Privacy Policy

FlowGuide Privacy Policy
1. The Basics
1.1. Who We Are
1.1.1. We, FlowGuide (“we,” “us,” “our”), provide a platform that enables our customers, their personnel, and their potential customers (buyers) to create collaborative workspaces, manage sales processes, and facilitate efficient sales cycle management.
1.1.2. If you have questions about our company or about this Privacy Policy, or if you wish to exercise any of your rights, please contact us at help@flowguide.io.
1.1.3. Our Role: Controller and Processor. Certain data protection laws, including those in the EU, differentiate between a party that determines why and how personal data is processed (the “controller”) and a party that processes personal data solely on the controller’s behalf and according to its instructions (the “processor”). We act as a controller for the processing described in this Privacy Policy. However, in certain contexts—such as where we process data on behalf of our customers—we may act as a processor. Please see Section 2 for more details on personal data we collect as a processor.
1.2. Definitions and Recommendations
1.2.1. “Services” means our platform that allows our customers and their personnel to create collaborative workspaces, manage the sales process, and interact with buyers.
1.2.2. “Personal data” is any information that is defined as personal data under applicable law. This includes information that identifies you directly or indirectly, such as IP addresses or cookie identifiers.
1.2.3. “You” refers to visitors to our website, job applicants, event participants, and anyone using our platform—including our customers’ personnel and their buyers—each as applicable.
1.2.4. This Privacy Policy should be read together with our Terms of Service, which you can find at https://flowguide.io/terms. We recommend reviewing this Privacy Policy periodically, as well as reviewing your preferences within our platform.
1.3. A Note on Legal Bases
Certain jurisdictions only permit the processing of personal data where a legal basis applies. Under the EU General Data Protection Regulation (“GDPR”), possible legal bases include (but are not limited to):
Your consent;
Processing necessary to perform a contract;
Processing necessary to fulfill our legal obligations;
Processing necessary based on a legitimate interest.
Where we are a controller, we collect and process data only where we have established a valid legal basis. Details on our legal bases are provided in the relevant sections below.
2. Personal Data We Collect as a Processor
In providing our services to customers, we sometimes process personal data of:
(a) our customers’ personnel,
(b) our customers’ buyers, or
(c) individuals in the calendar or contact list of our customers’ personnel, where access is granted as described below.
In these scenarios, we act as a processor, and our customer is the controller. We process such data on behalf of that customer according to its instructions. We may share this data with the customer as instructed. To learn more or to exercise privacy rights about this data, please contact the respective customer directly.
2.1. Registered Customer Personnel
If you have a registered account as one of our customer’s personnel, we may process the following personal data about you on behalf of (and per instructions from) the customer:
Registration Data: such as your name, email address, company, job title, profile image, or details from a third-party login.
Content You Provide: e.g., posts, images, photos, videos, documents, sales or marketing materials.
Automatically Collected Data: including IP addresses, browsing history, or cookie data.
2.2. Buyers of Our Customers
If you are a buyer of our customer, we initially process your email address (provided by that customer) to send you an invitation to use the platform. You can use the platform as a guest or choose to register. When you use the platform, we collect any content you provide (posts, images, photos, videos, documents) and some data automatically (IP addresses, browsing history, cookie data). If you choose to register, we also collect registration data (name, email address, company, job title, profile image, or details from a third-party login).
3. Personal Data We Collect as a Controller, How We Use It, and Why
We describe below which personal data we collect when acting as a controller, how we use it, and our reason (legal basis) for using it. Providing personal data is not compulsory, but if you do not provide certain data, we may be unable to deliver certain services or functionalities.
3.1. Website Visitors
3.1.1. Demo Booking Form Information
If you contact us via a demo booking form, we collect the information you submit (e.g., name, email, phone number, company, job title, and the message content).
How We Use This Data: We may use it to respond to your inquiry, organize a demo, communicate with you, and send promotional materials we believe could be relevant.
Legal Basis:
Performance of a contract (responding to your inquiry), and
Our legitimate interest in business growth (sending promotional materials).
3.1.2. Activity and System Data (Cookies)
When you visit our site, we automatically collect data about your device (e.g., IP address, device ID, browsing history, and site usage information). For more on the cookies we use and how to manage them, see Section 10.
