Legal & GDPR

To make sure your emails and acceptance pages carry the required legal details, you maintain four things in the settings:

• your Sender & Imprint under Settings → Organisation,
• optionally your terms and conditions and the URL of your privacy policy under Settings → Sales Room,
• the unsubscribe note for follow-up emails under Settings → Email.

Sender & Imprint

In the Sender & Imprint card (Organisation tab) 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
• Logo (optional): appears in emails and on your offer pages. PNG or JPEG, max. 2 MB; for a crisp result at least 200 px tall, large images are downscaled automatically. In emails it is shown at most 40 px tall.

Save with Save imprint.

Important: As long as required fields are missing, email sending is blocked. The card then 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 to the imprint in Settings → Organisation. After saving (“Imprint saved!”) Flino takes you back to where you came from. Complete all required fields before you send your first offer.

Upload terms & conditions

In the Terms & Conditions card (Sales Room tab) 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 organisation; 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: as a Terms (PDF) link below the offer summary. 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 card (Email tab) 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:

“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.

The link leads to the Unsubscribe from reminders page. After Yes, unsubscribe the recipient sees “You will not receive further reminders about this offer.” The opt-out applies to this one offer only: Flino pauses its sequence with the reason Recipient unsubscribed, and it can then neither be resumed nor replaced by another sequence. Replies you write yourself remain possible.

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 at the bottom that names your organisation as the controller: “Views of this page and interactions with the offer (e.g. opening documents) are processed on behalf of [organisation] to keep track of the offer process.”

In the Privacy policy (public offer page) card (Sales Room tab) you store the URL of your privacy policy (https addresses only). The acceptance page then links it in the notice as Privacy policy. That way your recipients can read up on how you handle their data.

Data processing agreement (DPA)

For your customers’ data that you process in Flino, your organisation is the controller and Flino the processor. The data processing agreement under Art. 28 GDPR (in German, “AVV”) is available at flino.io/avv; Flino’s terms refer to it.

Your consent to the terms and privacy policy

When you register, you confirm “I accept the Terms and Conditions and acknowledge the Privacy Policy.” If the terms or the privacy policy change, Flino asks again the next time you open the app, on the Confirm current terms page. You can only continue with Confirm and continue; alternatively you can Sign out there.

Access, export, and deletion of your data

There is no self-service data export or account deletion in the app. The Flino team handles both on request at [email protected]. You can only delete an organisation yourself in the app if you have more than one, see Organisation.