Privacy Policy

1. Information We Collect

We collect information you provide directly to us, information we collect automatically when you use our services, and information from third parties.

Information You Provide

• Account registration information (name, email address, phone number, business name)
• Billing and payment information (processed securely by our payment processor)
• Business configuration data (services offered, hours, booking preferences)
• Communications you send us (support requests, feedback, demo requests)

Information Collected Automatically

• Log data (IP address, browser type, pages visited, time spent)
• Device information (hardware model, operating system, unique device identifiers)
• Usage data (features used, interactions with the platform)
• Cookies and similar tracking technologies (see Section 6)

Lead and Customer Data

When our platform processes missed calls and SMS conversations on your behalf, we process contact information (phone numbers, names) and conversation content belonging to your leads and customers. This data is processed as a service provider on your behalf and subject to your instructions.

2. How We Use Your Information

We use the information we collect to:

• Provide, operate, and improve the ClientFlow platform and services
• Process transactions and send related information (confirmations, invoices)
• Send technical notices, updates, security alerts, and support messages
• Respond to your comments, questions, and customer service requests
• Monitor and analyze usage patterns to improve user experience
• Detect, investigate, and prevent fraudulent transactions and abuse
• Comply with legal obligations and enforce our terms
• Send marketing communications (you may opt out at any time)

3. Information Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share your information in the following circumstances:

• Service Providers: We share information with vendors and service providers who perform services on our behalf (payment processing, cloud hosting, SMS delivery, analytics).
• Business Transfers: If ClientFlow is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.
• Legal Requirements: We may disclose information if required by law, subpoena, or other legal process, or if we believe disclosure is necessary to protect rights, property, or safety.
• With Your Consent: We may share information with third parties when you give us explicit consent to do so.

4. Data Retention

We retain your account information for as long as your account is active or as needed to provide services. Lead and conversation data is retained for 12 months by default, configurable in your account settings. Upon account cancellation, your data is retained for 30 days and then permanently deleted, unless we are required to retain it for legal purposes.

5. Data Security

We implement industry-standard security measures to protect your information, including encryption in transit (TLS 1.2+) and at rest (AES-256), access controls, and regular security audits. However, no method of transmission over the Internet or electronic storage is 100% secure. We encourage you to use strong passwords and to notify us immediately if you suspect unauthorized access to your account.

6. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to collect and track information about your use of our platform. Types of cookies we use:

• Essential cookies: Required for the platform to function (authentication, session management)
• Analytics cookies: Help us understand how users interact with the platform
• Preference cookies: Remember your settings and preferences

You can control cookies through your browser settings. Disabling certain cookies may affect platform functionality.

7. Your Rights and Choices

Depending on your location, you may have the following rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information (subject to legal obligations)
• Portability: Request a machine-readable copy of your data
• Opt-out: Unsubscribe from marketing communications at any time via the link in any email

To exercise these rights, contact us at [email protected].

8. Healthcare Data and TCPA Compliance

For customers in the healthcare industry, ClientFlow operates as a Business Associate under HIPAA when processing Protected Health Information (PHI). We sign Business Associate Agreements (BAAs) upon request. All SMS communications facilitated through our platform are subject to TCPA compliance requirements. Businesses using ClientFlow are responsible for obtaining appropriate consent from their contacts prior to initiating automated text messages.

9. Children's Privacy

ClientFlow is not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected personal information from a child under 18, we will take steps to delete that information.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last updated" date. We encourage you to review this policy periodically. Your continued use of ClientFlow after changes are posted constitutes your acceptance of the updated policy.

11. Contact Us

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