Privacy Policy

FlowSync provides software that businesses use to communicate with and provide services to their customers. When you interact with a business that uses FlowSync, that business may determine how your information is collected and used in connection with the services it provides to you.

In many circumstances: the business you contacted is the party responsible for determining why and how your information is processed; FlowSync processes information on behalf of that business to provide the Services; and the business may be responsible for responding to certain privacy requests concerning information it controls.

For example, if you call an HVAC company using FlowSync, the HVAC company may provide your information to FlowSync so that FlowSync can answer the call, schedule an appointment, send a quote, or otherwise facilitate the service you requested. If you have questions about how a particular business uses your information, we recommend contacting that business directly.

Depending on how you interact with FlowSync or a FlowSync-powered business, we may collect the following categories of information.

Personal Information: This may include name; telephone number; email address; service address; billing address; property information; account information; customer preferences; and other information you voluntarily provide.

Call and Communication Data: If you communicate with a FlowSync-powered business by telephone, we may process call recordings; call transcripts; caller telephone number; call duration; call date and time; call routing information; call summaries; information extracted from conversations; and other information contained in or associated with the communication. If you use the live chat widget on our website, chat messages and related information may be recorded using a cloud-based customer support service.

Service Data: Depending on the services requested, we may process service requests; appointment information; job descriptions; technician notes; estimates and quotes; invoices; payment-related information; photographs; documents; electronic signatures; service history; and other information provided in connection with a service request.

Payment Information: Payments may be processed through third-party payment processors, including Stripe. FlowSync does not intentionally store complete payment card numbers or payment security codes when payment processing is handled directly by a payment processor. Payment information may be subject to the privacy policies and terms of the applicable payment processor.

Account and Business Information: For FlowSync business customers and users, we may collect name; business name; business address; email address; telephone number; login credentials; role and permissions; billing information; subscription information; and information necessary to administer the account.

Usage and Technical Information: We may automatically collect information about how the Services are accessed and used, including IP address; browser type; operating system; device type; device identifiers; cookies; session information; referring pages; pages viewed; features used; actions taken; session duration; crash reports; diagnostic information; security logs; and other technical information.

Location Information: Certain FlowSync features may process location-related information, including information associated with field-service operations, routing, mileage, dispatching, or technician devices. The availability and type of location information collected depends on the features enabled by the business using FlowSync and the permissions provided by the applicable device or user.

FlowSync does not intentionally request or collect highly sensitive information unless it is necessary for a specific service or is provided to us by a business customer in connection with its use of the platform. Examples may include: Social Security numbers; driver's license numbers; passport numbers; biometric identifiers; financial account credentials; or other highly sensitive information.

Customers should not intentionally enter sensitive information into FlowSync unless the applicable feature is specifically designed to process that information. If a business customer provides sensitive information to FlowSync, FlowSync may process that information as necessary to provide the Services and in accordance with applicable contractual and legal requirements.

We use cookies and similar technologies to: operate our website and Services; maintain user sessions; remember preferences; analyze website and platform usage; improve performance; maintain security; troubleshoot problems; and understand how users interact with our Services.

You may control cookies through your browser settings. Disabling certain cookies may affect the functionality of the Services. If we use third-party analytics or advertising technologies, such as Google Analytics, Microsoft Clarity, Meta Pixel, LinkedIn Pixel, or similar technologies, those providers may collect information through cookies or similar technologies subject to their own privacy policies. We will update this Privacy Policy if our use of significant tracking or advertising technologies materially changes.

We may use information to: provide and operate the Services; process and respond to inbound calls; generate call summaries and transcripts; schedule appointments; route service requests; manage customer records; facilitate quotes and estimates; facilitate invoices and payments; send transactional communications; provide customer support; authenticate users; maintain account security; detect and prevent fraud or abuse; troubleshoot technical problems; maintain and improve the platform; monitor and analyze platform performance; comply with legal obligations; enforce our agreements; protect our rights, property, users, and Services; and perform other purposes disclosed at the time information is collected or otherwise permitted by law.

FlowSync uses artificial intelligence and machine-learning technologies to provide certain features of the Services. Depending on the features enabled, AI may be used to: answer and route calls; transcribe conversations; summarize calls; extract information from conversations; schedule appointments; generate or assist with customer communications; identify relevant information from service requests; provide business insights; and perform other automated functions.

AI-generated information may contain errors or inaccuracies. FlowSync does not represent that AI-generated information will always be accurate, complete, or appropriate for a particular purpose.

