Privacy Policy

Last Updated: November 10, 2025

1. Introduction

Welcome to FlowForge - AI Business Workflow Automation. We respect your privacy and are committed to protecting your personal data. This privacy policy explains how we collect, use, disclose, and safeguard your information when you use our AI document processing services.

2. Information We Collect

2.1 Information You Provide

  • Account Information: Name, email address, password, and company details when you register
  • Payment Information: Billing address and payment details (processed securely through our payment provider)
  • Documents: Files and documents you upload for processing
  • Communications: Messages you send us through contact forms or support channels

2.2 Information Automatically Collected

  • Usage Data: Information about how you interact with our service, including pages visited, features used, and time spent
  • Device Information: IP address, browser type, operating system, and device identifiers
  • Cookies: We use cookies and similar tracking technologies (see Section 7)

3. How We Use Your Information

We use your information to:

  • Provide, maintain, and improve our document processing services
  • Process your documents using AI/ML models
  • Manage your account and process payments
  • Send you technical notices, updates, and security alerts
  • Respond to your comments, questions, and support requests
  • Analyze usage patterns to improve our service
  • Detect, prevent, and address technical issues and fraudulent activity
  • Comply with legal obligations

4. Document Processing and AI Models

Your Documents: Documents you upload are processed using Vision Language Models (VLLMs) from third-party providers including Google (Gemini), OpenAI (GPT-4 Vision), and DeepSeek. These documents are:

  • Transmitted securely to AI providers for processing
  • Used solely for your requested document extraction tasks
  • Not used to train AI models (per our agreements with providers)
  • Stored temporarily during processing and deleted based on your retention settings

5. Data Sharing and Disclosure

We may share your information with:

  • Service Providers: Third-party vendors who perform services on our behalf (AI providers, payment processors, hosting providers)
  • Legal Requirements: When required by law, subpoena, or court order
  • Business Transfers: In connection with a merger, acquisition, or sale of assets
  • With Your Consent: When you explicitly authorize us to share your information

We do not sell your personal information to third parties.

6. Data Security

We implement industry-standard security measures including:

  • Encryption of data in transit (TLS/SSL) and at rest
  • Regular security audits and vulnerability assessments
  • Access controls and authentication mechanisms
  • Secure data centers with physical and network security
  • Employee training on data protection practices

However, no method of transmission over the Internet is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.

7. Cookies and Tracking Technologies

We use cookies and similar technologies for:

  • Essential Cookies: Required for authentication and service functionality
  • Analytics Cookies: To understand how you use our service (Google Analytics)
  • Preference Cookies: To remember your settings and preferences

You can control cookies through your browser settings. Note that disabling cookies may affect service functionality.

8. Data Retention

  • Account Data: Retained while your account is active and for a reasonable period thereafter
  • Documents: Retained based on your plan settings and deleted upon request
  • Usage Data: Aggregated data retained for analytical purposes
  • Legal Requirements: Some data may be retained longer to comply with legal obligations

9. Your Rights and Choices

Depending on your location, you may have the right to:

  • Access: Request a copy of your personal data
  • Correction: Request correction of inaccurate data
  • Deletion: Request deletion of your data ("right to be forgotten")
  • Portability: Receive your data in a structured, machine-readable format
  • Objection: Object to certain processing activities
  • Restriction: Request restriction of processing
  • Withdraw Consent: Withdraw consent where processing is based on consent

To exercise these rights, contact us at privacy@example.com

10. International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place for such transfers, including:

  • Standard contractual clauses approved by regulatory authorities
  • Adequacy decisions by relevant data protection authorities
  • Certification mechanisms (e.g., Privacy Shield successors)

11. Children's Privacy

Our service is not directed to individuals under 18. We do not knowingly collect personal information from children. If you believe we have collected information from a child, contact us immediately.

12. Third-Party Links

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

13. California Privacy Rights (CCPA)

California residents have additional rights including:

  • Right to know what personal information is collected, used, and shared
  • Right to delete personal information
  • Right to opt-out of sale of personal information (we do not sell data)
  • Right to non-discrimination for exercising privacy rights

14. European Privacy Rights (GDPR)

If you are in the European Economic Area (EEA), you have rights under GDPR:

  • Legal basis for processing (legitimate interest, contract, consent)
  • Right to lodge a complaint with your supervisory authority
  • Right to withdraw consent at any time
  • Data Protection Officer contact information (if applicable)

15. Changes to This Privacy Policy

We may update this privacy policy periodically. We will notify you of material changes by:

  • Posting the updated policy with a new "Last Updated" date
  • Sending an email notification to registered users
  • Displaying a prominent notice on our website

Continued use of our service after changes constitutes acceptance of the updated policy.

16. Contact Us

If you have questions, concerns, or requests regarding this privacy policy or our data practices, contact us: