Smart-BizFlow (“Smart-BizFlow,” “we,” “us,” or “our”) operates a business management platform that helps service businesses manage clients, jobs, scheduling, invoicing, proposals, and follow-ups, with optional AI assistance from Kia. This Privacy Policy explains what information we collect, how we use it, and the choices you have.
By creating an account or using Smart-BizFlow, you agree to the practices described in this policy.
1. Information We Collect
- Account information: your name, email address, and password (stored hashed) when you register or sign in with Google.
- Business information: the business name, address, phone, logo, and billing details you enter for your organization.
- Business data you create: clients, contacts, jobs, proposals, invoices, payments, notes, and follow-up messages you add to your workspace.
- Calendar data: when you connect Google Calendar, we access event details you authorize to display and manage scheduling.
- Usage data: device, browser, and interaction information used to operate, secure, and improve the service.
2. How We Use Your Information
- To provide, maintain, and secure your Smart-BizFlow workspace.
- To process payments for your subscription and, when enabled, customer payments through your connected Stripe account.
- To send invoice, reminder, proposal, and follow-up emails on your behalf to your clients.
- To provide AI-assisted suggestions and drafting through Kia, using the data in your workspace as context.
- To notify you and your teammates when mentioned in notes or assigned to work.
- To communicate about your account, support requests, and service updates.
- To detect, prevent, and address fraud, abuse, and security issues.
3. Multi-Tenant Data Isolation
Smart-BizFlow is multi-tenant. Your organization’s data is isolated from other organizations’ data, and access is enforced through row-level security. Members of your organization can access your workspace data based on their role; they cannot see data belonging to other organizations.
4. Payment Processing
We use Stripe to process subscription payments and, when you connect your own Stripe account, customer payments. Card and bank details are handled directly by Stripe and are not stored on our servers. For your subscription, Stripe’s payment information and our records of the transaction are used for billing. You can review Stripe’s privacy policy at stripe.com/privacy.
5. Email Communications
To deliver invoice and follow-up emails to your clients on your behalf, we use a third-party email delivery provider. The content of those messages is determined by you. We retain delivery logs (recipient, subject, send status, and timestamps) for auditing and troubleshooting.
6. AI Features (Kia)
Kia uses the data in your workspace to generate suggestions, drafts, and automation. Information you provide to Kia may be sent to our AI model providers for processing. We do not use your workspace data to train models for the benefit of third parties. You are responsible for reviewing AI-generated content before sending it to clients.
7. Data Sharing
We share information with service providers that help us operate Smart-BizFlow (such as hosting, email delivery, payments, and AI providers) under agreements that limit their use of your data. We may disclose information when required by law, or to protect rights, safety, or property.
8. Data Retention
We retain your workspace data for as long as your account is active. You can export or delete your data, and you can request account deletion from Settings. After account deletion, residual data is removed within a reasonable period, except where retention is required by law.
One minimal record is retained after account deletion: a one-way hashed identifier derived from your email address, kept solely for fraud and abuse prevention — including enforcing our one-free-trial-per-person policy. This hash cannot be reversed to reveal your email address, contains none of your business data, and is never used to restore or reconstruct a deleted account.
9. Your Choices
- Access, update, or correct your business and account information from Settings.
- Disconnect integrations such as Google Calendar at any time.
- Request deletion of your account and associated workspace data.
- Unsubscribe from non-essential emails using the link in each message.
- Choose which analytics and advertising technologies may run on the site, and change your choice at any time.
Analytics and advertising technologies on Smart-BizFlow run only according to your preferences: Google/Firebase Analytics (product and site analytics) is used only when the “Analytics” preference is on, and Meta Pixel (advertising measurement) is used only when the “Marketing” preference is on. Necessary functionality always runs. You can review or change these choices at any time via the “Cookie & Privacy Preferences” link in the site footer or the button below.
10. Security
We use reasonable technical and organizational measures to protect your data, including encryption in transit and tenant-level access controls. No system is perfectly secure; we encourage strong passwords and limiting access to trusted teammates.
11. International Users
Smart-BizFlow is hosted in the United States. If you access the service from outside the US, your information is transferred to and processed in the US under this policy.
12. Children’s Privacy
Smart-BizFlow is not intended for individuals under 16. We do not knowingly collect information from children. If you believe a minor has provided information, contact us and we will delete it.
13. Changes to This Policy
We may update this policy from time to time. We will post the revised version with an updated date and, for material changes, notify active users. Continued use after changes takes effect constitutes acceptance.
14. Contact
For privacy questions or requests, email hello@smart-bizflow.com.