AI Service Providers: Certain AI functionality may be provided using third-party AI technology providers. These providers may process information such as call audio; transcripts; text; customer information; and other information necessary to provide the requested AI functionality. FlowSync selects service providers that are appropriate for the applicable Services and requires applicable providers to handle information in accordance with contractual requirements and applicable law.

AI Training and Model Improvement: FlowSync may use appropriately protected information, including aggregated or de-identified information, to analyze and improve the Services and AI functionality. FlowSync does not sell Customer Data or use Customer Data for unrelated advertising purposes. FlowSync does not permit third-party AI providers to use Customer Data for their own independent marketing purposes. Where Customer Data is used to improve FlowSync's AI functionality, FlowSync will apply appropriate safeguards and will use such information only as permitted by applicable agreements, disclosures, and law.

Certain FlowSync features may record, transcribe, analyze, or summarize telephone calls. Call recordings and transcripts may be used to: provide requested services; create call summaries; schedule appointments; route service requests; improve customer service; troubleshoot issues; maintain security; investigate disputes; and comply with legal obligations.

Call recording and recording-consent laws vary by jurisdiction. The business using FlowSync is responsible for providing any notices and obtaining any consents required by applicable law before using FlowSync's call recording or transcription features. Where required, FlowSync or the applicable business may provide an automated or recorded disclosure at the beginning of a call.

By continuing a call after receiving a legally required notice, you may be providing consent to recording or transcription where permitted by applicable law.

FlowSync may send transactional SMS messages on behalf of businesses using the platform. These messages may include: appointment confirmations; appointment reminders; call follow-up information; quote or estimate links; invoice links; payment-related notifications; service updates; and post-service review requests. FlowSync does not use the SMS program described in this Privacy Policy to send general promotional or marketing messages.

SMS Consent: The business using FlowSync is generally responsible for obtaining any legally required consent before sending SMS communications to its customers.

Opt Out: You may opt out of FlowSync SMS communications at any time by replying STOP to a FlowSync message. After receiving a valid opt-out request, FlowSync will process the request and stop sending messages through the applicable SMS program, except where permitted or required by law or where necessary to confirm the opt-out.

Help: For assistance, reply HELP to a FlowSync SMS message or contact us at support@flowsyncsoftware.com.

Message Frequency: Message frequency varies depending on your interactions with the business and the status of your service request.

Message and Data Rates: Standard message and data rates from your wireless carrier may apply. Wireless carriers are not liable for delayed or undelivered messages.

FlowSync does not sell or rent personal information. We may disclose information in the following circumstances.

Business Customers: We share information with the FlowSync-powered business that you contacted or with whom you have an existing service relationship. That business may use the information to: provide requested services; communicate with you; schedule appointments; provide estimates and quotes; issue invoices; process payments; maintain customer records; and otherwise manage its relationship with you.

Service Providers and Subprocessors: We may share information with trusted third-party service providers that help us operate the Services. These may include providers for: payment processing; telecommunications and SMS delivery; AI and call processing; email delivery; cloud hosting; database infrastructure; security; analytics; monitoring; customer support; and other technical services. Our current or representative service providers may include: Stripe; Twilio; Vapi; Resend; Amazon Web Services; Sentry; and AI technology providers such as OpenAI, Anthropic, Google, or other providers. These providers receive information reasonably necessary to perform the services they provide to FlowSync.

Legal Requirements: We may disclose information when reasonably necessary to: comply with a law, regulation, subpoena, court order, or legal process; protect the rights, property, or safety of FlowSync; protect our customers or users; investigate fraud or abuse; enforce our agreements; or respond to a governmental or regulatory request.

Business Transactions: If FlowSync is involved in a merger, acquisition, financing, restructuring, sale of assets, bankruptcy, or similar transaction, personal information and business information may be transferred as part of that transaction, subject to applicable law.

FlowSync does not sell or rent mobile telephone numbers or SMS consent information. We do not share mobile opt-in information or messaging consent information with third parties or affiliates for their own marketing or promotional purposes. SMS consent information is used to facilitate the transactional communications described in this Privacy Policy and to maintain compliance with applicable messaging requirements.

We use administrative, technical, and physical safeguards designed to protect personal information. Depending on the applicable system and service, safeguards may include: encryption in transit; encryption at rest where supported; role-based access controls; authentication controls; logging and monitoring; access restrictions; security testing and monitoring; and other reasonable safeguards.

