Privacy Policy

1. Introduction

FlowGo ("we," "our," or "us") is committed to protecting your privacy and the confidentiality of your business data. This Privacy Policy describes our practices concerning the collection, use, and disclosure of information through our automated accounting document processing platform.

By using FlowGo, you agree to the collection and use of information in accordance with this Privacy Policy. If you do not agree with our policies and practices, please do not use our Service.

2. Information We Collect

2.1 Account Information

When you create a FlowGo account, we collect:

Name and contact information (email address, phone number)
Company or business name
Billing information and payment details
Account credentials (username and encrypted password)
Subscription plan and preferences

2.2 Business Documents and Data

As part of our core service, we process and store:

Invoices, receipts, and financial documents uploaded or sent to your FlowGo channels
Document metadata (dates, amounts, vendor names, invoice numbers)
Data extracted through our AI-powered OCR technology
Client information associated with your multi-client channels
Files stored in your File Vault

2.3 Usage Information

We automatically collect information about how you interact with our Service:

Device information (IP address, browser type, operating system)
Usage data (features accessed, pages viewed, time spent)
API calls and integration activity with third-party accounting software
Email and Telegram collection channel activity
Performance and error logs

2.4 Communications

We collect information when you:

Contact our support team
Respond to surveys or feedback requests
Subscribe to newsletters or marketing communications
Participate in promotions or events

3. How We Use Your Information

We use the information we collect for the following purposes:

3.1 Service Delivery

Provide, operate, and maintain the FlowGo platform
Process and organize your financial documents
Extract data from documents using AI and OCR technology
Sync data with your connected accounting software (AutoCount, QuickBooks)
Store documents securely in your File Vault
Manage multi-client channels and isolated storage

3.2 Account Management

Create and manage your account
Process payments and manage subscriptions
Authenticate users and prevent unauthorized access
Provide customer support and respond to inquiries

3.3 Service Improvement

Analyze usage patterns to improve our AI and OCR accuracy
Develop new features and enhancements
Monitor and analyze service performance
Conduct research and development

3.4 Communications

Send transactional emails (receipts, notifications, updates)
Provide technical and security alerts
Send marketing communications (with your consent)
Respond to your comments and questions

3.5 Legal and Security

Comply with legal obligations and regulations
Protect against fraud, abuse, and security threats
Enforce our terms and conditions
Resolve disputes and investigate complaints

4. Data Processing and AI Technology

FlowGo uses artificial intelligence and optical character recognition (OCR) to automatically extract data from your financial documents. This involves:

Automated Data Extraction: Our AI analyzes documents to identify and extract invoice numbers, dates, amounts, vendor information, and other relevant data
Machine Learning: We may use anonymized data to improve our AI models' accuracy and performance
Human Review: In limited cases, our team may review documents to improve AI accuracy, but only with appropriate security measures in place
Data Validation: You are responsible for verifying the accuracy of extracted data before syncing to your accounting software

5. Data Sharing and Disclosure

We do not sell your personal information or business data. We may share your information only in the following circumstances:

5.1 Third-Party Service Providers

We share information with trusted service providers who assist us in operating our platform:

Cloud Hosting: Data storage and infrastructure providers
Payment Processors: To process subscription payments securely
Email Services: For transactional and marketing emails
Analytics Providers: To understand service usage and performance
Customer Support Tools: To provide technical assistance

All service providers are bound by confidentiality agreements and are prohibited from using your data for any other purpose.

5.2 Accounting Software Integrations

When you connect FlowGo to third-party accounting software (AutoCount, QuickBooks), we share relevant financial data to enable synchronization. This sharing is controlled by you and subject to the third party's privacy policy.

5.3 Legal Requirements

We may disclose your information if required by law or in response to:

Court orders, subpoenas, or legal processes
Government or regulatory requests
Protection of our rights, property, or safety
Investigation of fraud or security issues

5.4 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity. We will notify you of any such change and provide options regarding your data.

5.5 With Your Consent

We may share your information for other purposes with your explicit consent.

6. Data Security

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

6.1 Technical Safeguards

Encryption: Data is encrypted in transit (TLS/SSL) and at rest (AES-256)
Access Controls: Role-based access controls and multi-factor authentication
Secure Infrastructure: Hosting on secure, SOC 2 compliant cloud platforms
Regular Backups: Automated backups with disaster recovery procedures
Monitoring: 24/7 security monitoring and intrusion detection

6.2 Organizational Safeguards

Limited employee access to personal data on a need-to-know basis
Confidentiality agreements with all employees and contractors
Regular security training and awareness programs
Incident response and breach notification procedures

6.3 Client Isolation

Each client's data is stored in isolated File Vaults, ensuring that your clients' documents remain separate and secure from one another.

