Privacy Policy

In this Privacy Policy, "us", "we", or "our" means the company operating this website and its associated mobile applications. We are committed to respecting your privacy. Our Privacy Policy sets out how we collect, use, store, and disclose your personal information. By providing personal information to us, you consent to our collection, use, and disclosure of your personal information in accordance with this Privacy Policy and any other arrangements that apply between us. We may change our Privacy Policy from time to time by publishing changes to it on our website. We encourage you to check our website periodically to ensure that you are aware of our current Privacy Policy.

1. Data Protection

Data Protection Legislation: We are committed to complying with the Data Protection Act 1998, and thereafter, unless and until the General Data Protection Regulation ((EU) 2016/679) (GDPR) is no longer directly applicable in the UK, the GDPR and any national implementing laws, regulations, and secondary legislation, as amended from time to time, in the UK; and any successor legislation to the GDPR or the Data Protection Act 1998.

We do not misuse or sell your data. All information uploaded by our users is processed solely for the purpose of delivering our Services. No data collected is used in any other capacity beyond operating and improving our products and mobile applications.

2. What Information We Collect

We may collect the following types of personal information:

• Device Information: your device ID, device type, geo-location information and connection information, statistics on page views, traffic to and from the sites, ad data, IP address, and standard web log information.
• Service Details: details of the products and services we have provided to you or that you have enquired about, including any additional information necessary to deliver those products and services and respond to your enquiries.
• Cloud Files: cloud files that users imported when using our products and mobile applications. We do not collect or store any information or content from your Google Drive account.
• Direct Information:
  • Any user-submitted content for AI processing: text prompts, uploaded images, audio recordings, PDF or document files, and submitted web links that you voluntarily provide when using AI-powered features;
  • Any additional information relating to you that you provide to us directly through our website or app or indirectly through your use of our website or app or online presence or through other websites or accounts from which you permit us to collect information;
  • Information you provide to us through customer surveys;
  • Or any other personal information that may be required in order to facilitate your dealings with us.

3. How We Collect Personal Information

We may collect your personal information when you:

• Register on our website or app;
• Communicate with us through correspondence, chats, email, or when you share information with us from other social applications, services, or websites;
• Interact with our sites, services, content, and advertising;
• Invest in our business or enquire as to a potential purchase in our business;
• Apply for employment or contract engagement with us.

User-submitted content for AI processing is collected and transmitted to third-party AI service providers only when you voluntarily choose to use AI features and submit content for processing.

In addition, when you apply for a job or position with us we may collect certain information from you (including your name, contact details, working history, and relevant records checks) from any recruitment consultant, your previous employers, and others who may be able to provide information to us to assist in our decision on whether or not to make you an offer of employment or engage you under a contract. This Privacy Policy does not apply to acts and practices in relation to employee records of our current and former employees, which are exempt from the Privacy Act.

4. Why We Collect, Use, and Disclose Personal Information

We may collect, use, and disclose your personal information for the following purposes:

• To enable you to access and use our website, services, and apps;
• To operate, protect, improve, and optimise our website, services, and app, business, and our users' experience, such as to perform analytics, conduct research, and for advertising and marketing; to send you service, support, and administrative messages, reminders, technical notices, updates, security alerts, and the information requested by you;
• To send you marketing and promotional messages and other information that may be of interest to you, including information sent by, or on behalf of, our business partners that we think you may find interesting;
• To administer rewards, surveys, contests, or other promotional activities or events sponsored or managed by us or our business partners;
• To comply with our legal obligations, resolve any disputes that we may have with any of our users, and enforce our agreements with third parties;
• To consider your employment application.

We may also disclose your personal information to a trusted third party who also holds information about you. This third party may combine such information to develop anonymised consumer insights, helping us understand preferences and improve the products and services you receive.

We use user-submitted content exclusively to provide requested AI-powered responses or outputs. This includes processing text prompts, images, audio, and document files through third-party AI service providers. We do not use user content for advertising, model training, or other unrelated purposes.

5. Using Our Website and Cookies

We may collect personal information about you when you use and access our website. While we do not use browsing information to identify you personally, we may record certain information about your use of our website, such as which pages you visit, the time and date of your visit, and the internet protocol address assigned to your computer.

