Privacy policy
Flowtica · Legal
Privacy Policy & Cookie Policy
- Personal Information We Collect or Process
- Personal Information Sources
- How We Use Your Personal Information
- How We Disclose Personal Information
- Relationship with Shopify
- Analytics, Advertising, and Tracking Partners
- Third-Party Websites and Links
- Children's Data
- Security and Retention of Your Information
- