Privacy Policy

1. Introduction

EmodeFlow, located at 1111B S Governors Ave #93153, Dover, DE 19904, United States ("we," "us," or "our") operates the website emodeflow.com and its online platform (collectively, the "Service"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service.

By accessing or using the Service, you agree to this Privacy Policy. If you do not agree, please do not use the Service.

2. Information We Collect

2.1 Information You Provide

• Account Information: Name, email address, password, and profile details when you create an account.
• Workspace Data: Business name, logo, industry, country, and workspace settings.
• Business Data: Contacts, leads, proposals, quotes, contracts, tasks, scheduling information, and digital business card content that you enter into the Service.
• Payment Information: Billing address and payment method details. Payment processing is handled by third-party processors; we do not store full credit card numbers.
• Communications: Messages you send through our support system, feedback, and correspondence.

2.2 Information Collected Automatically

• Usage Data: Pages visited, features used, clicks, session duration, and interaction patterns.
• Device Information: Browser type, operating system, device type, screen resolution, and language settings.
• Log Data: IP address, access times, referring URLs, and error logs.
• Location Data: Approximate geographic location derived from your IP address (used for locale detection and service optimization).
• Cookies and Similar Technologies: See Section 8 (Cookie Policy) below.

2.3 Information from Third Parties

• Authentication Providers: If you sign in via Google or another third-party provider, we receive your name, email, and profile picture.
• Calendar Integration: If you connect Google Calendar, we access calendar events solely to display and edit your meetings inside EmodeFlow. See Section 13 for full details.

3. How We Use Your Information

We use the information we collect to:

• Provide, operate, and maintain the Service.
• Process transactions, billing, and subscription management.
• Send transactional emails (account verification, password reset, billing receipts).
• Provide customer support and respond to inquiries.
• Personalize and improve your experience.
• Power AI features (proposal generation, contract clause drafting, image generation) - see Section 4.
• Monitor usage patterns to detect abuse, fraud, and security threats.
• Comply with legal obligations and enforce our Terms of Service.
• Send product updates and marketing communications (with your consent; you may opt out at any time).

4. AI Features and Data Processing

Our Service includes AI-powered features such as proposal generation, contract clause drafting, content writing, and image generation. These features are powered by third-party AI providers.

• When you use AI features, the text or instructions you provide are sent to our AI providers for processing.
• We do not use your business data, contacts, or content to train AI models.
• AI-generated content (proposals, clauses, images) is created on-demand and belongs to you.
• Our AI providers process data under strict data processing agreements and do not use your inputs for their own model training.
• AI outputs may not always be accurate. You are responsible for reviewing and verifying all AI-generated content before use.

5. Data Sharing and Disclosure

We do not sell your personal information. We may share information with:

• Service Providers: Third parties that help us operate the Service (hosting, payment processing, email delivery, analytics, AI processing). These providers are contractually obligated to protect your data.
• Within Your Workspace: Other members of your workspace can access shared business data (contacts, proposals, contracts) based on their role and permissions.
• Legal Requirements: When required by law, subpoena, court order, or governmental request.
• Protection of Rights: To protect the rights, property, or safety of EmodeFlow, our users, or the public.
• Business Transfers: In connection with a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity.

6. Data Retention

• Active account data is retained for as long as your account is active.
• After account deletion, we retain your data for up to 30 days to allow recovery, after which it is permanently deleted.
• After a free trial expires without plan selection, data is retained for 30 days before deletion.
• Billing records and transaction logs may be retained for up to 7 years as required by tax and financial regulations.
• Anonymized, aggregated data (which cannot identify you) may be retained indefinitely for analytics and service improvement.

7. International Data Transfers

Our Service is hosted on infrastructure located in the United States and Europe. If you access the Service from outside these regions, your information may be transferred to, stored, and processed in countries other than your own.

We implement appropriate safeguards for international data transfers, including Standard Contractual Clauses (SCCs) approved by the European Commission, and rely on adequacy decisions where available.

8. Cookie Policy

We use cookies and similar technologies for:

• Essential Cookies: Required for authentication, session management, and security. Cannot be disabled.
• Analytics Cookies: Help us understand how visitors interact with our website. These collect anonymous usage data.
• Preference Cookies: Remember your settings such as theme preference and locale.

