Privacy Policy

1. Who we are

FLEXIAN is operated by Flexian UAB, V. Širokomlės g. 40, Nemėžis, 13260 Vilniaus r. sav., Lithuania. We are responsible for the processing described in this policy.

FLEXIAN Business is a professional app, for iPhone and for Android, for hospitality businesses that use FLEXIAN ovens and food service. It is used by the staff of our business customers to run their Locations: ovens, meals, orders, stock and pickups. Both versions work the same way unless this policy says otherwise. Other FLEXIAN apps are not covered by this policy.

2. Information we process

Account and business information

FLEXIAN Business accounts are created for you by your organisation’s administrator or by FLEXIAN — there is no public sign-up. For each account we process:

• your login (a login name or an email address) and your password, which our servers store only in hashed form;
• your role (for example administrator or Location user), whether the account is active, and when you last signed in;
• the business customer you belong to and the Locations you can access, including their names and addresses.

Administrators of a business customer can create staff accounts in the app, choose their role and Locations, and deactivate them. They can see the staff accounts of their own organisation, including when each user last signed in.

Operational information

To provide the service we process the operational records of your Locations, and we record which user performed certain actions (for example submitting an order or a stock count, or approving an oven firmware update):

• orders to FLEXIAN, working orders, deliveries and the meal catalogue;
• stock levels and stock counts;
• oven information, such as the oven’s hardware identifier, name, firmware version, online status, the name of the Wi-Fi network it is connected to, cooking and preparation records, and technical diagnostics reported by the oven;
• pickup orders placed by consumers through FLEXIAN: the order reference, the ordered meals and the customer’s name shown in the pickup queue. The Business app does not receive consumers’ phone numbers, email addresses, home addresses or payment details;
• meal feedback left by guests through a FLEXIAN feedback QR code: scores for taste, temperature and portion and optional issue flags — no name, contact details or free-text comment;
• notifications, notification preferences and operational tasks in the app.

FLEXIAN AI assistant

Where the FLEXIAN AI assistant has been enabled for your organisation, the messages you type to it are sent to our servers and passed to a third-party AI model provider (Anthropic or OpenAI, depending on our configuration) to produce the answer. To answer, the assistant can look up your organisation’s own FLEXIAN data — such as Locations, stock, preparation history, ovens and the logins and roles of your organisation’s staff accounts — and the relevant parts are sent to the provider with your question. We keep a record of each conversation, including the assistant’s replies. Please do not enter personal information into the assistant that it does not need.

Device and technical information

• For notifications: the push-notification token issued by Apple (iPhone) or by Google Firebase Cloud Messaging (Android), the app version (and build number on Android), the app language and the device model (for example “iPhone17,1” or the Android model name — not the name you gave your device). On iPhone this is registered when you allow notifications; on Android it is registered whenever you sign in, even if notifications are turned off on the device.
• Our web servers keep standard technical request logs, such as IP address, time and the address requested, to operate and secure the service.
• If you contact support from the app, your email includes a support reference generated by the app (a date and a random code) so we can find your request.

The apps do not include crash-reporting, analytics or advertising software, and they do not upload diagnostic logs. On Android, the Google components the app uses to deliver notifications (Firebase Cloud Messaging) and to read QR codes on the device (Google ML Kit) may send Google technical information needed to run them, under Google’s terms.

Location

FLEXIAN Business uses your location only while you are using the app. On iPhone it asks for location “while using the app”; on Android it asks for precise and approximate location, because Android requires the precise-location permission to scan for a new oven’s Wi-Fi network. The app takes a single reading, at two moments only:

• when you confirm that an oven is at the selected Location (for example after an oven has moved);
• when you add a new oven, so that we know where the oven has been installed.

The reading (latitude, longitude and accuracy) is sent to our servers and stored with the oven confirmation or installation record and the user who made it. If a Location has no map position yet, the installation reading may be used as that Location’s position. The app does not track your location continuously or in the background.

Camera

The camera is used to scan the QR pickup code that a consumer shows at the counter. The code is read on the device (on Android using Google ML Kit), and only its content is sent to our servers to find the order. The app does not store or upload photos or video from the camera.

