When you use the services of Flow Communications, Inc. (“Flow”, “we”, “us”, or “our”), you are trusting us to handle your personal information. We take that trust seriously.
Applicability of this Privacy Policy
This Privacy Policy describes how we handle personal information that we collect through and in connection with our website at flow.inc, our applications and any other products or services that link to this Privacy Policy (the “Services”). This Privacy Policy applies to our website visitors, users of our Services, and other individuals who interact with us.
If you are using the Services as an employee, contractor or other representative of one of our business customers and you have any questions about our privacy practices or would like to exercise any rights with respect to your personal information that we process in connection with our contractual relationship with the applicable customer, please contact the corresponding customer as we only process your personal information in our capacity as a service provider to our customer.
If you are an individual that we contact or otherwise interact with in connection with the products and services we provide to our business customers, this Privacy Policy does not apply to your personal information, which we process solely on our customers’ behalf (collectively, “Customer Data”). In those circumstances, we act as a “service provider”, “processor”, or other equivalent term and processes Customer Data solely for the purpose of providing the relevant products and services to the applicable customer in accordance with the customer agreement between Flow and that customer.
Personal Information We Collect
When you use our Services, we process only the information you elect to submit through your interactions with or otherwise connect to the Services. This may include text you type in prompts, screenshots or images you choose to share, files you upload, and any other content you voluntarily provide as part of your instructions to the Services. Additionally, we also collect the following categories of personal information that you provide to us:
- Contact information, such as your first and last name, email, and phone number.
- Account information, such as the username and password you use to access our Services.
- Payment information needed to complete your transactions with us, including name, payment card information, and billing information. This information is processed by our payment service provider, which may handle your payment information in accordance with its own privacy policy. We do not have access to your full payment card information.
- Communications that we exchange with you, including when you contact us with questions, feedback, or otherwise.
- Visual and audio information, such as photos, videos, or user-generated content that you upload or otherwise provide through the Services.
- Marketing information such as your preferences for receiving our marketing communications and details about your engagement with them.
- Other information not specifically listed here, which we will use as described in this Privacy Policy or as otherwise disclosed at the time of collection.
Where you provide us with the personal information of third parties, such as your colleagues, friends or other contacts, it is your responsibility to inform them about the processing of their personal information in accordance with this Privacy Policy, and to confirm that they have given their permission.
Automatic data collection. We and our service providers may automatically log and combine information about you, your computer or mobile device, and your interactions over time with the Services, online resources, and our communications, such as:
- Device data, including your computer’s or mobile device’s operating system type and version, manufacturer and model, browser type, screen resolution, device type (e.g., phone, tablet), IP address, unique identifiers, language settings, and general location information such as city, state, or geographic area.
- Usage data, including pages, screens and/or features you viewed, accessed and/or used, how long you spent on a page, screen and/or feature, the website you visited before browsing to the Services, navigation paths between pages or screens, information about your activity on a page, screen and/or feature, access times, duration of access, and whether you have opened or otherwise engaged with our communications, such as our marketing emails, or clicked links or files within them.
We use the following tools for automatic data collection:
- Cookies, which are text files that websites store on a visitor’s device to uniquely identify the visitor’s browser or to store information or settings in the browser for the purpose of helping you navigate between pages efficiently, remembering your preferences, enabling functionality, and helping us understand user activity and patterns.
- Local storage technologies, like HTML5, that provide cookie-equivalent functionality but can store larger amounts of data, including on your device outside of your browser in connection with specific applications.
- Web beacons, also known as pixel tags or clear GIFs, which are used to demonstrate that a webpage or email was accessed or opened, or that certain content was viewed or clicked.
Information we obtain from other sources:
- Third Party Integrations. Our Services allow you to connect third-party platforms so that Flow can take actions and retrieve information on your behalf, including but not limited to Slack, Google Workspace, Box, and others. You may disconnect any integration at any time through your account settings. Upon disconnection, we will revoke our access credentials for that integration and cease accessing your data through that service. Disconnection does not automatically delete data we have already collected; to request deletion, please see “Personal information requests” below. With Google specifically, Flow’s use and transfer to any information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
- Social media. We may maintain pages on social media platforms, such as LinkedIn, Instagram, and other third-party platforms. When you visit or interact with our pages on those platforms, you or the platforms may provide us with information through the platform, and we will treat such information in accordance with this Privacy Policy.
- Other sources. We may obtain personal information from other third parties, such as marketing partners, publicly-available sources, and data providers.
How We Use Personal Information
We use personal information for the following purposes or as otherwise described at the time of collection:
To provide our Services. This includes:
- Administering, hosting, and operating our Services;
- Communicating with you and responding to any inquiries you may have; and
- Analyzing your use of our Services to allow us to evaluate and improve the Services.
For research, development, benchmarking, and improving our Services. Flow is an AI-first company that balances maintaining powerful models for the entire user base with privacy preservation. We may use personal information to analyze and improve the Services, identify trends, and operate and expand our business activities. We may also create aggregated, anonymized, or other de-identified statistics, which we may use for lawful business purposes, including for analytics, forecasting, and strategic planning. However, we do not train any large language or other generative AI models using your personal information, unless you have explicitly opted in to such training through your account settings.