No method of transmitting or storing information over the internet is completely secure. Accordingly, while we take reasonable measures to protect information, we cannot guarantee absolute security. The FTC recommends that businesses maintain security practices appropriate to the information they possess and limit collection and retention of information to legitimate business needs.

We retain personal information for as long as reasonably necessary to: provide the Services; maintain business and customer relationships; comply with legal obligations; resolve disputes; enforce agreements; prevent fraud and abuse; maintain security; or fulfill other legitimate business purposes. Retention periods vary depending on the type of information and the purpose for which it was collected.

Call Recordings and Transcripts: Call recordings and transcripts are retained only as long as reasonably necessary for the applicable business purpose, service operation, security, dispute resolution, legal obligations, or contractual requirements. Retention periods may also be determined by the FlowSync-powered business using the Services.

Deleted Information: When information is deleted, it may remain temporarily in backups or archival systems before being permanently deleted or overwritten through normal backup processes.

Depending on where you live and which privacy laws apply, you may have rights concerning your personal information. These rights may include: the right to know what personal information is collected; the right to access personal information; the right to request correction of inaccurate information; the right to request deletion; the right to obtain a copy of certain information; the right to opt out of certain uses or disclosures; the right to appeal certain privacy decisions; and the right to receive equal treatment for exercising applicable privacy rights.

Certain rights are subject to legal exceptions and limitations. If your information is controlled by a FlowSync-powered business, we may refer your request to that business or assist the business in responding to your request as required by applicable law.

Residents of certain U.S. states may have additional privacy rights under applicable state privacy laws. Depending on the applicable law and whether the requirements apply to FlowSync, these may include residents of states such as California, Colorado, Connecticut, Delaware, New Jersey, Oregon, Texas, Utah, Virginia, and other states that enact applicable privacy legislation.

California residents may have additional rights under the California Consumer Privacy Act and related amendments, including rights concerning access, deletion, correction, and certain opt-outs. Because state privacy laws contain different thresholds, exemptions, definitions, and requirements, not every right necessarily applies to every FlowSync user or customer.

To submit a privacy request, contact support@flowsyncsoftware.com. We may need to verify your identity before processing certain requests.

FlowSync does not sell personal information. FlowSync also does not share personal information for cross-context behavioral advertising purposes as those terms may be defined under applicable state privacy laws. If our practices change in the future, we will update this Privacy Policy and provide any disclosures or choices required by applicable law.

FlowSync is a business-oriented platform and is not directed to children. FlowSync does not knowingly collect personal information directly from children under 13. If we become aware that we have collected personal information directly from a child under 13 without appropriate authorization, we will take reasonable steps to delete the information as required by applicable law.

FlowSync primarily operates in the United States. Information may be stored and processed in the United States and may be processed by service providers located in other jurisdictions. If you access FlowSync from outside the United States, your information may be transferred to and processed in the United States or other jurisdictions where data protection laws may differ from those in your location. Where required by applicable law, FlowSync will implement appropriate safeguards for international data transfers.

If FlowSync becomes aware of a security incident involving personal information, we will investigate and take reasonable steps to contain and remediate the incident. Where notification is required by applicable law, we will provide notice to affected parties, regulators, or other appropriate persons within the time and manner required by law. Where FlowSync processes information on behalf of a business customer, FlowSync may notify that business customer and coordinate with it regarding applicable notification obligations.

Depending on the Services you use, you may be able to: update account information; request access to personal information; request deletion; request correction; unsubscribe from non-transactional emails; opt out of SMS by replying STOP; manage certain cookie preferences through your browser; and contact us regarding applicable privacy rights.

To exercise applicable rights, contact support@flowsyncsoftware.com.

FlowSync may contain links to third-party websites, applications, or services. FlowSync is not responsible for the privacy practices of third parties that operate those websites or services. We encourage you to review the privacy policies of third-party services before providing them with personal information. Third-party services integrated with FlowSync may have their own terms and privacy policies.

We may update this Privacy Policy periodically to reflect changes in our Services, technology, business practices, or legal requirements. When we make changes, we will update the "Effective Date" at the beginning of this Privacy Policy. For material changes, we may provide additional notice through the Services, by email, or by other reasonable means where appropriate. Where applicable law requires additional notice or consent, we will provide it.

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

FlowSync Software

Email: support@flowsyncsoftware.com

Website: https://flowsyncsoftware.com

Privacy Policy: https://flowsyncsoftware.com/privacy

Terms & Conditions: https://flowsyncsoftware.com/terms