Privacy Policy

1. Who we are

This website, flowsoftware.ai, and the Services described on it are provided by FlowSoftware LLC, a US limited liability company based in California, United States. We do business as Flow Software. We provide custom software development and integration services to businesses. The Services are listed on the Services page of flowsoftware.ai; today they are custom software and integration engagements, in which we build, connect and operate a client's pipeline from lead to bill, and the API Flow and Call Flow services.

In this policy, "Flow Software", "we", "us" and "our" mean FlowSoftware LLC. Our Services are sold to businesses only. "You" means a business that uses our Services (our customer) and the people who act for it. Where a section is about visitors to this website or about other individuals, it says so. Words with capital letters, such as Services, Order Form and Users, have the meanings given in our Terms of Service, and section 6.1 explains Customer Data.

2. What this policy covers

This policy explains what personal information we collect, why we collect it, who we share it with, how long we keep it and what choices you have. It covers:

this website, flowsoftware.ai;
email you send us;
information about our customers and the people who act for them, including billing information; and
how we handle the business data our customers put through the Services ("Customer Data"), which we process on the customer's behalf.

3. The short version

This website has no accounts, no forms, no cookies, no analytics and no third-party scripts. Our web server keeps standard logs, described in section 4.2.
If you email us, we keep your message so we can answer it.
We keep the account, contact and billing information we need to provide and bill the Services.
We process the business data you put through the Services (Customer Data) on your behalf and under your instructions, not for our own purposes.
Payments are processed by Stripe. We do not receive or store full card numbers.
We do not sell personal information.

4. This website

4.1 What the website collects

flowsoftware.ai is a static website. It has no accounts, no sign-in, no forms and no comments. It does not set cookies and does not use analytics, advertising or other tracking technologies. It loads no third-party scripts. Its pages, fonts and images are served from the website's own server.

4.2 Server logs

The server that hosts this website records each request it receives in a log. A log entry typically contains:

the IP address the request came from;
the date and time of the request;
the page or file requested, and whether it was delivered;
the browser and operating system details your browser sends (the user agent); and
the address of the page that linked to ours, if your browser sends it (the referrer).

We use these logs only to run the website, keep it secure, and find and fix faults. We do not use them to build profiles of visitors. We do not combine them with other information to identify a visitor, unless we need to investigate misuse or a security incident, or the law requires it. We keep server logs for 30 days and then delete them.

4.3 Email you send us

The website lists one contact address, support@flowsoftware.ai. If you write to it, we receive your email address, your name if you include it, and whatever you put in the message. We use this to answer you and to keep a record of the conversation. Mail to that address is handled by our email provider (see section 9).

5. Information about our customers

When a business becomes our customer, we collect the information we need to set up, provide, support and bill the Services. We decide how this information is used, so in privacy-law terms we act as the business or controller for it. It includes:

Contact details of the people who act for you, such as names, job titles, business email addresses and business phone numbers.
Account details of the people you authorize to use the Services, such as usernames and the details they use to sign in to the dashboard or to call the API.
Order and billing records, such as your Order Form, invoices, payment history and billing contacts.
Usage records, meaning the Metered Usage we measure to calculate your fees and show to you, and the technical logs we need to operate and secure the Services.
Support and correspondence, such as emails and notes of calls or meetings with your team.

We get this information from you, from the people who act for you, from your use of the Services, and from Stripe when you pay (see section 7).

6. Customer Data we process on your behalf

6.1 What Customer Data is

"Customer Data" means the business data that you, your Users or the tools you connect send through the Services so that we can deliver them. Depending on what you use, it may include:

data from the software tools you connect to API Flow, such as your phone system, search and analytics accounts, CRM and email, which may include names, contact details, call logs and messages;
the call lists, contacts, call outcomes and notes your team works with in Call Flow;
call recordings, where you choose to record calls in Call Flow; and
the data in the pipeline we build, connect and operate for you in a custom software and integration engagement.

6.2 Our role

We process Customer Data on your behalf and under your instructions. Your instructions are set out in the Terms of Service, your Order Form and the way you configure the Services. The terms on which we process Customer Data are those in section 9 of the Terms of Service and in your Order Form. In privacy-law terms, you are the business or controller, and we act as your service provider or processor.

We do not sell Customer Data, and we use it only:

to provide, maintain, secure and support the Services;
to measure your usage for billing;
to produce aggregated statistics about how the Services perform, which do not identify you or any individual;
as you otherwise instruct us; and
where the law requires it.

6.3 Your responsibilities

You decide what Customer Data goes into the Services and how it is used. You are responsible for:

having the right to collect Customer Data and to share it with us;
giving the people it concerns any privacy notice the law requires;
where you record calls, giving the notice and getting the consent that the laws that apply to you require; and
complying with telemarketing, do-not-call and anti-spam laws in your use of the Services.

Our Acceptable Use Policy sets out further rules.

6.4 If your information is in Customer Data

If you are an individual whose information one of our customers has put into the Services, for example a contact on a customer's call list, that customer decides how your information is used. Please send requests about it, including a request not to be called, to that business directly. If you write to us instead, we will pass your request to the customer where we can identify them, and we will help the customer respond as our agreement with them requires.

7. Payments and Stripe

We use Stripe, a third-party payment processor, to take payments by card and by ACH bank debit. Card and bank account details are collected and processed by Stripe, which processes each payment on our behalf. We do not receive or store full card numbers.