We do not use advertising cookies or third-party tracking cookies. You can manage cookie preferences through your browser settings.

9. Your Rights

9.1 For All Users

Regardless of your location, you have the right to:

• Access the personal information we hold about you.
• Correct inaccurate or incomplete personal information.
• Delete your account and associated data.
• Export your data (contacts, proposals, contracts) in standard formats.
• Opt out of marketing communications at any time.

9.2 European Economic Area (EEA) / UK - GDPR

If you are in the EEA or UK, you additionally have the right to:

• Object to or restrict the processing of your personal data.
• Data portability - receive your data in a structured, machine-readable format.
• Withdraw consent at any time (where processing is based on consent).
• Lodge a complaint with your local data protection authority.

Our legal bases for processing under GDPR are: performance of a contract, legitimate interests, consent, and legal obligation.

9.3 California - CCPA / CPRA

If you are a California resident, you have the right to:

• Know what personal information we collect, use, and disclose.
• Request deletion of your personal information.
• Opt out of the "sale" or "sharing" of personal information. We do not sell or share your personal information.
• Non-discrimination for exercising your privacy rights.

9.4 Other Jurisdictions

We respect privacy rights under applicable laws worldwide, including but not limited to Canada's PIPEDA, Australia's Privacy Act, Brazil's LGPD, and other local regulations. If your jurisdiction provides additional rights, please contact us and we will accommodate your request.

10. Data Security

We implement industry-standard security measures to protect your data:

• All data is encrypted in transit (TLS 1.2+) and at rest (AES-256).
• Row-Level Security (RLS) ensures workspace data isolation - users can only access data within their own workspace.
• Authentication is handled via secure session tokens with automatic expiration.
• Access to production systems is restricted to authorized personnel with multi-factor authentication.
• We conduct regular security reviews and monitor for vulnerabilities.
• Our infrastructure is hosted on SOC 2 compliant providers.

While we strive to protect your information, no method of transmission or storage is 100% secure. If you become aware of a security vulnerability, please contact us immediately at security@emodeflow.com.

11. Children's Privacy

Our Service is not directed to individuals under the age of 16. We do not knowingly collect personal information from children. If we become aware that we have collected data from a child under 16, we will delete it promptly. If you believe a child has provided us with personal information, please contact us at privacy@emodeflow.com.

12. Third-Party Services

Our Service integrates with or relies on the following categories of third-party services:

• Cloud Hosting: Third-party cloud infrastructure providers.
• AI Processing: Third-party AI providers.
• Analytics: Anonymous usage analytics.
• Calendar: Google Calendar (when connected by user). See Section 13 for full disclosure.
• Video: Zoom (when connected by user for scheduling).

Each third-party service has its own privacy policy. We encourage you to review the privacy policies of any third-party services you connect to through our platform.

13. Google API Services and Limited Use

EmodeFlow integrates with Google services to enable calendar and authentication features. We are committed to transparency about how Google user data is accessed, used, and protected.

Limited Use Disclosure: EmodeFlow's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

13.1 Google Scopes We Request

When you choose to connect a Google account to EmodeFlow, you are prompted to authorize specific OAuth scopes. We request only the scopes necessary for the features you choose to use:

• Sign in with Google (email, profile, openid): Used to authenticate you, retrieve your basic profile information (name, email, profile picture), and create or sign you into your EmodeFlow account.
• calendar.events (sensitive scope): Per Google's official description, this scope grants the ability to view and edit events on all calendars you have access to. EmodeFlow voluntarily limits itself in practice: (a) we read events from your primary Google Calendar (and any additional calendar you explicitly opt into) to display availability inside EmodeFlow's Calendar and Scheduling screens; (b) we create, update, and delete events only on a separate, app-managed "EmodeFlow" calendar that we provision inside your Google account on first connect - we never write, modify, or delete events on your primary calendar or any other calendar you own. Every write is initiated by an explicit user action (click Save, drag-drop, or Delete confirmation). We never auto-modify or bulk-modify events.