How We Use This Data:
Produce aggregated analytics on site usage and improve our site and services;
Prevent fraud and protect site security;
Provide you with ads based on your preferences and interests (where permitted).
We often use Google Analytics to help analyze this data; see https://policies.google.com/technologies/partner-sites for more details.
Legal Basis:
Your consent, which can be withdrawn at any time (subject to a brief processing period).
3.2. Job Applicants
If you apply for a job with us, we collect information you submit during the application process (e.g., name, contact details, CV/resume, and any additional materials you provide).
How We Use This Data:
Process job applications and communicate with you regarding scheduling;
Manage and analyze recruitment campaigns to improve our hiring practices.
Legal Basis: Our legitimate interest in identifying and assessing potential candidates.
3.3. Event Participants
We occasionally host events (webinars, workshops, etc.). When you sign up and participate, we collect your name, email, phone, job title, company, and other relevant info.
How We Use This Data:
Plan and coordinate the event;
Send reminders and updates about the event;
Collect your feedback to improve future events and our services;
With your consent, send marketing info about future events.
Legal Basis:
Performance of a contract (organizing the event and managing attendance);
Legitimate interest (soliciting feedback and improving services);
Consent (sending marketing materials, which can be withdrawn at any time by contacting help@flowguide.io).
4. Our Marketing Activities
We may use collected personal data for marketing and advertising. We endeavor to keep our marketing efforts reasonable and proportionate. Below is how you can control any marketing content you receive.
4.1. Email Marketing and Service Communications
4.1.1. Newsletters and Marketing Material
We send you newsletters or marketing content about our products/services if you have provided your consent. You can withdraw this consent at any time by emailing help@flowguide.io. With your permission, we might also send you third-party promotional materials. You can stop such emails at any time by contacting help@flowguide.io.
4.1.2. Unsubscribe
You can unsubscribe from marketing emails by clicking the “unsubscribe” link in our messages or emailing help@flowguide.io with your request.
5. Sharing the Personal Data We Collect
We share personal data in the following ways:
5.1. Affiliates
We may share personal data with our affiliates as necessary to provide services and to manage our business.
5.2. Service Providers
We use various third-party service providers (subject to confidentiality obligations) and may share relevant personal data with them. Examples include:
Type of ServiceDescriptionPersonal Data Shared
Cloud ComputingProviders that offer server space to store our files/programs. All personal data may be stored on these servers.
Customer Relationship Management (CRM)Tools to track and manage customer info, including contacts.Name, company, job title, email, phone number
Email MarketingVendors that send marketing emails on our behalf. Name and email address
Analytics ProvidersTools used for site analytics and usage metrics. IP addresses, cookie data, device/browser info
Online AdvertisingServices that help place our ads on other sites/apps. IP addresses, cookie data, device/browser info
Data Enrichment ServicesThird parties that provide enhanced data on potential leads. Contact details (e.g., name, email, phone)
5.3. Change of Ownership
In the event of a proposed or actual merger, acquisition, or asset sale, we may share personal data with relevant parties as part of the transaction negotiations. In such cases, personal data remains subject to this Privacy Policy unless otherwise stated.
5.4. Law Enforcement Related Disclosure
We may share personal data with government entities or other relevant authorities if we believe it is necessary to:
Protect our rights, property, or safety (or that of others);
Comply with a legal obligation, court order, or regulatory request; or
Enforce our Terms of Service or other agreements.
6. International Transfers
Our affiliates and service providers may be located in countries outside your own. When transferring data internationally, we do so in accordance with applicable laws and take measures to secure personal data.
6.1. Transfers from the EU
If you are in the EU, when sharing personal data with third parties outside the European Economic Area (“EEA”), we use safeguards such as:
6.1.1. Adequacy Decisions: We may rely on the European Commission’s determination that certain jurisdictions provide an adequate level of data protection.
6.1.2. Standard Contractual Clauses: When transferring data to countries lacking an adequacy decision, we use specific contracts approved by the European Commission (SCCs). We also implement extra measures (e.g., technical safeguards) where needed.
6.1.3. For more information about these measures, contact help@flowguide.io.
7. Security