Stripe shares with us limited details about each payment and payment method, such as the card brand, the last four digits and expiry date of a card, the name of the bank and the last four digits of a bank account, and whether a payment succeeded.

Stripe also uses payment information for its own purposes, such as preventing fraud and meeting its legal obligations. Stripe's privacy policy is at https://stripe.com/privacy.

8. How we use personal information

We use the personal information described in sections 4, 5 and 7 to:

provide, operate, support and secure the website and the Services;
set up and manage your account;
measure usage, send invoices and take payment;
answer your messages and requests;
send you messages about your account, your invoices, changes to the Services and changes to our policies;
detect, prevent and investigate fraud, misuse and security incidents;
keep records and comply with the law, including tax and accounting rules; and
enforce our agreements and protect our rights.

We use Customer Data only as described in section 6.

We do not sell personal information, and we do not share it for targeted or cross-context behavioral advertising. We share it only as follows:

Service providers that help us run the website and the Services, under contracts that limit their use of it to the work they do for us:
- hosting for the website and the Services: servers we operate ourselves in the United States;
- email for support@flowsoftware.ai: Google Workspace, provided by Google.
Stripe, to process payments, as described in section 7.
The tools you connect. When you connect a tool to the Services, data moves between the Services and that tool at your direction. Those tools are provided to you by their own vendors under your agreements with them.
For legal reasons, where we believe in good faith that the law, a court order or a lawful request from a public authority requires it, or where it is needed to protect the rights, property or safety of our customers, the public or us.
In a business transfer. If FlowSoftware LLC is involved in a merger, acquisition, financing or sale of assets, personal information may be transferred as part of that transaction, and the recipient must continue to protect it as this policy describes.
With your consent or at your direction.

10. Where information is processed

FlowSoftware LLC is based in the United States. We store Customer Data in the United States. Stripe and our other service providers process information under their own policies, which may include processing outside the United States. If you contact us or use the Services from outside the United States, your information will be transferred to the United States.

11. Security

We use administrative, technical and physical safeguards designed to protect personal information and Customer Data against loss, misuse and unauthorized access. The website is served over HTTPS. Access to Customer Data is limited to the people who need it to deliver and support the Services. No method of storing or sending information is completely secure, so we cannot guarantee security.

If we become aware of a security incident that affects your personal information or Customer Data, we will notify you as the law and our agreement with you require.

12. How long we keep information

We keep personal information only as long as we need it for the purposes in this policy. After that, we delete it or make it anonymous.

Server logs: for the period stated in section 4.2.
Email correspondence: for 3 years.
Account and billing records: while you are a customer, and then for 7 years after your account closes, so that we can meet tax, accounting and legal requirements and resolve disputes.
Customer Data: while we provide the Services to you. When the Services end, you can export Customer Data as section 18 of the Terms of Service describes. We then delete it within 60 days after the Services end, unless the law requires us to keep it.
Backups: copies held in backups are deleted as the backups are replaced, within 35 days.

We may keep information for longer where the law requires it, or where we need it to resolve a dispute or investigate misuse.

13. Your privacy rights

Several US states give their residents rights over their personal information. Depending on where you live, you may have some or all of these rights:

to know what personal information we hold about you and how we use and share it, and to get a copy of it in a portable format;
to correct information that is wrong;
to have your information deleted;
to opt out of the sale of personal information, targeted advertising and profiling that leads to decisions with legal or similarly significant effects (we do none of these);
to limit the use of sensitive personal information (we use it only where needed to provide the Services); and
not to be treated differently for using any of these rights.

We honor these requests from anyone, whether or not a state privacy law applies to us or to you.

These rights apply to the information we hold for our own purposes (sections 4, 5 and 7). For Customer Data, see section 6.4.

Because this website does not use cookies, analytics or advertising technology, there is no tracking for a browser privacy signal, such as Do Not Track or Global Privacy Control, to turn off. We do not sell or share personal information in any case.

14. How to make a privacy request

Email support@flowsoftware.ai with "Privacy request" in the subject line, and tell us what you are asking for.

Verification. Before we act, we will ask for enough information to confirm who you are, for example by checking that the request comes from an email address we already hold for you. We use that information only to verify the request.
Authorized agents. Someone you authorize may make a request for you. We may ask for proof of that authority, and may ask you to confirm your identity with us directly.
Response time. We respond within the time that the law that applies to your request requires.
Cost. We do not charge for requests, unless a request is clearly unfounded or excessive and the law allows a charge.
Refusals. We may decline a request where the law allows, for example where we must keep information to meet a legal obligation. If we decline, we will tell you why.
Appeals. You can appeal a decision by replying to it with "Appeal" in the subject line. We will review the appeal and tell you the outcome in writing. If you are not satisfied, you may contact the attorney general or privacy regulator of the state where you live.

15. Children

The website and the Services are for businesses. They are not directed to children, and we do not knowingly collect personal information from anyone under 18. If we learn that we have collected such information, we will delete it.

16. Changes to this policy

We may update this policy. When we do, we will post the new version on this page and change the "Last updated" date at the top. If a change materially affects how we handle customers' personal information or Customer Data, we will also email your account contact before the change takes effect, giving the same notice that section 19.2 of the Terms of Service gives for a material change to those Terms.

17. Contact us

For privacy questions or requests, write to us:

Company: FlowSoftware LLC
Email: support@flowsoftware.ai
Location: California, United States

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