PRIVACY POLICY

FlowPilot Marketing

Last Updated: February 7, 2026

FlowPilot Marketing ("we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI voice agent services and related digital marketing services ("Services"). This policy applies to information we collect through our website (https://flowpilotmarketing.com/), our Services, and any related communications.

By using our Services, you agree to the collection and use of information in accordance with this Privacy Policy. If you do not agree with the terms of this Privacy Policy, please do not use our Services.

1. Information We Collect

1.1 Information You Provide Directly

We collect information that you provide directly to us, including:

  • Business contact information (name, email address, phone number, business name)
  • Account credentials and authentication information
  • Business information for AI voice agent configuration (operating hours, services offered, pricing, FAQs)
  • Payment information (processed securely through Stripe)
  • Communications with us (emails, support tickets, feedback)

1.2 Information Collected from Your Customers

When your customers interact with AI voice agents we provide to you, we may collect:

  • Customer names and contact information
  • Phone numbers and call metadata (date, time, duration)
  • Call recordings and transcripts
  • Conversation content and interaction data
  • Appointment scheduling information and preferences

1.3 Information Collected Automatically

We automatically collect certain information when you access our website or use our Services:

  • Device information (IP address, browser type, operating system)
  • Usage data (pages visited, time spent, features used)
  • Cookies and similar tracking technologies
  • Analytics data through tools like Google Analytics

2. How We Use Your Information

2.1 Service Delivery

  • Providing and maintaining our AI voice agent services
  • Training and configuring AI models for your specific business needs
  • Processing customer interactions through voice agents
  • Managing appointments and customer communications
  • Providing customer support and responding to inquiries

2.2 AI Model Improvement

  • Analyzing conversation data to improve AI accuracy and performance
  • Developing new features and capabilities
  • Training AI models using anonymized and aggregated data

2.3 Business Operations

  • Processing payments and managing billing
  • Sending service-related notifications and updates
  • Monitoring and analyzing usage patterns
  • Detecting and preventing fraud or security threats
  • Complying with legal obligations

2.4 Marketing and Communications

  • Sending promotional materials and service updates (with your consent)
  • Communicating about new features or offerings
  • Conducting surveys and gathering feedback

3. How We Share Your Information

3.1 Third-Party Service Providers

We share information with trusted third-party service providers who assist us in operating our business:

  • GoHighLevel: CRM and marketing automation platform
  • Twilio: Voice and telephony services
  • Stripe: Payment processing (they receive payment information directly)
  • Cloud storage providers: Secure data hosting
  • Analytics providers: Website and service usage analysis

These service providers are contractually obligated to protect your information and may only use it to provide services to us.

3.2 Business Transfers

If we are involved in a merger, acquisition, sale of assets, or bankruptcy, your information may be transferred as part of that transaction. We will notify you of any such change in ownership or control.

3.3 Legal Requirements

We may disclose your information if required to do so by law or in response to valid requests by public authorities, including to:

  • Comply with legal obligations or court orders
  • Protect and defend our rights or property
  • Prevent or investigate potential fraud or security issues
  • Protect the safety of users or the public

3.4 With Your Consent

We may share your information with other parties when you have given us explicit consent to do so.

4. Data Security

We implement industry-standard security measures to protect your information from unauthorized access, disclosure, alteration, or destruction:

  • Encryption of data in transit and at rest
  • Secure cloud storage with reputable providers
  • Access controls and authentication requirements
  • Regular security assessments and updates
  • Employee training on data protection practices

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your information, we cannot guarantee absolute security.

5. Data Retention

We retain your information for as long as necessary to provide our Services and fulfill the purposes described in this Privacy Policy:

  • Account information: Retained while your account is active and for a reasonable period thereafter
  • Call recordings and transcripts: Retained for up to 12 months or as required by your service agreement
  • Payment records: Retained for tax and accounting purposes as required by law (typically 7 years)
  • Analytics data: Retained in aggregated form indefinitely for service improvement
  • Backup data: May be retained in backup systems for up to 90 days after deletion

You may request deletion of your data at any time by contacting us at [email protected], subject to legal retention requirements.