We prioritize the security of your personal data and employ reasonable measures to protect it from unauthorized access, loss, or misuse. However, no method of transmission or storage can guarantee absolute security. Our measures include:
7.1. Technical Measures: We use secure servers, firewalls, antivirus software, and data encryption (TLS/SSL) both in transit and at rest.
7.2. Access Control: Only authorized personnel who need access (e.g., developers, account managers) can access personal data. Permissions are regularly reviewed and revoked immediately after employment ends.
7.3. Internal Policies: We maintain and regularly update privacy-related and information security policies.
7.4. Personnel: We require employees to sign confidentiality agreements in line with applicable laws and industry best practices.
7.5. Standards and Certifications: We adhere to industry-standard security frameworks (e.g., SOC 2 Type II, if applicable).
7.6. Database Backup: We regularly back up and verify our databases. Backups are encrypted and securely stored.
8. Your Rights – How to Control Our Use of Your Personal Data
Depending on the laws in your jurisdiction, you may have certain legal rights over your personal data. To exercise any applicable rights, contact us at help@flowguide.io. We may request reasonable evidence of your identity before fulfilling your request.
8.1. Right of Access
You may have the right to know which personal data we hold about you. We may charge a fee if allowed by law. If we cannot provide certain information, we will explain why. (See GDPR Article 15.)
8.2. Right to Correct Personal Data
You may request that we update or correct inaccurate or outdated personal data about you. (See GDPR Article 16.)
8.3. Deletion of Personal Data (“Right to Be Forgotten”)
If you are in the EU, you may request that we delete your personal data, although we might keep certain data to comply with legal obligations or our legitimate interests. (See GDPR Article 17.)
8.4. Right to Restrict Processing
In certain circumstances, you may request we restrict how we process your personal data. (See GDPR Article 18.)
8.5. Right to Data Portability
If you are in the EU, you may request a copy of personal data you provided to us in a structured, commonly used, machine-readable format. (See GDPR Article 20.)
8.6. Right to Object
If you are in the EU, you can object to certain processing activities. (See GDPR Article 21.)
8.7. Withdrawal of Consent
If we rely on consent to process your data, you can withdraw it at any time. However, withdrawal does not affect any processing performed prior to withdrawal.
8.8. Complaints
If you are in the EU, you have the right to file a complaint with your local data protection authority. We ask that you first try to resolve concerns by contacting us at help@flowguide.io.
9. Data Retention
9.1. We keep your personal data as long as needed to fulfill the purposes described in this Privacy Policy. Once no longer needed, we delete it.
9.2. When deciding retention periods, we consider the nature and sensitivity of the data, potential risks, applicable legal requirements, and other relevant factors.
9.3. We may store data beyond our immediate business need if required by law (e.g., to meet tax or audit requirements) or to maintain records for potential litigation. During this time, we continue applying the security measures outlined above.
9.4. If you have specific questions about our retention periods, please contact help@flowguide.io.
10. Cookies and Similar Technologies
10.1. What Are Cookies?
Cookies are small text files that a website sends to your browser to identify your device. Other technologies (web beacons, pixel tags, device IDs) function similarly. For simplicity, we refer to these all as “cookies.”
10.2. First-Party vs. Third-Party Cookies
First-party cookies: Placed by the website you’re visiting.
Third-party cookies: Placed by outside websites/services.
Our site may use both first-party and third-party cookies.
10.3. How We Use Cookies
We will not place non-essential cookies without your consent. Cookies typically fall into the categories below:
Cookie TypeFunction
NecessaryEssential for basic site functionality (e.g., page navigation). Cannot be disabled.
FunctionalityRemember your preferences and settings to improve your experience.
SecurityHelp identify and prevent security risks (e.g., store session information).
Performance/AnalyticsGather information on site usage (e.g., page views, link clicks) to improve site features and performance.
AdvertisingTrack browsing to help us and partners display relevant ads and measure ad effectiveness.
10.4. How to Adjust Your Preferences
Most browsers accept cookies by default. You can usually modify your settings to reject or delete cookies. Note that some site features may not work properly without cookies.
10.5. Device Ad Settings
By adjusting your device’s privacy/ad settings, you can prevent interest-based advertising or reset your ad identifier. You will still receive ads, but they may be less relevant to you.
11. Third-Party Services
Our services may link to or incorporate third-party services. Your use of those services is at your own risk and subject to those providers’ terms and policies. We disclaim any liability for the performance or privacy practices of third-party services.
12. Google Workspace API Services User Data Policy

