Privacy Policy

Flowize ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our lead management platform and related services (SMS, call forwarding, and payments via third-party providers).

1. Information We Collect

1.1 Personal Information

We collect information that you provide directly to us, including:

  • Account Information: Name, email address, phone number, password, and business information when you register for an account.
  • Business Information: Company name, business address, website URL, and contact details.
  • Payment Information: Payment and billing details (processed securely through Stripe; we do not store full card numbers).
  • Communications: Information you provide when you contact us for support or other inquiries.

1.2 Lead Data (Tenant Accounts)

When you use our services as a tenant (business account), we process lead information on your behalf, including:
  • Lead names, email addresses, and phone numbers
  • Appointment schedules and communication history
  • SMS and call logs (messages you send to leads and replies; calls forwarded to you)
  • AI voice call recordings, transcripts, call summaries, and call duration data
  • Source tracking data (UTM parameters, referrers)

1.3 Automatically Collected Information

We automatically collect certain information when you use our platform:

  • Device Information: IP address, browser type, operating system, and device identifiers.
  • Usage Data: Pages visited, features used, time spent on the platform, and click patterns.
  • Cookies and Tracking: We use cookies and similar technologies to enhance your experience.

2. How We Use Your Information

We use the collected information for the following purposes:

  • Service Delivery: To provide, maintain, and improve our lead management services.
  • Communication: To send you service-related notifications, updates, and marketing communications (with your consent).
  • SMS Services:
    • (a) To send you service-related SMS (e.g. new lead alerts) from our system number;
    • (b) to send SMS to your leads from your provisioned phone number and to deliver lead replies to you.
  • SMS Content: By submitting a phone number on Flowize landing pages or during account signup, users agree to receive transactional SMS notifications. Message & data rates may apply. Users may opt out at any time by replying STOP. No mobile information, including phone numbers and SMS opt-in data, will be shared with third parties or affiliates for marketing or promotional purposes. Mobile information may only be shared with service providers (such as Twilio) solely for the purpose of delivering the SMS services described in this policy.
  • AI Voice Call Content: By submitting a phone number and providing consent on Flowize-powered landing pages, leads may receive automated phone calls using AI-generated voice technology to follow up on their inquiry. These calls may be recorded and transcribed to provide call summaries to the business. Users may opt out of voice calls by requesting so during any call. No voice call data, including recordings, transcripts, or phone numbers, will be shared with third parties or affiliates for marketing or promotional purposes. Voice call data may only be shared with service providers (such as Twilio and Vapi AI) solely for the purpose of delivering the AI voice call services described in this policy.
  • Call Forwarding: To route incoming calls from leads to your designated business phone number via our telephony provider.
  • AI Voice Calls: To initiate automated outbound phone calls to leads who have submitted a contact form and provided consent. These calls use AI-generated voice technology (powered by third-party AI services) to qualify leads on your behalf. Calls may be recorded and transcribed for quality purposes and to provide call summaries in your dashboard. AI voice call data includes: call recordings, transcripts, structured qualification summaries, call duration, and lead temperature scoring. This data is stored in your account and accessible only to you. Lead phone numbers and call data are shared with our AI voice provider solely for the purpose of making and analyzing the call.
  • Analytics: To analyze usage patterns and improve our platform.
  • Security: To detect, prevent, and address technical issues and security threats.
  • Legal Compliance: To comply with applicable laws and regulations.

3. Information Sharing and Disclosure

We may share your information in the following circumstances:

3.1 Service Providers

We work with third-party service providers who assist us in operating our platform:

  • Twilio: For SMS (sending messages to you and, on your behalf, to your leads; receiving lead replies) and for voice/call forwarding from leads to your phone.
  • Vapi AI: For AI-powered voice calls to leads on your behalf, including call orchestration, speech-to-text transcription, AI conversation processing, and call analysis. Vapi AI processes lead phone numbers, call audio, and conversation data solely for the purpose of conducting and analyzing the voice call.
  • Stripe: For subscription and payment processing (we do not store your full payment card details).
  • Cloud Hosting: For data storage and infrastructure.
  • Analytics Providers: For platform usage analysis (where applicable).

3.2 Legal Requirements

We may disclose your information if required by law, court order, or government request, or to protect our rights, privacy, safety, or property.

3.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of the transaction.

4. Data Security

We implement industry-standard security measures to protect your information:

  • SSL/TLS encryption for data in transit
  • Encrypted data storage at rest
  • Regular security audits and vulnerability assessments
  • Access controls and authentication mechanisms
  • Employee training on data protection

5. Data Retention

We retain your information for as long as your account is active or as needed to provide services. After account termination:

  • Account data is retained for 30 days before permanent deletion
  • Billing records are retained as required by law (typically 7 years)
  • Anonymized analytics data may be retained indefinitely
  • AI voice call recordings are retained for 90 days, after which they are automatically deleted. Call transcripts and summaries are retained as long as the associated lead record exists in your account.

6. Your Rights and Choices

You have the following rights regarding your personal information:

  • Access: Request a copy of your personal data
  • Correction: Update or correct inaccurate information
  • Deletion: Request deletion of your personal data
  • Export: Receive your data in a portable format
  • Opt-out: Unsubscribe from marketing communications
  • Restrict Processing: Limit how we use your data

To exercise these rights, contact us at support@flowize.app.

7. California Privacy Rights (CCPA)

California residents have additional rights under the California Consumer Privacy Act:

  • Right to know what personal information is collected
  • Right to know if personal information is sold or disclosed
  • Right to say no to the sale of personal information
  • Right to equal service and price

We do not sell personal information to third parties.

8. International Data Transfers

Your information may be transferred to and processed in the United States. By using our services, you consent to this transfer. We ensure appropriate safeguards are in place for international data transfers.

9. Children's Privacy

Our services are not intended for individuals under 18 years of age. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

10. Third-Party Links

Our platform may contain links to third-party websites. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by:

  • Posting the updated policy on our website
  • Sending an email notification
  • Displaying a notice in our platform

12. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us:

Flowize
Email: support@flowize.app
Address: 1209 Mountain Road Pl NE #8028, Albuquerque, NM 87110, United States

For data protection inquiries, you may also contact our Data Protection Officer at support@flowize.app.