We may also use "cookies" or other similar tracking technologies on our website that help us track your website usage and remember your preferences. Cookies are small files that store information on your computer, TV, mobile phone, or another device. They enable the entity that puts the cookie on your device to recognise you across different websites, services, devices, and/or browsing sessions. You can disable cookies through your internet browser, but our websites may not work as intended for you if you do so.

We are committed to protecting and respecting your privacy. We collect your photograph, with your expressed permission, to generate your content. We do not use your photograph or data for any other purpose. By using our Service you understand and agree that we are providing a platform for you to process your content.

6. Third-Party Services

We may interact with third-party platforms in different ways, including receiving information from them or transmitting information to them in order to provide our services.

6.1. Information We Receive from Third-Party Platforms

When you choose to link or sign in using a third-party platform (such as Google or Apple), we may receive limited profile information such as your name, profile picture, and email address ("Third Party Platform Information").

We use this information only where necessary to perform our contract with you, maintain your account and login, and provide the Services — including generating and delivering AI content outputs.

You may choose to sync your third-party calendar accounts (such as Google Calendar) with the Services. If you do, we will have access to your contacts and information from the calendar appointments in your email account, including the content of your calendar.

Notwithstanding anything else in this Policy:

• We only use and disclose Email Service Information to provide the Services or as required by law.
• We do not use or disclose Email Service Information to create, train, improve, or fine-tune AI models.
• When you sync your Google account, we handle your data strictly in accordance with the Google API Services User Data Policy, including its Limited Use Requirements.

6.2. Information We Transmit to Third-Party AI Service Providers

When you use AI-powered features within the App, we may transmit user-submitted content to selected third-party AI service providers for processing. This may include:

• Text prompts;
• Uploaded images;
• Audio recordings;
• Document files;
• Submitted web links;
• Limited technical metadata necessary to process your request.

We may transmit such data to providers including, but not limited to: OpenAI; Google (Gemini models); xAI (Grok).

Such transmission occurs only when you voluntarily submit content and choose to use AI features within the App.

7. Responsible Use of AI and Data

We integrate artificial intelligence ("AI") technologies to deliver creative and productivity features. To ensure transparency and data protection, we apply the following principles:

• AI features process user inputs (e.g., text prompts, uploaded images, or queries) only for delivering requested outputs within the Service.
• We apply data minimisation — using only the minimum information necessary.
• Input data may be temporarily processed and anonymised for quality assurance, debugging, or improving accuracy, but never to retrain models with identifiable personal data.
• We do not use personal data or connected Email Service Information for model training, fine-tuning, or third-party AI development.
• If new AI systems process personal data beyond service delivery, we will notify users and request explicit consent where required.
• Any automated decision-making is subject to human oversight, fairness, and transparency.

These safeguards align with global standards for responsible AI — transparency, user control, fairness, and accountability.

Before transmitting any user-submitted content to third-party AI providers, we obtain explicit user consent through onboarding and user actions within the App. AI processing only occurs when you actively choose to submit content for processing.

8. Permissions and Media Use

Our apps only access photos or media that you explicitly grant permission for, and solely for the purpose of performing specific app features (e.g., generating or editing content):

• These images may include facial data (such as facial features or characteristics) when users choose to use features like AI avatar generation or image transformation.
• Such data is used only to provide the requested features and is not used to identify individuals, perform facial recognition, track users, or for advertising purposes.
• We process all media and images, including those that may contain facial data, only as necessary to provide the requested features. They may be stored to support user-facing functionality (such as viewing or managing generated content) and are retained only for as long as necessary to provide these features or until the user deletes them.
• We do not collect or use biometric identifiers.
• We may securely transmit limited data, including images that may contain facial data, to trusted third-party AI service providers (such as OpenAI or Google Gemini) solely to process user requests. These providers are not permitted to retain or use the data for their own purposes.

By using our services and uploading media, you acknowledge and consent to this processing.

9. User Data Deletion

You can request deletion of your data by:

• Going to App Settings / Account → Delete Account, or
• Selecting App Settings / Account → Contact Us, then writing a request for data deletion.

Once we receive and verify your request, your data will be permanently deleted from our systems, except as required for legal or security reasons.

10. Contact

If you have any questions about our privacy policy, you can contact us at info@theflowmatic.co.