How SearchFlow, a desktop application published by DomusFlow BV, processes personal data. DomusFlow BV is the controller for the data it receives: licensing, billing, diagnostics and website data. Mail and document content is processed on the user's own computer and, for Ask, relayed on the customer's behalf; the customer remains the controller of that content.
Scope
SearchFlow indexes the Microsoft 365 mailbox, the OneDrive and SharePoint documents and the file-server folders of the signed-in user, and searches them on the user's computer. The index is stored on that computer only. DomusFlow holds no copy of it.
Data on the user's computer
- The search index: message and document text, file names and metadata for the accounts and folders the user has added, including the online archive when enabled.
- Microsoft access and refresh tokens, used only with Microsoft services.
- Temporary copies of documents opened from the application, removed automatically after seven days.
- Application logs.
Microsoft 365 access is read-only; the permissions are listed on the page for IT administrators. The application does not send, modify or delete anything in Microsoft 365. Removing an account in Settings deletes its index and sign-in tokens. Uninstalling removes the application; the data folder remains until it is deleted.
Data sent to the DomusFlow service
The application communicates with the DomusFlow service for licensing, diagnostics and the Ask feature. No message or document content is transmitted for indexing or search.
- Licensing. An installation identifier, the application version and language, usage counts and the Microsoft identity token of each signed-in mailbox. The token is verified and its e-mail address is retained to identify the subscription. It grants no access to mail or documents.
- Diagnostics. Application logs: installation identifier, version, the domains of the signed-in accounts, synchronisation activity (folder, library and file names, counts) and errors. E-mail addresses are reduced to their domain. Retained for 14 days.
- Ask. When the user asks a question, the question and the message and document passages retrieved to answer it are relayed through the DomusFlow service to OpenAI. DomusFlow retains usage counts per installation, not the content. OpenAI processes the data with storage disabled, may retain it for up to 30 days for abuse monitoring (longer only where legally required) and does not use it for training.
WhatsApp
If a business connects its WhatsApp Business account to SearchFlow, Meta sends that business's WhatsApp messages (received, and sent from the WhatsApp Business app), their media, contact updates and, if the business agrees, its message history to a DomusFlow server address, which forwards them to the business's own computer for indexing. DomusFlow retains no message content after delivery. Group chats are not included.
The connection can be ended at any time in the WhatsApp Business app (Settings → Business tools → WhatsApp Business Platform) or in SearchFlow; disconnecting stops the forwarding. Data already on the business's computer is deleted by the business itself (SearchFlow's index is local); a deletion request for anything held by DomusFlow can be sent to the address on this page. Meta's processing is governed by the WhatsApp Business terms.
Third parties
- Vercel: hosting of the DomusFlow service (Frankfurt, Germany).
- Neon: database of the DomusFlow service.
- OpenAI: processing of Ask questions.
- Stripe: payment processing. Card numbers are entered on Stripe's pages and are not available to DomusFlow.
- Microsoft Clarity: website usage analytics. No cookies are set without consent; typed text is masked.
- Formspree: the website's contact form (name, e-mail address, company and message).
Personal data is not sold or shared beyond the parties listed above.
Legal basis and transfers
Licensing, billing and the service itself are processed to perform the contract. Diagnostics and website analytics rest on DomusFlow's legitimate interest in operating and improving the service; cookies that require consent are set only with it. OpenAI and Stripe process data in the United States under the safeguards of the GDPR (standard contractual clauses or an adequacy decision).
Retention
The index and sign-in tokens remain on the user's computer under the user's control. Service logs are retained for 14 days. Licensing records (installation identifier, e-mail address, usage counts) are retained while the installation is in use and deleted on request. Billing records are kept for the period required by accounting law.
Rights
Under the GDPR, individuals may request access to, rectification, erasure, restriction or portability of their personal data, may object to processing based on legitimate interest, and may lodge a complaint with the Belgian Data Protection Authority. Requests: sales@domusflow.io.
DomusFlow BV, Knokke-Heist, Belgium, VAT BE 0750792272. sales@domusflow.io.
Last updated 27 October 2026.