For marketing. We or our advertising partners may from time-to-time send you direct marketing emails as permitted by law, including, but not limited to, notifying you of special promotions, offers and events via email. You may opt out of our marketing emails as described in the “Opt out of marketing communications” section below.
For compliance and protection. We may use personal information to comply with legal obligations, including to enforce any applicable terms and conditions, defend against legal claims or disputes, protect the security and integrity of our Services, and identify and investigate fraudulent, harmful, unauthorized, unethical or illegal activity.
How We Disclose Personal Information
We may disclose personal information to the following individuals or entities and as otherwise described in this Privacy Policy or at the time of collection:
Service providers. Companies and individuals that provide services on our behalf or help us operate the Services or our business (such as hosting, information technology, customer support, email delivery, analytics services, and third-party providers of AI technologies, who will use your personal information strictly to support our Service). We do not permit such third-party providers of AI technologies to use your personal information to develop, improve, or train their AI technologies for the benefit of their other customers.
Professional advisors. Professional advisors, such as lawyers, auditors, bankers, and insurers, where necessary in the course of the professional services that they render to us.
Authorities and others. Law enforcement, government authorities, and private parties, as we believe in good faith to be necessary or appropriate for the compliance and protection purposes described above.
Business transferees. Acquirers and other relevant participants in business transactions (or negotiations for such transactions) involving a corporate divestiture, merger, consolidation, acquisition, reorganization, sale or other disposition of all or any portion of the business or assets of, or equity interests in, our business (including, in connection with a bankruptcy or similar proceedings).
Your Privacy Rights and Choices
Access or update your information. If you have registered for an account with us, you may review and update certain personal information in your account profile by logging into the account.
Opt out of marketing communications. You may opt out of marketing-related communications – both emails and texts – by following the opt-out or unsubscribe instructions in the communications you receive from us or by contacting us as provided in the “How to Contact Us” section below. You may continue to receive Services-related and other non-marketing communications.
Personal information requests. We offer you choices that affect how we handle your personal information. Depending on your location and the nature of your interactions with our Services, you may request the following in relation to personal information:
- Information about how we have collected and used personal information. We have made this information available to you without having to request it by including it in this Privacy Policy.
- Access to a copy of the personal information that we have collected about you. Where applicable, we will provide the information in a portable, machine-readable, readily usable format.
- Correction of personal information that is inaccurate or out of date.
- Deletion of personal information that we no longer need to provide the Services or for other lawful purposes.
- Appeal our denial of your personal information request by contacting us as set out in the “How to Contact Us” section below.
To make a request, please email us or write to us as provided in the “How to Contact Us” section below. We may ask for specific information from you to help us confirm your identity. You are entitled to exercise the rights described above free from discrimination.
Limits on your privacy rights and choices. In some instances, your choices may be limited, such as where fulfilling your request would impair the rights of others, our ability to provide a service you have requested, or our ability to comply with our legal obligations and enforce our legal rights. If you are not satisfied with how we address your request, you may submit a complaint by contacting us as provided in the “How to Contact Us” section below.
Other Sites and Services
Our Services may contain links to websites and other online services operated by third parties. In addition, our content may be integrated into web pages or other online services that are not associated with us. These links and integrations are not an endorsement of, or representation that we are affiliated with, any third party. We do not control websites or online services operated by third parties, and we are not responsible for their actions. This Privacy Policy does not apply to such third-party sites or services.
Security
We use reasonable organizational, technical, and administrative measures designed to protect against unauthorized access, misuse, loss, disclosure, alteration, and destruction of personal information we maintain. Unfortunately, data transmission over the Internet cannot be guaranteed as completely secure. Therefore, while we strive to protect your personal information, we cannot guarantee the security of personal information. Where Flow stores authorization credentials (such as OAuth tokens) for connected integrations, we protect those credentials using industry-standard encryption at rest and in transit, and we revoke stored credentials promptly upon your disconnection of the relevant integration.
Retention of Personal Information
Where required under applicable laws, we retain personal information only for as long as is necessary to fulfil the purposes for which it was collected and processed, in accordance with our retention policies, and in accordance with applicable laws and regulatory obligations.
To determine the appropriate retention period for personal information, we consider the amount, nature, and sensitivity of the personal information, the potential risk of harm from unauthorized use or disclosure of personal information, the purposes for which we use personal information and whether we can achieve those purposes through other means, and the applicable legal and regulatory requirements.
Children’s Privacy
Our Services are not intended for use by children under 18 years of age. If we learn that we have collected personal information through our Services from a child under 18 without the consent of the child’s parent or guardian as required by law, we will delete it.
Changes to This Privacy Policy
We reserve the right to modify this Privacy Policy at any time. Where we do so, we will update the date of this Privacy Policy and post it on the Services. If we make material changes to this Privacy Policy, we will let you know.
How to Contact Us
If you have any questions or comments about this Privacy Policy, our privacy practices, or if you would like to exercise your rights with respect to your personal information, please email us at support@flow.inc.