Privacy Policy

1 Information We Collect

1.1 Account Information

When you create an account, we collect your name, email address, and a securely hashed password. If you are assigned as an agent or team member by a manager, we receive the same information.

1.2 Usage Data

We automatically collect information about how you interact with the platform, including pages visited, features used, actions taken, timestamps, and session duration. This helps us improve the product.

1.3 Lead & Contact Data

As part of the CRM functionality, you may input or import personal data about third-party contacts (leads). You are the data controller for this information; we process it on your behalf as a data processor.

1.4 Technical Information

We collect IP addresses, browser type, operating system, and referring URLs for security and analytics purposes.

1.5 Form Submission Data

When visitors submit your embedded forms or interact with your AI chatbot, we collect the information they provide, including name, email, phone number, and any custom fields you configure.

2 How We Use Your Information

We use the information we collect to:

• Provide, operate, and improve the LeadsFlows AI platform
• Authenticate your identity and secure your account
• Process and display your CRM data, leads, and analytics
• Send transactional emails (password resets, account notifications)
• Detect and prevent fraud, abuse, and security threats
• Comply with legal obligations
• Respond to support requests and customer inquiries

We do not sell your personal data to third parties, and we do not use your data for behavioural advertising.

3 Sharing of Information

We do not share your personal information with third parties except in the following limited circumstances:

• Service Providers: We may share data with trusted vendors who help us operate the platform (e.g., hosting providers, email delivery services). These vendors are bound by data processing agreements and may only use data as we direct.
• Legal Compliance: We may disclose information when required by law, court order, or governmental authority.
• Business Transfers: If LeadsFlows AI is acquired or merges with another company, your data may be transferred as part of that transaction. We will notify you before this occurs.
• With Your Consent: We may share information with third parties when you explicitly request or authorise it.

4 Data Storage & Security

All data is stored on secure, encrypted servers. We implement industry-standard security measures including:

• TLS/HTTPS encryption for all data in transit
• Bcrypt hashing for all passwords
• Role-based access controls limiting who can access data
• Regular security reviews and vulnerability assessments
• CSRF protection on all state-changing requests

Despite these measures, no method of transmission over the internet is 100% secure. We encourage you to use a strong, unique password and enable any available account security features.

5 Cookies & Tracking

LeadsFlows AI uses cookies and similar technologies to operate the platform. We use:

• Session cookies: Essential for authentication and maintaining your logged-in state. These are deleted when you close your browser.
• Preference cookies: Remember your settings and preferences across visits.

We do not use third-party advertising cookies or tracking pixels. You can configure your browser to reject cookies, but doing so may affect the functionality of the platform.

6 Your Rights & Choices

Depending on your location, you may have the following rights regarding your personal data:

• Access: Request a copy of the personal data we hold about you.
• Correction: Request that inaccurate or incomplete data be corrected.
• Deletion: Request deletion of your account and associated personal data.
• Portability: Export your lead data as a CSV at any time from within the platform.
• Objection: Object to processing of your personal data in certain circumstances.
• Withdraw Consent: Where we rely on consent as the legal basis for processing, you may withdraw it at any time.

To exercise any of these rights, please contact us at the address listed below.

7 Data Retention

We retain your personal data for as long as your account is active or as needed to provide you with services. If you close your account:

• We retain your data for 30 days to allow account recovery.
• After 30 days, personal account data is deleted from our active systems.
• Backups may retain data for up to 90 days before being purged.
• We may retain anonymised, aggregate data indefinitely for analytics purposes.

8 Third-Party Services

The platform may integrate with or link to third-party services (e.g., OpenAI for AI chatbot responses). These third parties have their own privacy policies and we encourage you to review them. We are not responsible for the privacy practices of third-party services.

If you configure an OpenAI API key within the platform, your chatbot conversation data is sent to OpenAI for processing in accordance with their Terms of Service and Privacy Policy.

9 Children's Privacy

LeadsFlows AI is not directed at children under the age of 16. We do not knowingly collect personal information from children. If you believe a child has provided us with personal data, please contact us and we will take steps to delete that information promptly.

10 Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will notify you by email or by posting a prominent notice in the platform at least 14 days before the changes take effect. Your continued use of the platform after the effective date constitutes acceptance of the revised policy.

11 Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or your personal data, please contact us:

• Email: privacy@leadsflows.ai
• Platform: leadsflows.ai

We aim to respond to all privacy-related enquiries within 5 business days.