Privacy Policy

1. Information We Collect

We collect information you provide directly, including:

• Contact details — name, email address, phone number submitted through our contact, quote, or sign-up forms.
• Account credentials — email address and hashed password when you create an account.
• Business information — company name, industry, project goals, and service preferences.
• Project and billing data — service plans, billing cycle, payment status, and subscription notes managed through our platform.
• Communications — messages you send through our contact or quote forms, and any notes entered into the platform.

We also collect limited technical data automatically, including your IP address, browser type, and session identifiers. We use session cookies for authentication only — we do not use advertising, analytics tracking, or third-party tracking cookies.

2. How We Use Your Information

We use the information we collect to:

• Provide, operate, and improve our platform and services.
• Respond to enquiries, quote requests, and support questions.
• Create and manage your client account and project records.
• Generate AI-assisted drafts (email replies, project updates, billing reminders) on behalf of our clients to send to their own customers.
• Send service-related communications such as billing updates and platform notices.
• Comply with legal obligations.

3. AI Processing

Our platform uses AI tools (including the OpenAI API) to assist with drafting messages, summarising project information, and generating workflow suggestions. When AI features are used:

• Relevant project and customer data may be sent to OpenAI's API for processing.
• We do not use your data to train AI models. OpenAI's data usage is governed by their Privacy Policy.
• AI-generated content is a draft only. Our clients review all outputs before sending to their customers.
• You may disable AI features on a per-client basis through the platform settings.

4. Sharing of Information

We do not sell your personal information. We share data only in these limited circumstances:

• Service providers — cloud hosting, database infrastructure, and AI API providers (OpenAI) necessary to operate the platform. Each is bound by data processing agreements.
• Legal compliance — if required by law, court order, or to protect the rights and safety of our users.
• Business transfers — in the event of a merger, acquisition, or sale of assets, your data may be transferred as part of that transaction.

5. Cookies

We use session cookies strictly for authentication and security purposes. These cookies:

• Are set only when you log in to the platform.
• Are used to keep your session active and secure.
• Are not used for advertising, cross-site tracking, or analytics.
• Are deleted when you log out or when the session expires.

Our public-facing marketing pages do not set cookies unless you initiate a form submission or log-in action.

6. Data Retention

We retain your data for as long as your account is active or as needed to provide services. If you close your account, we will delete or anonymise your personal data within 30 days, except where we are required to retain it for legal or accounting purposes (typically up to 7 years for billing records).

7. Your Rights

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

• Access — request a copy of the data we hold about you.
• Correction — request correction of inaccurate data.
• Deletion — request deletion of your personal data (subject to legal retention requirements).
• Portability — request your data in a portable format.
• Objection — object to certain processing activities.

To exercise any of these rights, email us at contact@aiflowweb.com. We will respond within 30 days.

8. California Privacy Rights (CCPA)

California residents have the right to know what personal information is collected, the right to delete personal information, and the right to opt out of the sale of personal information. We do not sell personal information. To exercise your CCPA rights, contact us at contact@aiflowweb.com.

9. Data Security

We implement industry-standard security measures including encrypted connections (HTTPS/TLS), hashed password storage, and access controls limiting data to authorised users. No method of transmission over the internet is 100% secure. We cannot guarantee absolute security but commit to notifying affected users promptly in the event of a data breach.

10. Children's Privacy

Our platform is intended for business use by adults aged 18 and over. We do not knowingly collect personal information from children under 13. If you believe a child has submitted information to us, contact us and we will delete it promptly.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify registered users by email and update the effective date above. Continued use of the platform after changes are posted constitutes acceptance of the revised policy.

12. Contact Us

If you have questions about this Privacy Policy or how we handle your data, contact us at:
AI Web Workflow Systems
contact@aiflowweb.com
https://aiflowweb.com