Privacy Policy

Effective Date: 28.05.2025

This Privacy Policy describes how Halfbit GmbH ("we," "us," or "our") collects, uses, and shares the personal information of users ("Agent", "Buyer", "Service Consumer") who download, install, and use "Order Floww" mobile application (the "Application"). It also explains the rights and choices available to you regarding your information. By using the Application, you agree to the collection and use of information in accordance with this policy.

1. Definitions

• Agent: A person who downloads, installs, and uses the Application to place orders on behalf of a company they work with (referred to as the "Service Consumer").
• Application: The "Order Floww" mobile application provided by Halfbit GmbH that facilitates order placement between an Agent and a Buyer.
• Service Consumer: Halfbit GmbH. The company that the Agent represents and on whose behalf the Agent collects orders using the Application. Service Consumer sells products or services to the Buyer.
• Buyer: The entity that purchases products or services from the Service Consumer, with orders collected via the Application by the Agent.
• Service Provider: Halfbit GmbH, the provider of the Application and the entity responsible for managing the collection, transient storage, and transmission of information provided by Agents to the Service Consumer.
• Personal Information: Any information that relates to an identified or identifiable individual, including names, email addresses, contact information, and other data described in this policy.

2. Information We Collect

A. Information Collected from Agents:

When you download and install the Application, we collect the following personal information to enable the use of the Application:

• Email Address: Used to send login codes (User Authentication) and communicate with you regarding your use of the Application.
• Name: Used for personalized communication and generating order codes.

This information is also transmitted to the Service Consumer as part of the orders placed via the Application.

B. Information Collected from Buyers:

When taking orders on behalf of a Service Consumer, the following information is collected and processed via the Application:

• Company VAT Number
• Company’s Legal Name
• Legal Address
• Store Name
• Delivery Address
• Contact Person’s Name
• Contact Person’s Email Address
• Contact Person’s Phone Number

Each time the Agent places an order via the Application, they declare that all personal data collected have been obtained with the explicit consent of the Buyer for transfer to the specified Service Consumer.

C. Information Collected from Service Consumer:

As part of the service, the following information related to the Service Consumer is collected and processed via the Application:

• Company’s Legal Name: The official registered name of the Service Consumer’s business or organization.
• Contact Person’s Name: The full name of the representative responsible for communications and operations related to the service.
• Contact Person’s Email Address: The email address used for all communications regarding the application, support, and related services.
• Order Destination Email: The email address where placed orders or transaction confirmations are sent, ensuring proper delivery and business continuity.

No Collection of Sensitive Information:

The Application does not collect sensitive information such as health data, financial information, or information from children under 13 years of age.

3. How We Use the Information

We use the information collected for the following purposes:

• User Authentication: The information collected from the Agent is used to grant access to the Application and identify them for the purpose of order placement.
• Order Processing: The Agent takes orders via the Application and collects Buyer’s personal data to facilitate order processing and fulfillment. The Service Consumer acts as the data controller for this information under the GDPR.

4. Data Sharing and Protection

A. Data Sharing:

• With Service Consumers: The Buyer’s information collected via the Application is shared with the Service Consumer for the purpose of order fulfillment. The Service Consumer is the administrator of this data and is responsible for its protection under GDPR regulations.

B. Data Protection:

• Encryption: All data transferred via the Application is encrypted to ensure security during transmission.
• Data Retention:
  • Data collected from Agents is stored by the Service Provider in the Agent's profile and can be accessed, corrected or deleted through the mobile application.
  • Data collected from Buyers is transiently stored by the Service Provider and is retained for a maximum of 30 days for backup and recovery purposes only, after which it is securely deleted.
  • Data collected from Service Consumer is strictly used for the purpose of providing and maintaining the service and ensuring that the Service Consumer can fully access and benefit from the application’s features. The Service Consumer’s data is retained for as long as the Service Consumer continues to use the service. This ensures that the application functions correctly, and all necessary information for processing orders, communications, and support is available. If the Service Consumer discontinues the service, their data will be removed from the system.

5. User Rights

You have the following rights concerning your personal information:

• Access: You may request access to the personal information we hold about you.
• Correction: You can request corrections to any inaccuracies in your personal information.
• Deletion: You can request the deletion of your personal data held by the Service Provider via the Application.

Please note that once the data is deleted by Service Consumer, the application and its services will cease to function for that Service Consumer. This is because the application relies on the data to provide its core functionality, and it cannot operate without it. Should the Service Consumer wish to resume using the service after their data has been deleted, they will need to sign a new Service Agreement and provide the necessary information again to reactivate the application’s services.

Please note that we don't have control over the data shared with the Service Consumer. If you want to access, correct or delete your personal data stored by the Service Consumer, contact the Service Consumer directly.

If you wish to exercise any of these rights, you can contact us at info(at)halfbit.de.

6. Third-Party Services

The Application uses following third-party services:

• Hetzner

  We host our web server with Hetzner. The provider is Hetzner Online GmbH, Industriestr. 25, 91710 Gunzenhausen, Germany (hereinafter referred to as "Hetzner"). For more details, please refer to Hetzner's privacy policy: Hetzner Privacy Policy.

  We use Hetzner based on our legitimate interest in ensuring the reliable and secure operation of our web server. We have concluded a data processing agreement with Hetzner to ensure that they process personal data of our users only based on our instructions and in compliance with applicable data protection laws.

• Strato

  We use Strato to send emails from our web server. The provider is Strato AG, Otto-Ostrowski-Straße 7, 10249 Berlin, Germany (hereinafter referred to as "Strato"). For more details, please refer to Strato's privacy policy: Strato Privacy Policy.

  We use Strato based on our legitimate interest in ensuring reliable and secure email communication. We have concluded a data processing agreement with Strato to ensure that they process personal data of our users only based on our instructions and in compliance with applicable data protection laws.

7. Cookies and Tracking

The Application does not use cookies or other tracking technologies.

8. Legal Compliance

Our Application is available in EU countries and complies with applicable data protection regulations, including the General Data Protection Regulation (GDPR).

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be communicated via the Application, and the updated policy will take effect immediately upon notification. We encourage you to review this policy periodically to stay informed about how we are protecting your information.

10. Contact Us

If you have any questions or concerns about this Privacy Policy or your personal information, please contact us at:

• Email: info(at)halfbit.de
• Address: Am Klumbengarten 2, 68239 Mannheim, Germany