FlowGuide's use of Google Drive integration is governed by the Google API Services User Data Policy and the Workspace API Services User Data and Developer Policy. These policies apply when we, FlowGuide, request access to Google user data through Workspace APIs, including but not limited to Google Drive.

When using FlowGuide’s integration with Google Drive, the following policies also apply:

Google APIs Terms of Service
Google Drive API Terms of Service
Google Drive Program Policies
Google Drive Developer Guide
OAuth 2.0 Policies
Google Workspace Marketplace Developer Agreement (if applicable)

FlowGuide accesses and uses Google Drive data solely to facilitate user functionality, specifically allowing users to upload, embed, and manage their Google Drive files directly within FlowGuide collaborative workspaces. FlowGuide does not store, share, or use this data for any other purpose beyond providing the requested service to the user.

We require all users to comply with applicable laws and regulations regarding data usage and privacy when utilizing our Google Drive integration.

If you have any questions about FlowGuide’s use of Google Drive integration or your associated user data, please contact us at help@flowguide.io.

13. Children
We do not knowingly collect personal data from anyone under the age of sixteen (16). If you become aware that a child under 16 has accessed our platform without parental permission, please notify us at help@flowguide.io immediately.
14. Changes to This Privacy Policy
We may occasionally update this Privacy Policy to reflect changes in our legal obligations or business practices. We will post any revised version here. Please revisit this page periodically to stay informed about our current practices.
Supplemental Privacy Notice for California Residents
This Supplemental Privacy Notice for California Residents (“CA Supplement”) forms part of our overall Privacy Policy. It explains how we collect, share, and store personal information about California residents who use our website and related services, and describes the rights these residents have under California law.
If not otherwise defined here, capitalized terms have the meaning given to them in our main Privacy Policy. “Personal Information” here refers to information that identifies, relates to, or could be reasonably linked to a specific California resident or household, as defined by applicable law.
A. Categories of Personal Information We Collect
In the last 12 months, we have collected:
Contact Information: E.g., name, email address, phone number, company, job title, and your message if you contact us.
Device/Network Information: Automatically gathered device and usage details, such as IP address, device ID, browser type, and browsing history.
B. How We Share Your Personal Information
B.1. Sharing for Business Purposes
We may share the categories of Personal Information above with service providers for business purposes, such as site functionality, IT administration, data analytics, security, or advertising.
B.2. Additional Sharing Activities
Affiliates: We share Personal Information with our affiliates to provide and manage the services.
Business Transfers: We may disclose Personal Information in connection with a merger, acquisition, or sale of assets, subject to this CA Supplement.
Law Enforcement: We may disclose Personal Information if required by law or in good faith to protect our rights, users’ safety, or comply with legal processes.
Third-Party Platforms: If you access our services through a third party, your use of that service is governed by their terms and privacy policy.
C. Your Rights – How to Access and Limit Our Use of Certain Personal Information
Subject to certain exceptions, you have rights regarding the Personal Information we collect about you. We may request reasonable verification of your identity before fulfilling certain requests.
Right of Access: You may request that we disclose any or all of the following for the prior 12-month period:
The categories and specific pieces of Personal Information we collected about you.
The categories of sources from which we collected your Personal Information.
The categories of third parties with whom we share Personal Information.
The categories of Personal Information we have sold or disclosed and for which business purpose(s).
Our business or commercial purposes for collecting or selling Personal Information.
Right to Delete: Subject to legal exceptions, you may request the deletion of your Personal Information we hold or control.
Right to Correct: If you find any inaccurate Personal Information, you may request that we correct it.
Right to Opt-Out of Sale: You can direct us to stop selling your Personal Information at any time if you are 16 or older (or opted-in previously).
Right to Non-Discrimination: We will not discriminate against you for exercising any of these rights (e.g., by denying services or charging different rates).
D. How to Exercise Your California Privacy Rights
Contact: Send requests to help@flowguide.io. You can only request access (the right to know) up to twice within a 12-month period.
Verifiable Requests: We will verify your identity by asking for enough information to confirm you are the person about whom we collected data (or an authorized agent).
Authorized Agents: If someone is making a request on your behalf, we may require proof of authorization before complying.
Children: We do not knowingly sell the Personal Information of minors under 16 years of age.
E. How to Contact Us
If you have any questions about this CA Supplement, our general Privacy Policy, or wish to exercise your rights under California law, please reach out at help@flowguide.io.