Privacy Policy

FlowBotics provides AI automation, voice agents, chatbots, CRM integrations, appointment booking tools, and related services (“Services”). This Privacy Policy explains how we collect, use, process, and protect your information when you interact with our website, platform, and Services.

By accessing or using our Services, you agree to the practices described in this Privacy Policy.

1. Information We Collect

1.1 Personal Information

We may collect the following types of personal information:

• Full name
• Email address
• Phone number
• Business name and business details
• Billing and payment information (processed via third-party providers)
• Communication history with us

1.2 Automatically Collected Information

When you visit our website or use our platform, we may automatically collect:

• IP address
• Device, operating system, and browser type
• Pages visited and actions taken on our website
• Approximate location based on IP
• Cookies, pixels, and similar tracking technologies

1.3 AI & Voice Interaction Data

When you or your customers interact with our AI voice agents or chatbots, we may process:

• Call audio and call recordings (where enabled)
• Transcripts and summaries of conversations
• Chat logs and message history
• Appointment and lead information collected during calls or chats
• AI-generated insights, classifications, and metadata

This data is processed on behalf of our clients to deliver and improve the Services.

1.4 CRM and Integration Data

When our Services are connected to third-party systems such as CRM platforms (for example, GoHighLevel), we may process:

• Customer contact records
• Notes and tags
• Appointment details and pipeline stages
• Form submissions or lead information

We only access and process this data as authorized by the account owner and solely for providing the Services.

2. How We Use Your Information

We use the information we collect to:

• Provide, operate, and maintain our Services
• Configure and run AI voice agents and chatbots for your business
• Sync and manage data with connected CRM or marketing tools
• Improve the performance, accuracy, and reliability of our AI systems
• Respond to support requests and provide customer service
• Send onboarding messages, service updates, and administrative notices
• Process payments, invoices, and subscriptions
• Monitor for fraud, abuse, and security issues
• Comply with legal obligations

We do not sell your personal information.

3. Legal Bases for Processing (GDPR)

For individuals in the European Economic Area (EEA) or United Kingdom, we rely on one or more of the following legal bases:

• Contractual necessity: to provide the Services you have requested.
• Legitimate interests: to improve Services, maintain security, and operate our business.
• Consent: for certain marketing, analytics, or cookie usage.
• Legal obligation: to comply with applicable laws and regulations.

4. Sharing of Information

We may share your information with the following categories of third parties:

4.1 Service Providers

We use trusted third-party providers to help us operate our Services, such as:

• AI and voice processing platforms (e.g., voice engines, transcription services)
• CRM and marketing platforms (e.g., GoHighLevel integrations)
• Email, SMS, and communication tools
• Payment processors and billing platforms
• Hosting providers and cloud infrastructure
• Analytics and monitoring services

These providers are only given access to information as needed to perform their functions and are contractually obligated to protect it and use it only for our specified purposes.

4.2 Legal Requirements

We may disclose information if we believe in good faith that such disclosure is necessary to:

• Comply with applicable laws, regulations, or legal processes
• Respond to lawful requests by public authorities
• Protect our rights, property, or safety, or that of our users or the public

4.3 Business Transfers

If FlowBotics is involved in a merger, acquisition, restructuring, or sale of assets, your information may be transferred as part of that transaction, in accordance with this Privacy Policy.

5. Data Retention

We retain personal information only for as long as necessary to provide the Services, fulfill the purposes described in this Policy, and comply with legal obligations.

Typical retention periods may include:

• Call transcripts and logs: approximately 90–365 days, depending on client settings.
• CRM-related data: as long as your account remains connected or until deleted by you.
• Billing and transaction records: as required by law (often up to 7 years).

You may request deletion of certain data by contacting us, subject to our legal obligations and legitimate business interests.

6. Your Rights (GDPR, CCPA and Similar Laws)

Depending on your location, you may have some or all of the following rights regarding your personal information:

• Right to access the personal data we hold about you
• Right to request correction of inaccurate or incomplete data
• Right to request deletion (“right to be forgotten”)
• Right to object to or restrict certain processing
• Right to data portability
• Right to withdraw consent where processing is based on consent
• Right to opt out of the sale or sharing of personal information (where applicable, e.g., CCPA)

To exercise any of these rights, please contact us at: [email protected].

7. Data Security

We use commercially reasonable technical and organizational measures to protect your information, including encryption in transit (HTTPS), restricted access, and secure hosting environments. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

8. International Data Transfers

Your information may be transferred to and processed in countries outside of your own, including the United States, where data protection laws may differ. Where required, we use appropriate safeguards such as Standard Contractual Clauses (SCCs) or equivalent mechanisms to protect your information.

9. Children’s Privacy

Our Services are not directed to individuals under the age of 13, and we do not knowingly collect personal information from children. If we become aware that a child under 13 has provided personal information, we will take steps to delete it.

10. AI Data Processing and Limitations

Our Services use artificial intelligence and automated systems to process calls, chats, and other interactions. While we strive for high accuracy, AI systems may:

• Misinterpret spoken words or text
• Generate incomplete or incorrect responses
• Miss context or intent in certain conversations

You acknowledge that AI outputs are probabilistic and may not always be error-free. Clients are responsible for reviewing and validating any critical information or decisions based on AI output.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we do, we will revise the “Last Updated” date at the top of this page. Your continued use of the Services after any changes constitutes acceptance of the updated Policy.

12. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us:

FlowBotics
Email: [email protected]
Website: https://flowbotics.cc