Privacy Policy

1. Introduction

Welcome to Flowzo ("Flowzo", "we", "our", or "us"), an enterprise Customer Relationship Management ("CRM") platform provided by California Software Company Limited.

This Privacy Policy explains how Flowzo collects, accesses, uses, processes, stores, shares, protects, retains, and deletes information when customers, employees, sales representatives, administrators, visitors, and other authorized users use Flowzo CRM, the Flowzo mobile application, our website, and related services.

Flowzo provides enterprise CRM functionality including Lead and Contact Management, CRM Call Tracking, CRM Caller Identification, Field Sales Tracking, communication integrations, sales activity management, and related business features.

Certain features may require access to device information or permissions, including Location, Call Logs, Contacts, Phone/Call-related permissions, Notifications, Camera, Microphone, or other device capabilities where required by a feature.

We collect and process only the information reasonably required to provide the functionality selected by the user or their organization.

Where consent or device permission is required, Flowzo requests such consent or permission through the application and/or the device operating system.

2. Definitions

• Customer — means an organization or individual that subscribes to or uses Flowzo.
• User — means an employee, representative, administrator, salesperson, agent, or other person authorized to use a Customer's Flowzo account.
• Customer Data — means information entered, imported, uploaded, generated, synchronized, or otherwise processed through Flowzo on behalf of a Customer.
• Personal Data — means information relating to an identified or identifiable individual.
• Sensitive Data — includes personal or sensitive information protected under applicable law or platform policies, including precise location information, device Contacts, Call Log information, authentication information, financial information, and similar protected information.
• Lead — means a prospective customer or other business contact recorded within Flowzo.
• Contact — means an individual or organization stored or managed within Flowzo CRM.
• Field Sales Tracking — means Flowzo functionality used by authorized organizations and field-sales users to track field activities and associated location information during an active field-work session.

3. Who This Privacy Policy Applies To

This Privacy Policy applies to Flowzo Customers, authorized Flowzo Users, employees and field-sales representatives using Flowzo, individuals whose information is processed as Customer Data, visitors to Flowzo websites, and users of the Flowzo mobile and web applications.

Where Flowzo processes Personal Data on behalf of a Customer, that Customer may determine the purposes for which its Customer Data is processed.

Customers are responsible for providing appropriate notices and obtaining any consents required from their employees, representatives, customers, Leads, Contacts, or other individuals under applicable law.

4. Information We Collect

4.1 Account and User Information

When you register for or use Flowzo, we may collect information including:

• Name
• Business or organization name
• Email address
• Phone number
• Username
• Job role
• Profile information
• Account credentials
• Billing information
• Organization and tenant information
• Information provided to Flowzo customer support

4.2 CRM Customer Data

Customers and authorized Users may create, upload, import, synchronize, or otherwise process information including:

• Leads
• Contacts
• Deals
• Companies
• Phone numbers
• Email addresses
• Communication history
• Sales activities
• Tasks
• Appointments
• Call activities
• Notes
• Documents
• Sales pipeline information
• Other information required for CRM operations

Flowzo processes this information to provide the CRM services requested by the Customer.

5. Location Data and Field Sales Tracking

Flowzo provides Field Sales Tracking functionality for organizations managing field-sales personnel and field activities.

When an authorized User activates Field Sales Tracking or marks themselves Available/On Duty, Flowzo may access and collect the device's location, including precise location, where the applicable device permission has been granted.

Depending on the functionality enabled and permissions granted, Flowzo may collect location information in the background, including when the Flowzo application is minimized, closed, or not actively in use, during an active Field Sales Tracking session.

Location information may include:

• Current location
• Precise geographic location
• Location associated with field visits
• Check-in and check-out locations
• Timestamps associated with location records
• Field activity locations
• Route or travel-related information where applicable
• Other location information required to provide Field Sales Tracking

Why Flowzo Uses Location

Flowzo may use location information to:

• Provide Field Sales Tracking
• Record field-sales activities
• Record sales visits
• Support field check-ins and check-outs
• Associate sales activities and visits with locations
• Maintain field activity records
• Support travel or distance-related field reports where enabled
• Provide authorized supervisors with field-force information
• Generate organizational field-sales reports
• Provide other location-dependent field-sales functionality enabled by the Customer

When Tracking Occurs

Field Sales Tracking operates during an authorized field-work session according to the functionality configured by the Customer.

Where supported, the User can stop an active tracking session by marking themselves Unavailable/Off Duty, ending Field Sales Tracking, signing out where applicable, or changing the relevant device permissions.

Organizational Access

Field Sales location information may be transmitted to Flowzo's servers and made available to authorized administrators, managers, or other authorized Users of the organization providing or managing the User's Flowzo account.

