Privacy Policy

Overview

ClientFlow AI helps service businesses manage leads, clients, follow-ups, messages, and revenue recovery. This Privacy Policy explains what information we may process and how we use it when you use the ClientFlow AI platform.

Information we may process

• Business owner account information
• Business settings and preferences
• Client and lead contact details
• Appointment and follow-up information
• Message drafts and send history
• Integration data from connected providers such as Square, Resend, Twilio, Meta (Facebook and Instagram), and Google (Business Profile and Ads)
• Technical and log data related to app performance and security

How we use data

We use information to:

• Provide and operate the ClientFlow AI application
• Generate AI drafts and summaries for business review
• Send owner-approved messages through supported channels
• Maintain delivery and send logs
• Improve security, reliability, and product functionality

Meta Platforms (Facebook and Instagram) data

If a business explicitly connects its own Facebook Page and/or Instagram professional account to ClientFlow AI, we process a limited set of information made available through Meta’s Platform APIs in order to provide that business’s requested features. Depending on what the business connects, this may include:

• The identifier and name of a Facebook Page the business has connected;
• The identifier, username, and account name of an Instagram professional/business account the business has connected;
• Facebook Lead Ads form submissions the business has authorized us to read (for example, a lead’s name, email, phone number, and any custom questions the business’s own lead form collected);
• Instagram Direct Message conversations sent to the business’s connected Instagram account, including the sender’s Instagram-scoped identifier and, where made available through the API, the sender’s Instagram display name or username;
• OAuth and integration identifiers and access tokens needed to maintain the connection, stored securely on our servers and never exposed to any other ClientFlow AI customer or shown in our client-facing application; and
• Webhook event metadata used to reliably receive this information once and avoid duplicate processing.

We use this Meta Platform Data to:

• Import authorized Facebook Lead Ads leads into that business’s ClientFlow AI account;
• Receive Instagram customer messages and display the resulting conversation in that business’s ClientFlow AI Inbox;
• Let the business review and send its own replies to Instagram customers;
• Let the business optionally link an Instagram conversation to an existing client or lead record in its own account — this link is only ever created when the business itself chooses to make it, never automatically; and
• Maintain the reliability and security of the connection itself, including preventing the same Facebook Page or Instagram account from being connected to more than one ClientFlow AI business at the same time.

A business’s connected Meta Platform Data is used only to provide ClientFlow AI’s services to that business, is never made available to any other ClientFlow AI customer, and is never sold. It is not shared with third parties for their own marketing purposes. ClientFlow AI’s use of Meta Platform Data is governed by Meta’s own Platform Terms and Developer Policies in addition to this Privacy Policy. ClientFlow AI is not endorsed, certified, or sponsored by Meta, Facebook, or Instagram.

Google Business Profile and Google Ads data

If a business explicitly connects its own Google Business Profile and/or Google Ads account to ClientFlow AI, we process a limited set of information made available through Google’s APIs in order to provide that business’s requested features. Depending on what the business connects, this may include:

• The identifier, name, and account/role information of a Google Business Profile account the business has connected;
• The identifier, name, address, category, and Google verification status of a Business Profile location the business has selected;
• Individual Google review identifiers, star ratings, review text, the reviewer’s display name, review/update timestamps, and the text and timestamp of any owner reply already posted to that review directly through Google (we do not store reviewer profile photos, and we do not post, edit, or delete review replies on a business’s behalf);
• The identifier, name, status, and channel of a Google Ads customer account and its campaigns, and daily performance metrics (impressions, clicks, spend, and provider-reported conversions) for that account and its campaigns;
• OAuth access and refresh tokens needed to maintain the connection, stored securely on our servers and never exposed to any other ClientFlow AI customer or shown in our client-facing application; and
• Sync status and error metadata used to show the business whether a connection or data refresh succeeded.

We use this Google data to:

• Let the business discover and select its own Google Business Profile location and/or Google Ads account;
• Import that business’s own Google reviews and ratings to power in-app reputation and business-intelligence features, including rating trends and unanswered-review alerts;
• Import that business’s own Google Ads campaign and performance data to power in-app marketing and business-intelligence features; and
• Maintain the reliability and security of the connection itself, including confirming which Google account and location or customer the business has authorized.

A business’s connected Google data is used only to provide ClientFlow AI’s services to that business, is never made available to any other ClientFlow AI customer, and is never sold. It is not used for advertising, ad targeting, or credit or lending decisions. ClientFlow AI’s access to Google Business Profile data is read-only at the application level; we do not post, edit, or delete review replies. ClientFlow AI’s use of Google user data is governed by the Google API Services User Data Policy (including its Limited Use requirements) in addition to this Privacy Policy. ClientFlow AI is not endorsed, certified, or approved by Google.

Messaging and consent

• We do not sell personal information.
• SMS opt-in data collected through consent forms is not sold or shared with third parties for their marketing purposes.
• We do not send SMS or email messages unless initiated or approved by the business user through the platform.
• Business users are responsible for having proper consent to message their own clients and leads.
• Customers can opt out of SMS by replying STOP where supported by the messaging workflow.

Data deletion

You can request deletion of your ClientFlow AI account data, including any data obtained through a connected Meta (Facebook or Instagram), Google (Business Profile or Ads), Square, or other integration, by emailing support@clientflowagents.com with your business name and which connected account(s) or data you want removed. After verifying the request, we will delete the associated stored data — including any stored access tokens, Page/Instagram identifiers, and imported messages or leads tied to that specific connection — and disconnect the integration on your behalf, within a reasonable time. Some connected providers offer a self-service disconnect option directly in Settings; where that is not yet available for a given provider, contact us and we will process the disconnection and deletion manually. We may retain a limited record of the request itself, and minimal data necessary for fraud prevention, security, legal compliance, or dispute resolution, for as long as reasonably required for those purposes.

Service providers

Data may be processed by service providers that help us run the platform, such as hosting, database, AI, email, SMS, and integration providers. These providers process data on our behalf to deliver the service.

Contact

For privacy-related questions, contact support@clientflowagents.com.