Local network and oven Wi-Fi setup

When you set up a new oven, the app finds the oven’s temporary Wi-Fi network (on iPhone through the iOS accessory picker; on Android by scanning for nearby Wi-Fi networks, which needs the Nearby devices and precise location permissions), joins it and talks to the oven directly on that local network. During setup:

• the app shows you the Wi-Fi networks the oven can see, so you can pick the network the oven should use;
• the network name and password you enter are sent directly to the oven so that it can connect to the internet. The app does not save this Wi-Fi password and does not send it to FLEXIAN’s servers;
• the app obtains a short-lived pairing code from our servers and passes it to the oven, which links the oven to your Location.

After setup the oven reports the name of the Wi-Fi network it is connected to, but never its password.

Photos and files

You can save, share or print a meal-feedback QR card. On iPhone, saving asks for permission to add the image to your photo library; on Android, the image is saved to the Pictures/FLEXIAN folder without any storage permission. The app does not read your photo library or other files. If you share or print the card, it goes only where you choose in the system share or print dialog. Nothing is uploaded.

Notifications

The app registers a push token for your device with our servers (see “Device and technical information” above). We deliver operational notifications through Apple Push Notification service on iPhone and Google Firebase Cloud Messaging on Android, such as an oven going offline or coming back online, an oven Location that needs confirming, a new consumer order, updates to your orders, stock at risk and available oven firmware updates. Notifications contain operational details such as oven and Location names or order numbers.

Information stored on your device

The app keeps your sign-in token in the device’s secure storage (the iOS Keychain, or storage encrypted with the Android Keystore), remembers your profile, Locations and app preferences, and caches recent operational data so screens load quickly. The cached operational data is removed when you sign out. On Android, the app’s data is excluded from device backups and transfers.

Your password is stored on the device only if you choose “Remember me” when you sign in, where the app offers that option. If you tick it, the app saves the login and password you signed in with — only after our servers have accepted them — so that you can sign in to that account again without typing them. Several accounts can be remembered on the same device. Remembered sign-in details stay on your device, are protected by the device’s secure storage (on Android, encrypted with a key held in the Android Keystore) and are never stored in plain text. Signing out ends your session but does not remove remembered sign-in details; uninstalling the app or clearing its data removes them. Each sign-in is still checked by our servers, which decide your role and what you can access. If you do not choose “Remember me”, your password is not stored on the device.

The flexian.me website

• If you send us an enquiry through the website, we process the details you give us: your name, business email address, company name, your message and venue type, and — in the booking form — your phone number and the type of request (tasting or consultation). We also record the page you sent it from, the time, and any campaign (UTM) parameters in the link you followed. We use this to answer your enquiry. When a new booking request arrives, our team is alerted through a Telegram message that contains those details.
• The website uses only first-party cookies and browser storage that are needed for it to work: a cookie that remembers your language, a cookie that remembers that you have seen our cookie notice, and a session-only flag. If you arrive from an AI assistant after acknowledging the cookie notice, the site sends our own server a single anonymous event (the assistant’s name, the landing page and the language), and the session-only flag makes sure this happens at most once per visit.
• The website does not use advertising cookies, third-party analytics or tracking technologies, and it does not load scripts from third parties.

3. How we use information

We use the information described above to:

• sign you in and keep your account secure;
• provide the FLEXIAN Business service to your organisation and its Locations: ovens, meals and catalogue, orders, deliveries, stock, consumer pickups and meal feedback;
• set up ovens, confirm where they are installed, and keep them working and up to date;
• send you the operational notifications you have allowed;
• answer the FLEXIAN AI assistant’s questions, where it is enabled;
• provide support, investigate problems and keep records of who did what for accountability;
• protect our services against misuse and keep them secure;
• answer enquiries sent through the website;
• comply with our legal obligations.

We process this information because it is needed to provide the service our business customers use, for our legitimate interests in operating and securing FLEXIAN and answering enquiries, and where the law requires it. We do not use it for advertising or marketing profiles.