6. Background Location

Certain Field Sales Tracking functionality requires location updates while a User is performing field activities but is not actively viewing the Flowzo application.

Where enabled and permitted, Flowzo may therefore access and process location in the background or when the app is not in use during an active Field Sales Tracking session.

Before requesting applicable location permissions, Flowzo provides an in-app disclosure explaining the relevant location access and its purpose.

Users may deny or revoke location permissions through their device settings. Field Sales Tracking or related location-dependent functionality may not work correctly when required location permissions are denied or revoked.

7. Foreground Location Service

On supported Android devices, Flowzo may use an Android foreground service to provide continuous Field Sales Tracking during a user-initiated active field-work session.

The foreground service enables Flowzo to continue the required location functionality when the application is minimized or the User is interacting with another application.

Where required by Android, a visible foreground-service notification is displayed while the service is active.

The foreground location service is used to provide Field Sales Tracking and related field-work functionality. It is not used for unrelated advertising purposes.

8. Call Log Information and CRM Call Tracking

Flowzo provides enterprise CRM Call Tracking functionality for authorized Users.

When this functionality is enabled and the User grants the required permissions, Flowzo may access Call Log information associated with incoming and outgoing business calls.

Depending on the device and enabled functionality, this information may include:

• Incoming phone number
• Outgoing phone number
• Call direction or type
• Call date
• Call time
• Call duration
• Call status
• Information required to associate a call with a CRM Lead or Contact

Why Flowzo Uses Call Information

Flowzo may use Call Log information to:

• Identify incoming and outgoing business calls
• Match phone numbers with existing CRM Leads or Contacts
• Display relevant CRM information to authorized Users
• Record call activities against CRM Leads or Contacts
• Record call direction, date/time, status, and duration
• Maintain sales activity history
• Assist authorized sales personnel with CRM workflows
• Provide call-related enterprise CRM reporting

After a business call ends, relevant call information such as the number, direction, status, date/time, and duration may be synchronized with the corresponding Lead or Contact's activity history within Flowzo CRM.

Call Log information is used for enterprise CRM functionality and is not used for third-party advertising, retargeting, or unrelated advertising profiling.

9. Device Contacts

Where a User grants the applicable permission, Flowzo may access device Contact information required for CRM caller identification and Contact matching.

This may include:

• Saved contact name
• Saved telephone number
• Other limited Contact information necessary for the enabled CRM functionality

CRM Contact Matching

When an incoming or outgoing phone number corresponds to an existing Flowzo Lead or Contact, Flowzo may match that number with the appropriate CRM record.

If an incoming or outgoing phone number is not found in Flowzo CRM, Flowzo may access the saved Contact name associated with that number on the User's device, where permission has been granted.

The saved name and phone number may be used to identify, create, match, or associate the relevant Lead or Contact within the User's organization's Flowzo CRM.

Flowzo does not use device Contact information for third-party advertising, retargeting, or unrelated advertising profiling.

10. CRM Caller Identification and Call Overlay

Flowzo provides a user-visible CRM caller-identification and call-assistance overlay for applicable incoming and outgoing business calls.

The overlay may display information such as:

• Caller or Contact name
• Phone number
• Corresponding CRM Lead or Contact
• CRM status
• Relevant business or CRM information
• Controls for entering CRM notes or activities

This feature allows authorized sales Users to identify business callers and access relevant CRM information during the calling workflow.

If the phone number already exists in Flowzo CRM, Flowzo may display the corresponding Lead or Contact information.

If the number is not found in Flowzo CRM and the User has granted applicable Contact permission, Flowzo may use the saved device Contact name associated with the phone number to assist with caller identification and CRM Contact matching.

Flowzo's caller-identification functionality is provided as part of its enterprise CRM service.

11. Call-Related Foreground Service

On supported Android devices, Flowzo may use a foreground service during an active incoming or outgoing business-call workflow to provide its user-visible CRM call-assistance functionality.

The foreground service may be used to:

• Detect relevant call-state events
• Identify the incoming or outgoing phone number where permitted
• Match the number with a Flowzo CRM Lead or Contact
• Display the CRM caller-identification overlay at the appropriate time
• Maintain the user-visible CRM overlay during the active calling workflow
• Allow the User to capture CRM-related call notes
• Complete associated CRM call activity processing when the call ends

The foreground service needs to start when the relevant calling workflow begins so that the CRM caller-identification and call-assistance functionality is available during the active call.

Pausing or restarting the service during an active call may interrupt the user-visible CRM caller-identification and call-assistance functionality.

The service operates only as required to provide the applicable call-related CRM functionality.

