This section describes how FlowDule handles consents, policies, data management, and documentation - so you can assess if the platform meets your compliance requirements.
FlowDule processes personal data in bookings, records, communication, and payments on the customer's behalf: the clinic is the controller for client and record data, and FlowDule is the processor. Consent, policies, and data management are therefore built into the workflows already in use - not as a separate compliance process.
This page provides an overview of the processes and features that support GDPR compliance within the platform.
The most important GDPR processes in the platform
Consent and policy acknowledgements are recorded with customer, accepter, authority, version, document hash and time. Material changes are normally announced at least 30 days before they take effect, after which ordinary use is blocked until an authorised person accepts the new version; reading, support, export and termination remain open. Consent is not the legal basis for everything in the platform.
Chains can define versioned privacy, AI, cancellation, no-show, consent and communication texts within mandatory security and information boundaries.
The customer can export client, booking, record, file and configuration data with relations and metadata in commonly used, machine-readable formats. Export is available during the agreement and for at least 30 calendar days after the agreed transition period. PII can be anonymized when data needs to be used for analysis or shared with third parties.
There is no single retention period that applies to all customers. The customer selects and documents a profile based on country, profession, authorisation and purpose; an unlicensed psychotherapist has no automatic 5- or 10-year period, and FlowDule does not determine the customer's retention obligation. On an erasure request, secondary purposes and unnecessary sharing stop; necessary lawful use of the record remains logged.
Only users with the correct roles can access personally identifiable data. Access is controlled per chain, location, and processor.
Relevant actions on client and record data must be traceable to an identified user, including reading, modification, export and sharing. Log coverage is documented in the control evidence, and a control is described as verified only once it has been tested in operation.
At booking or signup, the controller, the purpose, required fields and the customer's relevant privacy text must be shown or linked before submission. Acceptance and consent are version/hash-bound. Representatives, guardians and powers of attorney may only be included after separately approved instructions and technical activation; they use their own identity with documented basis, scope and expiry, and shared login is not permitted.
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Data follows the lifecycle from collection through restriction, anonymisation, deletion and backup expiry. An approved deletion process must cover active records, files, shares, search indexes, queues, AI copies and export files, and backups are deleted through documented rotation. Each public claim is mapped to a control ID, and missing, expired or failed mandatory evidence will block publication.
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