Legal
Privacy policy
Last updated: September 14, 2026 · Applies to klantaro.nl, klantaro.com and the Klantaro app
The Dutch version is legally binding. This translation is for convenience only.
1. Who we are
Klantaro is a product of Synflow, based in the Netherlands and registered with the Dutch Chamber of Commerce (KVK) under number 93897340. This policy explains how we handle personal data on our website and in the Klantaro app.
Synflow has two roles. For the website, your account, billing and support, we decide what data is used for; there we are the controller. For the client data you put into Klantaro or bring in through an integration, such as emails, WhatsApp messages, meeting notes and documents, you are responsible and we only process that data on your instructions. That processing is covered by the data processing agreement.
2. What data
Website. If you request a demo, we receive your name, your agency name, your email address, your number of clients, the tools you use and your message. The form sends these details to us as an email. To block spam, Cloudflare Turnstile checks that a person is filling it in, using technical characteristics of your browser and your IP address. We also track, without cookies, how many people visit the site and which pages they view.
Account and billing. Your name, email address, company name, billing details, the plan you chose and your payment history. Payment details such as your card number go straight to Stripe; we do not see or store them.
Use of the app. Technical data needed to run Klantaro securely, such as sign-in times, IP address, browser type and error reports.
Client data. What Klantaro reads through the integrations you switch on: emails, calendar events, documents, WhatsApp messages, meeting notes and data from your accounting software. This includes personal data of your clients and contacts. Klantaro only reads the channels you connect.
3. Purposes and legal basis
We only use data for the purposes below. We do not sell data and do not use it for advertising.
| Purpose | Data | Legal basis |
|---|---|---|
| Scheduling a demo and answering your question | Details from the demo form | Legitimate interest, or steps at your request before a contract |
| Providing Klantaro and managing your account | Account, usage and client data | Performance of the contract |
| Billing and accounting | Account and billing details | Performance of the contract and legal obligation |
| Support | Account details and your question | Performance of the contract |
| Security and preventing abuse | Usage data | Legitimate interest |
| Improving the website | Visitor statistics without cookies | Legitimate interest |
5. How Klantaro uses AI
Klantaro uses language models to keep client files up to date, write draft replies and answer questions about your own data. These requests go through Cloudflare AI Gateway to the provider of the language model. We only use providers that do not use your data to train their models.
Klantaro does not make decisions about people that have legal effects. What Klantaro prepares is a draft: nothing goes to a client without your approval.
6. Retention periods
We do not keep data longer than necessary. When the period ends, we delete or anonymize it.
| Data | Period | Why |
|---|---|---|
| Demo requests | 12 months after last contact | If you do not become a customer |
| Account details | As long as your account exists | Needed for the service |
| Client data | Up to 30 days after cancellation, then deleted | Time to export your data |
| Backups | Up to 90 days | Recovery after outages |
| Invoices and payment details | 7 years | Dutch tax retention obligation |
| Technical logs | Up to 90 days | Security and troubleshooting |
7. Processors and sub-processors
We use other parties for part of the work. We have agreements with each of them on security and confidentiality, and they may only use your data for the purpose we engage them for.
If you switch on an integration with, for example, Google, Meta (WhatsApp), Moneybird or Shopify, you have your own agreement with that service. Klantaro retrieves data there with your permission; what that service itself does with your data is governed by its own terms and privacy policy.
| Party | Purpose | Location |
|---|---|---|
| Supabase | Database, storage and sign-in for the app | EU |
| Cloudflare | Website hosting, spam check and email for the demo form, AI Gateway | Global network, US company |
| Language model providers | Processing AI requests, through Cloudflare AI Gateway | Depends on the model |
| Stripe | Payments and subscriptions | Ireland, US company |
| Recall.ai | Meeting notes, only if you use this integration | EU |
8. Where your data is stored
The Klantaro database is located in the European Union. Some of the parties above are US companies or also process data outside the EU. We only allow this with appropriate safeguards: the EU-US Data Privacy Framework or the European Commission’s standard contractual clauses.
9. Security
Connections to the website and the app are encrypted, and stored data is encrypted. Only staff who need access for their work can reach data, and integrations only get the permissions they need. If something does go wrong with personal data, we report it to the Dutch Data Protection Authority as required by law and, where needed, to you.
10. Your rights
You have the right to access your data, have it corrected or deleted, restrict its processing, object, and take your data with you in a common format. Send your request to info@synflow.nl. We respond within one month and may ask you to confirm your identity.
Is your data in Klantaro because you are a client or contact of an agency that uses Klantaro? Then that agency is responsible. Please contact the agency first; we help the agency handle your request.
If you disagree with how we handle your data, you can file a complaint with the Dutch Data Protection Authority at autoriteitpersoonsgegevens.nl. We would like to hear from you first, though.
11. Changes
We update this policy when our service or the law changes. The date of the latest version is shown at the top. For significant changes, we notify customers by email in advance.
12. Contact
Questions about this policy or your data? Email info@synflow.nl. Synflow, Dutch Chamber of Commerce (KVK) 93897340.