Flowzo does not use this foreground service to record telephone call audio.

12. Prominent Disclosures and Device Permissions

Certain Flowzo features require access to personal or sensitive device information.

Where required, Flowzo provides an in-app disclosure explaining the relevant data access, how the information is used, and the purpose of the access before requesting the corresponding device permission.

Depending on enabled functionality, Flowzo may request permissions including:

• Location
• Precise Location
• Background Location
• Phone/Call-related permissions
• Call Log
• Contacts
• Notifications
• Microphone, where required for a separate user-initiated feature
• Camera, where required for a separate user-initiated feature
• Files or Media, where required
• Other device permissions necessary for enabled functionality

Users may manage or revoke permissions through their device settings.

Revoking a required permission may cause the corresponding Flowzo functionality to become unavailable or operate with reduced functionality.

13. Automatically Collected Technical Information

When you use Flowzo, we may automatically collect technical information such as:

• IP address
• Device type
• Operating system
• Browser type
• Application version
• Device identifiers where permitted
• Login timestamps
• Application usage information
• Crash information
• Diagnostic information
• Pages or screens accessed
• Security-related information

We use this information to operate, secure, troubleshoot, maintain, and improve Flowzo.

14. How We Use Information

We may use Personal Data and Customer Data to:

• Provide Flowzo CRM
• Authenticate Users
• Maintain Customer accounts
• Manage Leads, Contacts, and Deals
• Provide Field Sales Tracking
• Provide CRM Call Tracking
• Provide CRM caller identification
• Synchronize authorized CRM activities
• Provide customer support
• Process payments
• Prevent fraud and misuse
• Maintain security
• Troubleshoot technical issues
• Comply with legal requirements
• Improve Flowzo
• Develop new functionality

15. Advertising and Marketing

Flowzo may use website interactions, marketing preferences, and information voluntarily provided by Users or visitors for marketing purposes, subject to applicable law.

We may use advertising and marketing platforms such as Google, Meta/Facebook, or LinkedIn for marketing, measurement, or retargeting where permitted.

Marketing-data processing is separate from sensitive device information used for Field Sales Tracking and enterprise CRM call functionality.

Users may opt out of applicable marketing communications.

16. Cookies and Website Tracking

Flowzo websites may use cookies and similar technologies to:

• Maintain sessions
• Remember preferences
• Measure website usage
• Understand website navigation
• Improve website performance
• Support marketing and analytics where permitted

Users may manage cookies through their browser settings.

17. Analytics

We may use analytics services to understand how the Flowzo website and Service are used, diagnose technical issues, and improve Flowzo.

Analytics information may include application events, page views, device information, performance information, and aggregated usage information.

Sensitive device information collected for Field Sales Tracking, Call Log synchronization, or device Contact matching is not used for unrelated advertising analytics.

18. Google API Services

When a User connects a Google account to Flowzo, Flowzo may access Google data only to provide functionality authorized by the User.

Where Gmail access is enabled, Flowzo may process Gmail message bodies, attachments, metadata, and headers to enable authorized Users to read or send email through Flowzo.

Flowzo does not use Google user data for advertising.

Flowzo's use and transfer of information received from Google APIs will comply with the Google API Services User Data Policy, including applicable Limited Use requirements.

Google Sign-In information is used for authentication and related account functionality.

19. Meta/Facebook Integration

When a Customer connects an authorized Meta/Facebook account or Lead Ads integration, Flowzo may receive authentication information and Lead information submitted through connected Meta Lead Forms.

This information is used to import and manage Leads within Flowzo CRM.

Customers may request deletion of applicable Meta/Facebook integration data by contacting: support@flowzo.ai.

Requests will be handled according to applicable legal and contractual requirements.

20. Other Third-Party Integrations

Flowzo may integrate with third-party services selected by the Customer, including email providers, communication platforms, advertising platforms, payment providers, and other business applications.

When a Customer enables an integration, information may be exchanged with that provider as necessary to provide the requested functionality.

Third-party providers operate according to their own privacy policies and terms.

21. Payment Information

Flowzo may use third-party payment processors to process subscriptions and other payments.

Depending on the payment method, information may include:

• Cardholder name
• Billing email
• Payment details
• Transaction amount
• Transaction date
• Transaction reference

Flowzo does not intentionally store complete payment-card numbers or security codes where payment processing is performed by authorized payment providers.

Payment providers may include Razorpay, PayPal, Payoneer, or other payment providers made available through Flowzo.

22. How We Share Information

Flowzo may share or make information available:

With the Customer's Organization

Information may be available to authorized administrators, managers, employees, or Users of the Customer organization according to their permissions.

