Privacy Policy

When you use FlowKiva, we may collect your name, email address, business and workspace details, account preferences, information you enter into the service, and information about how you use its features.

We may also process technical information such as IP address, browser and device details, timestamps, and service activity for operation, troubleshooting, and security.

When you connect Gmail, we process additional information described in the Connected Gmail section below.

We use account and workspace information to register and authenticate users, maintain business workspaces, manage access, provide support, and communicate about the service.

You are responsible for protecting your login credentials and for managing access to your workspace.

Connecting a Gmail account is optional. If you authorize the connection through Google, FlowKiva requests Gmail read-only access to retrieve messages for business analysis and Gmail send access to send replies you choose to send through the service.

For Gmail analysis, FlowKiva may retrieve message sender and recipient information, subject lines, message bodies, message and thread identifiers, timestamps, and related metadata. Its automatic email-processing workflow can retrieve recent messages and submit sender details, subjects, and portions of message bodies for AI classification. This can include messages later determined not to be business-related.

FlowKiva uses this information to identify potential leads, customer issues, opportunities, follow-ups, and tasks, and to produce relevant summaries and Morning Brief information. Selected message details, classifications, and resulting business records may be stored in your FlowKiva workspace.

Gmail send permission supports replies initiated by a user through FlowKiva. AI-generated draft replies are presented for review; using the draft feature does not itself send an email. A reply is sent when you take the send action.

FlowKiva does not require your Gmail password. Google provides authorization through its OAuth process, and FlowKiva stores connection credentials needed to operate the authorized integration.

FlowKiva uses OpenAI as an AI processing provider. To classify and analyze connected Gmail messages, FlowKiva transmits information such as the sender, subject, and message body or excerpts to OpenAI's API. Other AI features may process relevant business context to create summaries, suggested actions, lead insights, tasks, Morning Briefs, and reply drafts.

OpenAI processes submitted information to provide the requested AI output. FlowKiva's OpenAI organization has not enabled optional sharing of API inputs and outputs, evaluation or fine-tuning data, or model feedback for model improvement. This does not mean that OpenAI never temporarily processes or retains API data under its applicable service and security practices.

AI results can be incomplete or inaccurate. Review important recommendations and draft messages before acting on them.

We use information to:

• Provide, maintain, and secure FlowKiva and your workspace.
• Authenticate users and manage authorized integrations.
• Analyze connected business communications and identify leads, customer requests, follow-ups, opportunities, and tasks.
• Generate AI summaries, Morning Briefs, draft replies, and recommendations.
• Display, organize, and manage business records and assigned work.
• Troubleshoot problems, respond to support requests, and maintain service reliability.
• Meet applicable legal obligations and address misuse or security incidents.

Google user data is used only for the user-facing functionality described in this policy and in accordance with the Google API Services User Data Policy, including its Limited Use requirements.

FlowKiva relies on service providers to operate its features. These include Google for Gmail connectivity, Supabase for authentication and database services, and OpenAI for AI processing. We disclose information to these providers as needed for the features and services described in this policy.

In particular, connected Gmail information may be transmitted to OpenAI for classification, summaries, and other user-requested AI features, and selected message information and AI-derived records may be stored through Supabase.

We do not sell Google user data or use it to target advertisements. We do not share Google user data with third parties for their independent advertising purposes. Other disclosures may occur when legally required or necessary to protect users and the service, subject to applicable Google data-use restrictions.

Third-party providers may have their own privacy notices and data handling practices. See Google's Privacy Policy, OpenAI's Privacy Policy, and Supabase's Privacy Policy.

FlowKiva'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.

Access to Google user data is intended for providing and improving the user-facing Gmail-connected features you authorize. We do not use Gmail data to train generalized AI models, serve advertisements, or create unrelated user profiles. Human access to Gmail information is limited to circumstances permitted by applicable Google policies, such as with your consent, for security, to comply with law, or where necessary for internal operations under those policies.

FlowKiva uses technical and organizational safeguards intended to reduce the risk of unauthorized access, alteration, disclosure, and loss. Connected account credentials and workspace data are handled through the service's backend and supporting infrastructure.

No online service can guarantee absolute security. Please protect your account credentials and contact us if you suspect unauthorized activity.

FlowKiva retains account, workspace, integration, and AI-derived business information for as long as reasonably needed to operate the service and for applicable security, legal, and recordkeeping purposes. Retention can vary by data type and purpose; we do not currently publish a single fixed retention period for every category.

When you disconnect Gmail in FlowKiva, the app removes the corresponding email connection record, including credentials stored in that record, so that connection is no longer available for ongoing Gmail access through FlowKiva. Disconnecting does not automatically remove leads, tasks, summaries, or other previously generated workspace records.

Disconnecting within FlowKiva is also different from revoking access through your Google Account. You can review or revoke third-party access in your Google Account connections.

OpenAI and other service providers may process or retain submitted data according to their applicable service terms, security requirements, and retention practices.

You can choose whether to connect Gmail, disconnect a connected inbox through FlowKiva's Integrations page, and revoke FlowKiva's access through your Google Account.

To request access to, correction of, or deletion of your FlowKiva account information or previously processed Gmail-derived data, email myinfo5582@gmail.com. Please describe the account and data involved. We may need to verify your identity before acting on a request and may retain information where required or permitted by applicable law.

FlowKiva does not currently provide a self-service account deletion feature. Requests are handled through the contact email above. Disconnecting Gmail alone is not a request to delete all previously processed data.

We may update this Privacy Policy as FlowKiva's features and practices change. We will publish the revised policy on this page and update the last-updated date. Where required, we will provide additional notice.

For privacy questions, concerns, or requests to access or delete personal information, contact FlowKiva at myinfo5582@gmail.com.

Website: flowkiva.com.