Legal & GDPR

To keep your emails and acceptance pages legally compliant, you maintain three things under Settings → Email: your Sender & Imprint, optionally your terms and conditions, and the unsubscribe note for follow-up emails.

Sender & Imprint

In the Sender & Imprint section you store your legally required sender details. Subtitle: “These details are appended to every email (legally required)”. They are appended as a signature to every outgoing email and used on the acceptance page.

Required fields (marked with *):

• First name, Last name
• Email, Phone
• Street, Postal code, City, Country

Optional fields:

• Role / Position, Company name
• VAT ID, Tax number (the VAT ID is preferred when available)
• Register court, Register number, Register city
• Email logo — shown in the email signature (max. 40px height, max. 2 MB)

Save with Save imprint.

Important: As long as required fields are missing, email sending is blocked. The section shows “Email sending blocked: Please fill in all required fields.” and lists the missing fields. If you still try to send, Flino reports “Imprint incomplete – N required fields missing” and jumps back to the imprint form. Complete all required fields before you send your first offer.

Upload terms & conditions

In the Terms & Conditions section you upload your terms as a PDF. Subtitle: “Upload your terms as a PDF. You can optionally attach them when sending offers.”

• Format: PDF only, max. 10 MB
• Buttons: Upload PDF, or Replace / Remove (there is exactly one terms document per organization — a new upload replaces the old one)
• Confirmations: toast “Terms saved” or “Terms removed”

Once a terms document is stored, it appears in two places:

• On the acceptance page — in the Documents section as a download link. In addition, the recipient must confirm a mandatory checkbox: “I have read and agree to the terms and conditions.” Only then can the offer be accepted; before that, the hint “Please confirm the terms and conditions to accept the offer.” is shown. See Acceptance link.
• In the offer email — optionally at send time via the toggle “Attach terms: [filename]” (off by default). The terms are attached as a real PDF file, not as a link in the text.

Unsubscribe note in follow-ups

In the Unsubscribe note in follow-ups section you control whether your automated follow-up emails include a subtle unsubscribe note. Subtitle: “Adds a subtle note at the end of your follow-up emails.” The Show unsubscribe note toggle is enabled by default — recommended so recipients can easily opt out of further reminders about an offer.

Recipients see a short note at the end of automated follow-up emails, along the lines of:

“Prefer not to receive further reminders about this offer? Unsubscribe here: …”

The note appears only in automated follow-up / sequence emails — not in the first offer email you send yourself.

Note: If you disable the unsubscribe note, you are responsible for ensuring that your follow-up emails meet applicable legal requirements.

Transparency notice and privacy policy on the acceptance page

The public acceptance page carries a transparency notice naming your organisation as the controller: visits to the page and interactions with the offer are processed on behalf of your organisation.

In Settings → Email you find the matching Privacy policy (public offer page) section: store the URL of your privacy policy there, and the acceptance page links it right in the notice. That way your recipients can read up on how you handle their data.