Important: While we implement robust security measures, no method of transmission or storage is 100% secure. You are responsible for maintaining the confidentiality of your account credentials.

7. Data Retention

We retain your information for as long as necessary to provide our services and comply with legal obligations:

Data Type	Retention Period
Account Information	Duration of account + 30 days after termination
Business Documents	Duration of account + 30 days (unless longer retention required by law)
Extracted Data	Duration of account + 30 days
Billing Records	7 years (or as required by tax regulations)
Usage Logs	90 days (security logs retained for 1 year)
Support Communications	3 years after last interaction

Upon account termination, you may request a copy of your data within 30 days. After the retention period, we will securely delete or anonymize your information.

8. Your Rights and Choices

You have the following rights regarding your personal information:

8.1 Access and Portability

Request a copy of your personal information and business data
Export your documents from the File Vault at any time
Receive your data in a structured, machine-readable format

8.2 Correction and Update

Update your account information through your dashboard
Correct inaccurate or incomplete data
Request correction of extracted data

8.3 Deletion

Delete specific documents or data from your account
Request complete account deletion
Note: Some data may be retained as required by law or for legitimate business purposes

8.4 Objection and Restriction

Object to certain data processing activities
Request restriction of processing in certain circumstances
Opt-out of marketing communications (while continuing to receive transactional emails)

8.5 Withdraw Consent

Withdraw consent for data processing where we rely on consent
Disconnect third-party integrations at any time
Cancel your subscription and terminate your account

To exercise any of these rights, please contact us at founders@flowgoai.com. We will respond to your request within 30 days.

9. Cookies and Tracking Technologies

9.1 What We Use

FlowGo uses cookies and similar tracking technologies to:

Essential Cookies: Required for authentication and security
Functional Cookies: Remember your preferences and settings
Analytics Cookies: Understand how you use our Service
Marketing Cookies: Deliver relevant advertisements (with consent)

9.2 Your Cookie Choices

You can control cookies through your browser settings. However, disabling essential cookies may limit your ability to use certain features of our Service.

10. International Data Transfers

FlowGo operates globally and may transfer your information to countries outside your residence. When we transfer data internationally:

We ensure appropriate safeguards are in place (Standard Contractual Clauses, adequacy decisions)
We comply with applicable data protection laws
We maintain the same level of protection regardless of location

11. Children's Privacy

FlowGo is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child, we will take steps to delete it promptly.

12. GDPR Compliance (European Users)

If you are located in the European Economic Area (EEA), you have additional rights under the General Data Protection Regulation (GDPR):

12.1 Legal Basis for Processing

We process your personal data based on:

Contract Performance: To provide services you've subscribed to
Legitimate Interests: Service improvement, security, fraud prevention
Legal Obligations: Compliance with applicable laws
Consent: Marketing communications and optional features

12.2 Data Protection Officer

For GDPR-related inquiries, you may contact our Data Protection Officer at founders@flowgoai.com

12.3 Supervisory Authority

You have the right to lodge a complaint with your local data protection authority if you believe we have not handled your data appropriately.

13. CCPA Compliance (California Users)

If you are a California resident, you have rights under the California Consumer Privacy Act (CCPA):

13.1 California Privacy Rights

Right to Know: What personal information we collect and how we use it
Right to Delete: Request deletion of your personal information
Right to Opt-Out: Opt-out of the sale of personal information (Note: We do not sell personal information)
Right to Non-Discrimination: We will not discriminate against you for exercising your privacy rights

13.2 Authorized Agent

You may designate an authorized agent to make privacy requests on your behalf. We may require verification of the agent's authority.

14. Third-Party Links and Services

Our Service may contain links to third-party websites and services (such as accounting software). We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies before providing any information.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. When we make material changes, we will:

Update the "Last Updated" date at the top of this policy
Notify you via email or through our Service
Provide you with an opportunity to review the changes
Obtain your consent if required by law

Your continued use of FlowGo after the changes take effect constitutes acceptance of the updated Privacy Policy.

16. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:

FlowGo
Email: founders@flowgoai.com
Subject Line: "Privacy Inquiry"

We will respond to all privacy-related inquiries within 30 days.