6. Your Privacy Rights

6.1 Access and Portability

You have the right to request a copy of the personal information we hold about you and to receive it in a portable format.

6.2 Correction

You have the right to request that we correct inaccurate or incomplete personal information.

6.3 Deletion

You have the right to request deletion of your personal information, subject to certain legal exceptions (e.g., records we must retain for tax or legal purposes).

6.4 Opt-Out of Marketing

You may opt out of receiving marketing communications from us at any time by clicking the unsubscribe link in our emails or contacting us directly.

6.5 Restriction of Processing

You may request that we restrict the processing of your personal information in certain circumstances.

6.6 Objection

You may object to our processing of your personal information for certain purposes, such as direct marketing.

To exercise any of these rights, please contact us at [email protected]. We will respond to your request within 30 days.

7. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have data protection laws that differ from those in your country. When we transfer information internationally, we implement appropriate safeguards to protect your data, including using secure cloud storage providers and ensuring third-party service providers comply with applicable data protection regulations.

8. Cookies and Tracking Technologies

8.1 Types of Cookies We Use

  • Essential cookies: Required for basic website functionality
  • Analytics cookies: Help us understand how visitors use our website (Google Analytics)
  • Preference cookies: Remember your settings and preferences
  • Marketing cookies: Track your visits across websites for targeted advertising

8.2 Managing Cookies

You can control cookies through your browser settings. Note that disabling certain cookies may limit your ability to use some features of our website.

9. Children's Privacy

Our Services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you are a parent or guardian and believe your child has provided us with personal information, please contact us at [email protected], and we will delete such information from our systems.

10. Call Recording and Transcripts

Our AI voice agents may record and transcribe customer phone calls for quality assurance, training, and service improvement purposes:

  • Recordings are stored securely on encrypted cloud servers
  • Transcripts are used to improve AI accuracy and performance
  • You (our client) are responsible for complying with applicable call recording consent laws
  • You must provide appropriate notice to your customers that calls may be recorded
  • Call recordings may be accessed by you through your account dashboard

11. Data Breach Notification

In the unlikely event of a data breach that affects your personal information, we will notify you promptly and provide information about the breach, the types of information affected, and the steps we are taking to address the situation. We will comply with all applicable data breach notification laws and regulations.

12. GDPR Compliance (European Users)

If you are located in the European Economic Area (EEA), you have specific rights under the General Data Protection Regulation (GDPR):

  • Legal basis for processing: We process your data based on contract performance, legitimate interests, or your consent.
  • Right to lodge a complaint: You may file a complaint with your local data protection authority.
  • Data Protection Officer: Contact us at [email protected] for privacy inquiries.
  • Data transfers: We ensure adequate safeguards for international data transfers.

13. CCPA Compliance (California Residents)

If you are a California resident, you have specific rights under the California Consumer Privacy Act (CCPA):

  • Right to know: What personal information we collect, use, and share
  • Right to delete: Request deletion of your personal information
  • Right to opt-out: We do not sell your personal information
  • Right to non-discrimination: We will not discriminate against you for exercising your rights
  • Authorized agent: You may designate an authorized agent to make requests on your behalf

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of any material changes by posting the updated Privacy Policy on our website and updating the "Last Updated" date. We encourage you to review this Privacy Policy periodically. Your continued use of our Services after changes are posted constitutes your acceptance of the updated Privacy Policy.

15. Third-Party Links

Our website or Services may contain links to third-party websites or services. We are not responsible for the privacy practices or content of these third parties. We encourage you to review the privacy policies of any third-party sites you visit.

16. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at:

FlowPilot Marketing
Privacy Inquiries
52 Claywood Road
Toronto, ON M2N 2R2
Canada

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