This may include CRM activities, Field Sales information, location-related field activities, and CRM call information where those features are enabled.

With Service Providers

We may use service providers for cloud infrastructure, communications, analytics, customer support, payment processing, security, email delivery, and other infrastructure necessary to provide Flowzo.

Service providers are permitted to process information only as necessary to provide the relevant services and subject to applicable contractual and legal obligations.

Legal Requirements

We may disclose information when required by applicable law, court order, legal process, or governmental authority, or where reasonably necessary to protect Flowzo, our Customers, Users, or others.

Corporate Transactions

Information may be transferred in connection with a merger, acquisition, restructuring, financing, sale of assets, or similar corporate transaction, subject to applicable law.

23. Sale of Personal Data

Flowzo does not sell precise location information, Call Log information, or device Contact information.

Flowzo does not share such sensitive device information for the purpose of facilitating its sale or for unrelated third-party advertising.

24. Customer Responsibilities

Flowzo is an enterprise CRM platform.

Customers are responsible for:

• Ensuring their use of Flowzo complies with applicable law
• Informing employees and other Users about organizational Field Sales Tracking or monitoring where required
• Obtaining legally required employee or third-party consent
• Configuring User access appropriately
• Maintaining appropriate organizational access controls
• Ensuring Customer Data is collected and processed lawfully

Flowzo's provision of technical functionality does not replace a Customer's legal obligations as an employer, business, data controller, or other regulated entity.

25. Data Security

Flowzo uses reasonable administrative, technical, and organizational safeguards designed to protect Personal Data and Customer Data against unauthorized access, alteration, disclosure, loss, or destruction.

Security measures may include:

• Encryption in transit
• Authentication controls
• Access controls
• Role-based authorization
• Network and application security
• Monitoring
• Backups
• Other appropriate safeguards

No Internet transmission or electronic storage method can be guaranteed to be completely secure.

26. Data Storage

Flowzo may store Customer Data and Personal Data using cloud infrastructure and service providers selected to support the Service.

Where required by applicable law or contractual commitments, Flowzo implements appropriate safeguards concerning data storage, location, access, and cross-border processing.

27. Data Retention

We retain Personal Data and Customer Data only for as long as reasonably necessary to:

• Provide the Service
• Maintain active Customer accounts
• Fulfil the purposes described in this Privacy Policy
• Meet contractual requirements
• Resolve disputes
• Prevent fraud
• Maintain security
• Comply with applicable legal obligations

Retention periods may differ according to the type of information and Customer configuration.

Customer-controlled CRM information may be retained according to the Customer's account configuration, contractual requirements, and applicable law.

28. Data Deletion

Users may request deletion of applicable Personal Data by contacting: support@flowzo.ai.

Requests will be processed subject to applicable law, identity verification, contractual obligations, Customer instructions, and required retention periods.

Where Flowzo processes information on behalf of an enterprise Customer, certain requests may need to be directed to or approved by that Customer.

Deletion of an account or certain information may permanently remove associated CRM records and may not be reversible after applicable backup-retention periods expire.

29. User Choices and Permissions

Users may control certain data collection by:

• Changing Flowzo feature settings
• Ending an active Field Sales Tracking session
• Changing Available/Unavailable or On Duty/Off Duty status where supported
• Revoking Android or device permissions
• Disconnecting third-party integrations
• Opting out of marketing communications
• Requesting deletion where applicable

Disabling required permissions may prevent certain Flowzo features from functioning.

30. Children and Minors

Flowzo is an enterprise CRM service and is not intended for children under 18 years of age.

We do not knowingly provide Flowzo accounts directly to children under 18 or intentionally collect Personal Data from children for consumer use.

If we learn that information has been collected from a child contrary to applicable law, we will take appropriate steps to delete it.

31. Compelled and Legal Disclosure

Flowzo may disclose information where reasonably necessary:

• To comply with applicable law
• To respond to lawful government requests
• To comply with court orders, subpoenas, or other legal processes
• To investigate fraud or security incidents
• To enforce contractual or legal rights
• To protect Flowzo, our Customers, Users, or others
• In connection with legal proceedings

32. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in Flowzo functionality, legal requirements, Google Play or other platform requirements, or business practices.

When material changes are made, we will update the Last Updated date and may provide additional notice where appropriate.

33. Google Play and Mobile App Privacy Summary

For clarity, depending on the functionality enabled by the Customer and permissions granted by the User, the Flowzo Android application may access:

Users can manage applicable permissions through Android or device settings. Certain Flowzo functionality may not operate when the required permission is denied or revoked.

34. Contact Us

For privacy questions, data requests, complaints, consent choices, or questions regarding Flowzo's privacy practices, please contact: