Information we collect
We may collect information you provide directly, such as your name, email address, business details, account information, support requests, and content you submit through our services. We may also collect technical and usage information such as device type, browser, IP address, pages visited, and interactions with our services.
Account and business information
This may include your name, email address, phone number, login and account identifiers, organisation name, business category, business address, team or provider details, account preferences, and communications with our support team.
Digital profile and contact-sharing information
When you use FlowConnect or related profile features, we may process information you choose to publish or share, such as profile photographs, job title, biography, phone and WhatsApp details, email address, website links, location, social-media links, brochures, QR-code destinations, saved contacts, connection history, event information, and follow-up reminders.
Booking and appointment information
When an appointment is created or managed, we may process the customer’s name and contact details, selected location, service and provider, appointment date and time, booking status, availability, reminders, rescheduling and cancellation history, booking notes, and related operational records.
Website and uploaded content
When you build or publish a website, we may process page content, business descriptions, prompts, images, files, logos, forms, domains, configuration settings, generated content, publication records, and information submitted by visitors through enabled website features.
AI conversations and lead information
When you use FlowGPT or another AI-assisted feature, we may process prompts, messages, generated responses, conversation history, lead details, feedback, and associated metadata. Do not submit sensitive personal information unless it is necessary for the feature you are using and you are authorised to provide it.
Payments and billing
We may process plan, subscription, invoice, transaction-reference, payment-status, tax, and billing-history information. Payments may be handled by a third-party payment processor. Where a processor collects payment-card or banking details directly, those details are governed by the processor’s privacy policy and are not intended to be stored by YourFlowBuilder.
Device, usage and diagnostic information
We may collect IP address, browser and device type, operating system, approximate location derived from IP address, referring pages, feature usage, timestamps, identifiers, cookie data, error reports, security events, and performance or diagnostic information.
How we use information
We use information to provide and maintain our services, manage accounts, respond to enquiries, improve product performance, protect against misuse, communicate service updates, and meet legal obligations.
These purposes may include creating and publishing profiles and websites; providing booking, calendar and reminder functions; processing subscriptions and recording payment status; operating AI-assisted conversations and lead workflows; sending requested transactional notifications; personalising account settings; measuring service performance; preventing, detecting or investigating fraud, security incidents and abuse; and enforcing our Terms.
Notifications and communications
We may use contact and booking information to send account messages, appointment confirmations, reminders, cancellation or rescheduling notices, security alerts, service updates, and support communications through email, browser or PWA notifications, WhatsApp links, or other channels enabled by the user or business. Marketing communications, where used, may be opted out of without affecting essential service messages.
Cookies and analytics
We may use cookies and similar technologies to keep the website working, remember preferences, understand usage, and improve the experience. You can control cookies through your browser settings, although disabling some cookies may affect functionality.
Sharing of information
We may share information with service providers that support hosting and infrastructure, authentication, analytics, communications, notifications, payments, security, customer support, AI-assisted functionality, calendar synchronization, website publication, and storage. These providers may process information only as needed to provide their services to us and subject to applicable contractual and legal obligations.
We may also disclose information when required by law; to protect users, the public, or our rights and systems; in connection with a merger, financing, acquisition, reorganisation, or sale of assets; or at your direction. We do not sell personal information.
International data processing
YourFlowBuilder and its service providers may process information in countries other than the country where you live. Where required, we use appropriate contractual or other safeguards intended to protect information transferred internationally.
Data retention and security
We retain information only for as long as reasonably necessary to provide the services and fulfil the purposes described in this policy. Retention may depend on the type of record, account status, operational requirements, dispute resolution, fraud prevention, backup cycles, and legal, tax, accounting, or security obligations. When information is no longer required, we take reasonable steps to delete or de-identify it.
We use reasonable administrative, technical, and organisational safeguards designed to protect information. No online service or storage system can guarantee absolute security.
Your choices and rights
Depending on where you live, you may have rights to access, correct, delete, obtain a copy of, restrict, or object to certain processing of your personal information. You may also withdraw consent, disconnect integrations, manage browser cookies and notification permissions, or opt out of non-essential communications. These rights may be subject to legal exceptions and identity verification.
Privacy requests
To request access, correction, deletion, restriction, or a copy of information associated with your account, email help@flowbuilder.com. Please describe your request and the account or business concerned. We may ask for information necessary to verify your identity and authority.
Third-party links
Our services may link to third-party websites or services. Their privacy practices are governed by their own policies, and we are not responsible for their content or practices.
Children’s privacy
Our services are not intended for children under 13, and we do not knowingly collect personal information from children under 13.
Google Calendar Integration
YourFlowBuilder allows each business booking setup to connect one master/business Google Calendar. Connecting an individual service provider’s Google Calendar is optional.
When Google Calendar is connected, we may access and store:
- The connected Google account email address.
- Calendar ID, calendar name, timezone and basic calendar settings.
- OAuth access and refresh tokens required to maintain the authorised connection.
- Free/busy time ranges used to identify when a provider is unavailable.
- Appointment events created through YourFlowBuilder.
We use this information only to:
- Connect the selected Google Calendar to YourFlowBuilder.
- Check provider availability and help prevent double bookings.
- Create Google Calendar events when appointments are confirmed.
- Update mapped events when appointments are rescheduled.
- Delete mapped events when appointments are cancelled through YourFlowBuilder.
- Identify expired, disconnected or revoked calendar authorisation.
- Diagnose calendar connection and synchronization failures.
For provider availability checks, YourFlowBuilder uses Google FreeBusy information. We do not need event titles, descriptions, attendees or notes to determine whether a provider is busy. FreeBusy results are not cached.
Google OAuth access and refresh tokens are encrypted when stored and are never returned to the frontend.
When a Google Calendar is disconnected:
- Future access and synchronization for that connection stop.
- Stored OAuth access and refresh tokens are cleared.
- Existing Google events may remain unless they were deleted through the supported booking-cancellation flow before disconnection.
- Internal booking and security records may be retained where required to operate the service or meet legal obligations.
YourFlowBuilder’s use and transfer of information received from Google APIs will comply with the Google API Services User Data Policy, including the Limited Use requirements.
Google user data is not:
- Sold to third parties, data brokers or information resellers.
- Used for advertising, retargeting or personalised advertising.
- Used to determine creditworthiness or for lending purposes.
- Used to create, train or improve general-purpose artificial intelligence or machine-learning models.
- Accessed by humans except with the user’s permission, when necessary for security or abuse investigation, when required by law, or where otherwise permitted by Google’s policies.
Users may disconnect Google Calendar through YourFlowBuilder and may also revoke access through their Google Account settings.
To request deletion of Google-related data stored by YourFlowBuilder, email help@flowbuilder.com.
Changes to this policy
We may update this policy from time to time. The updated version will be posted on this page.