Last Updated Feb 4, 2025
DearFlow is committed to protecting the privacy and security of its users. This Privacy Policy outlines how www.dearflow.ai and www.dearflow.app (“DearFlow.ai”, “we”, “us”, or “our”) collect, use, store, and protect your personal data when you use our website, products, and services (collectively, the “Services”). By using DearFlow, you acknowledge and accept the terms described in this policy.
1. Information We Collect
We collect and process various types of information to enhance our services and provide users with a seamless experience. The data collected falls into the following categories:
a. Personal Information
Personal information is collected when you voluntarily provide it during registration, communication, or interaction with our services. This may include:
Name, email address, and login credentials
Contact preferences
Billing details (processed securely through third-party providers)
b. Usage Data
Automatically collected data helps us understand how our users interact with DearFlow. This includes:
Device and browser information (e.g., IP address, operating system, browser type)
Interaction logs, such as features accessed and actions performed
Diagnostic data used for troubleshooting and service improvement
c. Third-Party Integrations
If you choose to integrate third-party applications with DearFlow, we may collect relevant metadata to facilitate the integration. This includes:
Calendar and email metadata (subject lines, timestamps, and sender/recipient details, but not full email content unless required for functionality)
Data from connected task management or productivity applications
2. How We Use Your Data
The information we collect is used for the following purposes:
To deliver, maintain, and improve our Services, ensuring that our application functions effectively and provides users with the intended experience.
To personalize user experiences based on past interactions
To enhance security and prevent unauthorized access
To analyze user behavior for optimization and feature development
To comply with legal obligations and regulatory requirements
What we DO NOT do:
We do not sell, rent, or trade your personal data to third parties.
We do not use your personal data to train publicly available AI models.
We do not store full email or document content beyond what is necessary for the intended functionality.
3. AI & Data Processing
Our AI-powered system processes user input only to execute requested tasks in real-time. To ensure transparency:
If third-party AI models are used, we ensure they do not store or train on user data.
Interaction data may be stored securely for personalization but is not used for AI model training.
Any cached content is temporary and deleted immediately after processing.
Data shared with third-party AI models
DearFlow may leverage third-party AI models to enhance certain functionalities. When this occurs:
Only essential data required to execute a specific AI-driven function is shared.
Personally identifiable information is not shared with third-party AI providers unless explicitly necessary and authorized by the user.
Data is transmitted securely and in compliance with privacy regulations to ensure confidentiality.
The third-party AI provider does not retain, store, or use user data for model training beyond what is necessary to process the request in real-time.
We thoroughly vet third-party AI service providers and require them to adhere to strict data protection policies.
If any AI-driven feature requires sharing additional data with external providers, we will provide clear disclosure and user consent options before enabling such features.
4. Third-Party Service Providers
We partner with third-party services to ensure a secure and seamless experience. These include:
Cloud storage and security providers (e.g., Amazon Web Services, Cloudflare)
Productivity and communication platforms (e.g., Google Suite, Microsoft 365) to support integrations with user accounts.
Error tracking and analytics tools
Payment processors
We ensure that all third-party providers comply with relevant data protection regulations and do not process user data beyond their intended purpose.
5. Your Rights and Control Over Data
6. Data Security Measures
Protecting user data is our priority. We implement the following security measures:
Encryption: Data is encrypted in transit and at rest using industry-standard encryption protocols.
Access controls: User data is accessible only by authorized personnel with appropriate security credentials.
Regular security audits: We perform security assessments and vulnerability testing to prevent breaches.
Handling of security incidents
In the event of a data breach, DearFlow follows a structured approach:
Immediate containment and investigation to determine the source and scope of the breach.
Assessment of affected data and risk evaluation.
User notification, in compliance with legal requirements, detailing the nature of the breach and recommended actions.
Implementation of corrective measures to prevent recurrence, including security patches and updates.
7. Data Retention and Deletion
DearFlow retains user data only for as long as necessary to fulfill service obligations.
Active user data is maintained as long as the account is in use.
Deleted accounts: Upon request, all associated data is permanently erased within 30 days, except where legal obligations require retention.
8. Updates to This Policy
We may revise this Privacy Policy periodically to reflect changes in legal requirements or business operations. Significant updates will be communicated via email or in-app notifications. Users are encouraged to review this policy regularly.
9. Contact Information
For any questions or concerns regarding this Privacy Policy, please reach out to us: henry@dearflow.ai.
By using DearFlow, you acknowledge and agree to the terms outlined in this Privacy Policy. If you do not agree with these terms, please discontinue the use of our services.