13.2 How Google User Data Is Used

Google user data accessed through these scopes is used solely to provide and improve user-facing features inside EmodeFlow. Specifically:

• Calendar events from your primary Google Calendar are read via calendar.events to render the Calendar and Scheduling availability overlay, and the same scope is used to write changes you initiate from inside EmodeFlow (create / drag-reschedule / edit / delete an event). We never auto-modify events without an explicit user action.
• Authentication data (openid, userinfo.email, userinfo.profile) is used only to identify you and associate you with your EmodeFlow workspace.

13.3 What We Do Not Do With Google User Data

• We do not sell or rent Google user data to any third party.
• We do not transfer Google user data to others, except as necessary to provide or improve user-facing features that are prominent in the EmodeFlow interface, to comply with applicable law, or as part of a merger, acquisition, or sale of assets with notice to you.
• We do not use Google user data to serve advertisements.
• We do not use Google user data to train, develop, or improve generalized or non-personalized AI or machine learning models. EmodeFlow uses Google's Gemini API and OpenAI's API (in API mode, not the consumer ChatGPT product) for AI features. Both providers contractually do not use customer-submitted data to train their models. Google user data processed through these APIs is used exclusively to provide the user-requested feature within the user's own EmodeFlow workspace.
• We do not access the user's email (Gmail), senders, recipients, or message contents. The only scope granted is calendar.events (calendar events only) and basic authentication.
• Human access to Google user data is restricted to: (a) cases where you give us explicit consent for specific data; (b) cases necessary for security purposes such as investigating abuse; (c) cases needed to comply with applicable law; or (d) data that has been aggregated and anonymized.

13.4 Storage and Retention of Google User Data

• Calendar event references (event IDs, calendar IDs, titles, start/end times, attendee lists) are stored in our database for the duration of your account so we can display your availability without delay.
• Google OAuth tokens are stored under workspace-scoped Row Level Security isolation and are used solely for Google Calendar API calls on behalf of the connecting user.
• All Google user data is encrypted in transit (TLS 1.2+) and at rest by our hosting provider.
• When you disconnect your Google account from EmodeFlow, tokens are deleted immediately and access to the Google Calendar API stops. Events that were previously synced may remain cached for up to 30 days for historical display, then are deleted.
• When you delete your EmodeFlow account, all Google user data we have stored on your behalf is deleted within 30 days, in accordance with Section 6 of this Privacy Policy.

13.5 How to Revoke Access

You may revoke EmodeFlow's access to your Google account at any time:

• Inside EmodeFlow: Settings > Integrations > Google > Disconnect.
• From your Google account: Visit myaccount.google.com/permissions and remove EmodeFlow from the list of connected apps.

14. Optional IMAP Integration for Invoice Scanning

EmodeFlow's expense module offers an optional IMAP connection that lets you connect your email inbox (Gmail, iCloud, Outlook, Yahoo, or any IMAP-compliant provider) so EmodeFlow can scan incoming invoices and receipts and pre-fill expense entries for you to review.

This integration does not use Google APIs and is not covered by the Google API Services User Data Policy.It is a standard IMAP connection that uses an app-specific password (or dedicated mailbox password) that you provide directly in EmodeFlow's settings.

• You generate an app-specific password at your email provider (Gmail requires 2FA enabled; some Microsoft 365 tenants may require Modern Authentication).
• You paste the credential into EmodeFlow > Settings > Integrations > Email for Invoices.
• We store the credential encrypted at rest in a managed secret store (Supabase Vault) under workspace-scoped Row Level Security; only the invoice-scan module reads it, and only to fetch invoice messages.
• We connect read-only over TLS to your provider's IMAP server. We never delete, send, modify, archive, or label messages.
• We cache only candidate-invoice metadata and the original attachment for your review. Messages outside the invoice filter are never stored.
• You can disconnect at any time from Settings > Integrations > Email for Invoices > Disconnect. On disconnect the credential is deleted immediately and any cached invoice data is removed within 30 days.

15. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on this page and updating the "Last updated" date. For significant changes, we may also send an email notification.

Your continued use of the Service after any changes constitutes acceptance of the updated policy.

16. Contact Us

If you have questions about this Privacy Policy or wish to exercise your data rights, contact us at:

• Email: support@emodeflow.com
• Address: 1111B S Governors Ave #93153, Dover, DE 19904, United States
• Website: emodeflow.com

We aim to respond to all privacy requests within 30 days.