Number, Vehicle Registration, Customer Content Data
Google Gemini	USA	Unstructured data extraction	Personal Contact Identifiers (where included in submitted data), First Name, Last Name, Telephone Number, Vehicle Registration
Microsoft M365	UK	Email communication and business document storage	Personal Contact Identifiers, Email Address, First Name, Last Name, Business Operations Data
Notion	USA	Business operations	Personal Contact Identifiers, Email Address, First Name, Last Name, Business Operations Data
Monday.com	USA	Contract lifecycle management	Personal Contact Identifiers, Email Address, First Name, Last Name, Business Operations Data
SendGrid	USA	Email sending service for notifications from the Qflow platform	Personal Contact Identifiers, Email Address, First Name, Last Name
Zendesk	Germany	Customer Support Management and Analytics	Personal Contact Identifiers, First Name, Last Name, Email Address, Telephone Number, Usage Data (support interactions), Business Operations Data
DocuSign	USA	Contract signatures	Personal Contact Identifiers, First Name, Last Name, Title, Email Address, Business Operations Data, Customer Content Data (signed documents)
ScaleXP	UK	Financial Planning & Revenue Tracking	Personal Contact Identifiers, First Name, Last Name, Title, Email Address, Financial & Billing Data, Business Operations Data
Payhawk	UK, Belgium (AWS & Google Cloud)	Expense & Corporate Card Management	Personal Contact Identifiers, First Name, Last Name, Title, Email Address, Payment & Banking Data, Financial & Billing Data, Employee HR data
Lovable	UK, Ireland (AWS)	Internal Application, Budget & Contract Management	Personal Contact Identifiers, First Name, Last Name, Title, Email Address, Business Operations Data, Customer Content Data
Bugsnag	USA	System Monitoring	Device & Technical Identifiers

This subprocessor list is incorporated by reference into Qualis Flow’s Data Processing Agreement.

Changes to our Subprocessor List

We review our subprocessors periodically. When we plan to add a new subprocessor that may access personal data, we will provide advance notice to our customers in accordance with data protection requirements and contractual commitments. Customers may request more information or raise reasonable objections within the notice period.

How This Impacts You

By using the Qflow platform, you acknowledge that Qualis Flow may engage subprocessors in support of providing the services. We remain fully accountable for the services performed by our subprocessors and ensure they operate under the same data protection obligations that govern how we handle personal data.

Contact Us

If you have questions about our subprocessors, need additional details, or would like to request the latest data processing agreements, do not hesitate to contact us.

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