GDPR

Data residency

FlowState stores all its data in the AWS Region eu-central-1 (Frankfurt, Germany): the database, files and exports, credentials, encryption keys and logs. Email is sent through the same Region.

Three things are processed outside eu-central-1:

Events from AWS Partner Central arrive in us-east-1 (N. Virginia), where AWS publishes them. FlowState processes them there and stores the result in eu-central-1. It keeps no records in us-east-1: events wait in an encrypted queue there only until they are processed (an event that fails processing stays for up to 14 days), and the operational logs of this component are kept there.
Usage reports for AWS Marketplace billing go to AWS’s metering service in us-east-1. They contain usage amounts only.
AI analysis is the one step that is not limited to eu-central-1. It runs on Amazon Bedrock, and AWS processes each request in one of six European AWS regions: Frankfurt (eu-central-1), Stockholm (eu-north-1), Milan (eu-south-1), Spain (eu-south-2), Ireland (eu-west-1) or Paris (eu-west-3). The results are stored in eu-central-1. See Sub-processors.

See Security for how data is encrypted.

Right of access (Article 15)

Every FlowState user can download the personal data FlowState keeps about them.

Open Account → Data export and click Request export. See Data export for the steps.
When the file is ready, you get an email that links to the Data export page. The email contains no file and no download link.
On the page, click Download.

With an AI assistant, use the MCP tools export_my_data(), get_my_export_status(job_id) and list_my_exports(). Through the API: POST /v1/users/me/export, then GET /v1/users/me/export/{job_id}.

FlowState keeps the file for 7 days. After that the export shows Expired; request a new one.

What the export contains

The export is one JSON file with your data only. A field without a value is null.

Section	Contents
`format_version`	The version of the file layout. The current version is `1`.
`exported_at`	When the file was made.
`profile`	Your user ID, email address, name, profile picture, account status, and the dates your account was created and last updated.
`memberships`	Every tenant you belong to: the tenant ID and name, its organisation ID and name, your role and membership status, the date you joined, and the notification categories you turned off for that tenant.
`organisations`	Every organisation you belong to: its ID and name, and the date you joined.
`organisation_invites`	Organisation invitations you have not accepted yet: the organisation ID and name, when you were invited, and when the invitation expires.
`notification_preferences`	The notification categories you turned off for all tenants, when you last changed them, and the email delivery state (bounces and complaints recorded for your address).
`sessions`	Your recorded sign-in sessions: when each started, when it was last used, the browser, and the IP address.
`past_exports`	Your 10 most recent earlier exports: ID, status, when you requested it and when it was completed.

If a tenant or organisation was deleted, the export keeps its ID and shows its name as null.

Not included: API keys and grants you created, audit events of your actions, invitations you sent, the notification send log, and the sign-in data kept by the sign-in service (Amazon Cognito). For these, contact support@copebit.ch.

Deal data, pipeline data and APN sync data belong to the tenant, not to you personally, and are not part of this export.

Right to erasure (Article 17)

Delete your account

While signed in, open https://app.flowstate.copebit.io/account/delete.
Type DELETE and click Delete my account.

With an AI assistant: delete_my_account(confirm="DELETE"). Through the API: DELETE /v1/users/me.

FlowState refuses the deletion while:

you own a tenant that is not purged yet, including a suspended, unpaid or deleted one — transfer the ownership, or have the tenant purged, first;
you are the only member of your organisation — invite someone into it first;
you are the only organisation admin — make another member an organisation admin first.

What account deletion does

Revokes the API keys you created, in every tenant.
Removes you from every tenant and organisation, including pending invites, and removes your organisation admin role and your platform role.
Blocks your sign-in and ends every open session.
Marks your account as deleted.

If someone invites your email address again later, your account is restored. It then has only the access that the new invite gives. No access from before the deletion comes back.

Your profile record and your notification history are not deleted by this action. To have them erased, or to confirm which of your data has been erased, contact support@copebit.ch.

Data kept after deletion

Audit log. Audit events are kept for 7 years in write-once storage, for legal audit purposes, and cannot be changed or deleted. Audit events written since 25 September 2026 identify you by an internal user ID, not by your email address. Audit events written before that date can contain the email address you had then.
FlowState does not store the content of the emails it sends.

Data Processing Agreement (DPA)

To sign a DPA under Article 28 GDPR, contact support@copebit.ch. See Sub-processors for the services FlowState uses.