4. No tracking, no advertising, no sale

• FLEXIAN Business, on iPhone and Android, contains no third-party advertising, analytics or tracking software, and does not use Apple’s or Google’s advertising identifier.
• We do not track you across other companies’ apps or websites.
• We do not sell your personal information.

5. Sharing and service providers

We share information only as needed to provide FLEXIAN:

• Within your organisation: information about your Locations is available to the users your organisation has given access to, and administrators can see and manage the accounts of their organisation.
• Apple (iPhone): Apple Push Notification service delivers notifications to your device. Apple also distributes the app through the App Store and TestFlight; if you have chosen to share analytics or feedback with app developers, Apple may pass crash reports, feedback or usage information to us under Apple’s own terms.
• Google (Android): Firebase Cloud Messaging delivers notifications to your device, for which Google receives the device’s push token and a Firebase installation identifier; Google ML Kit reads QR codes on the device. If you install the app from Google Play, Google’s own terms apply to that distribution.
• Hosting and infrastructure: our servers run on rented infrastructure from a hosting provider, which stores the information on our behalf.
• Email: messages sent to our email addresses are handled by our email provider.
• Telegram: used to alert our team about new website enquiries.
• AI model providers (Anthropic or OpenAI): for the FLEXIAN AI assistant where it is enabled, as described above, and to help analyse technical diagnostics reported by ovens.

These providers process information only to provide their services to us. We may also disclose information where the law requires it, or where it is necessary to protect the rights, safety or security of our customers, users or FLEXIAN.

6. Retention and deletion

We keep personal and operational information for as long as necessary to provide the service, maintain legitimate business and security records, and meet our legal obligations. We have not set fixed retention periods for each type of record.

The app does not have a delete-account button, because FLEXIAN Business accounts are managed by your organisation. Your organisation’s administrator can deactivate your account at any time, after which it can no longer sign in. To ask for access to, correction of or deletion of your personal information, or for help with any privacy question, email support@flexian.me. We will delete or anonymise the information unless we need to keep it — for example orders, deliveries and stock records that we must keep for accounting, legal or security reasons, or that record which user performed an action. Where we keep such records, we tell you why.

7. Your choices and device permissions

Your device asks for your permission before the app can use these features. You can change your choices at any time in your device settings (on iPhone in the Settings app under FLEXIAN Business; on Android under Settings › Apps › FLEXIAN › Permissions):

• Notifications — if turned off, you will not receive operational alerts on your device.
• Location — if turned off, you cannot confirm an oven’s Location, and the app cannot record where a new oven is installed. On Android, adding a new oven needs precise location, because Android requires it to scan for the oven’s Wi-Fi network.
• Camera — if turned off, you cannot scan consumer pickup codes.
• Local Network (iPhone) or Nearby devices (Android) — if turned off, the app cannot set up new ovens.
• Photos (iPhone) — if turned off, the app cannot save meal-feedback QR cards to your photo library. On Android no permission is needed to save the card.

Depending on where you are, you may have rights under data protection law, such as the right to access, correct or delete your personal information, to object to or restrict its processing, to receive a copy of it, and to complain to a data protection supervisory authority. To use these rights, contact us at support@flexian.me.

8. Security

We use reasonable technical and organisational measures to protect information. For example, the app talks to our servers over encrypted (HTTPS) connections, keeps its sign-in token in the device’s secure storage, and our servers store passwords only in hashed form. No system is completely secure, and we cannot guarantee absolute security.

9. International processing

Information may be processed in countries other than your own, where FLEXIAN or our service providers operate, subject to the safeguards required by applicable law.

10. Children

FLEXIAN Business is a professional app for businesses and their staff. It is not intended for children, and we do not knowingly collect information from children.

11. Changes to this policy

We may update this policy from time to time. When we make material changes, we will update the effective date at the top of this page.

12. Contact

For any question about this policy or your personal information, email support@flexian.me or write to Flexian UAB, V. Širokomlės g. 40, Nemėžis, 13260 Vilniaus r. sav., Lithuania.