Privacy Policy

1. Who we are

UFRAIM is a product of Ucentri B.V., a private limited company registered in the Netherlands.

• Ucentri B.V., trading as UFRAIM
• Van de Sande Bakhuijzenstraat 4, 1061 AG Amsterdam, the Netherlands
• Chamber of Commerce (KvK) number: 75359057
• Privacy questions and requests: info@ucentri.com

2. What this policy covers

This policy applies to:

• the UFRAIM web app;
• the UFRAIM Chrome extension (Chrome Web Store ID acogafihlghmpoilgcfkifibpajlffcb), which opens UFRAIM in the Chrome side panel.

The extension gives you the same UFRAIM account and data as the web app. It does not add any data collection of its own.

3. What data we process

Account data

Your name, email address, the organisation you belong to, your teams and your role (for example administrator). Your language preference is kept in your own browser only.

Sign-in data

You sign in through the UFRAIM sign-in service, which we run ourselves on Microsoft Azure. Your password is handled only by that service and stored there as a secure hash; the web app and the extension never see it. After you sign in, login tokens are stored in your browser or in the extension so that you stay signed in. They are removed when you sign out.

Content you work with

Tasks, conversations and messages, email drafts and their attachments, documents and form data. This includes data that your organisation's workflows send to UFRAIM, which can contain personal data of other people, such as your organisation's customers or contacts.

Organisation and billing data (administrators only)

Organisation name and address, Chamber of Commerce and VAT numbers, billing email address, invoices and AI usage (the amount of AI processing used and its cost).

Technical data

Server logs and diagnostics: IP address, timestamps, the requests made and any errors. Our monitoring may derive an approximate location (country and city) from the IP address for diagnostic purposes.

4. What we do not collect

• The Chrome extension only asks for the permissions it needs to open in the side panel and to sign you in. It does not read the web pages you visit or their contents, your open tabs, your browsing history or your cookies.
• We do not collect your precise location.
• We do not use tracking or advertising cookies. UFRAIM only uses functional storage: your sign-in session and a few interface settings, such as your language and whether a side bar is open.

5. Why we use your data

We use personal data only to provide UFRAIM:

• signing you in and keeping your account secure;
• showing your tasks, conversations and documents;
• running your organisation's workflows, including AI processing of tasks;
• sending the emails you approve, and service emails such as invitations and password resets;
• invoicing your organisation;
• security, troubleshooting and support.

We process this data because it is necessary to provide the service under our agreement, because we have a legitimate interest in keeping UFRAIM secure and working, or because the law requires it (for example, keeping invoices).

We do not use your data for advertising, we do not sell it, we do not use it for profiling, and we do not use it to make decisions about creditworthiness or lending.

6. Who we share data with

We use the following service providers. They process data only on our instructions and under a data processing agreement.

• Microsoft Azure: hosting, database, sign-in service and monitoring, in the West Europe region (the Netherlands).
• Microsoft Azure AI Foundry (Azure OpenAI models): AI processing of tasks and messages. The service is located in Sweden; with the deployment type we use, Microsoft may process an individual request in another Azure region, which can be outside the EU. Microsoft does not use this data to train its models.
• Google Workspace: delivery of the emails UFRAIM sends, such as invitations, email verification, password resets and invoices.
• Google Fonts: the web app and the extension load fonts from Google, which receives your IP address when they load.
• OpenAI: the web app loads an interface component from OpenAI's servers, which receive your IP address and browser details when it loads. We do not send your content to OpenAI.

Your organisation's own systems. Your organisation can connect its own workflow automation (for example n8n) or other applications to UFRAIM. UFRAIM then sends workflow and task data to those systems, including approval decisions and the name of the person who completed a task. Those systems are chosen and controlled by your organisation, not by us.

We also disclose data where the law requires us to, for example on the order of a court or a competent authority.

Where data is processed outside the European Economic Area, the transfer is covered by the provider's data processing agreement, using the European Commission's Standard Contractual Clauses or the EU-US Data Privacy Framework.

7. Chrome Web Store User Data Policy

The use of information received from the UFRAIM Chrome extension will adhere to the Chrome Web Store User Data Policy, including the Limited Use requirements.

8. Storage and security

• UFRAIM stores its data in Microsoft Azure data centres in the EU (West Europe, the Netherlands). For AI processing, see section 6.
• All data is encrypted in transit (HTTPS).
• Secrets and keys are kept in a managed key vault.
• Access to production data is limited to authorised staff.

9. How long we keep data

• Account data and content are kept for as long as your organisation uses UFRAIM.
• When you delete your account, your sign-in is removed immediately and your account is deactivated. Messages and completed tasks you wrote stay in your organisation's workspace with your name, so your colleagues can still follow the history. You can ask us to delete or anonymise them; we handle that request together with your organisation.
• When an organisation stops using UFRAIM, we delete its data in line with the data processing agreement, or earlier on request.
• Invoices are kept for seven years, as Dutch tax law requires.
• Server logs are kept for up to 30 days.
• Login tokens in your browser are removed when you sign out.

10. Your rights

Under the General Data Protection Regulation (GDPR, in Dutch: AVG) you have the right to access your data, to have it corrected or deleted, to restrict its processing, to receive it in a portable format, and to object to its processing.

To make a request, email info@ucentri.com. We respond within one month. If your request concerns content that belongs to your organisation (see section 11), we will involve your organisation.

You also have the right to file a complaint with the Dutch data protection authority, the Autoriteit Persoonsgegevens.

11. Customer data

For content that belongs to a customer organisation, such as its tasks, conversations, documents and workflow data, that organisation is the controller. Ucentri B.V. acts as processor on its behalf, under the data processing agreement with that organisation.

For account, sign-in, billing and technical data, Ucentri B.V. is the controller.

12. Children

UFRAIM is a business product and is not intended for children under 16.

13. Changes to this policy

We may update this policy when UFRAIM changes. The current version is always published on this page, with the date of the last update at the top.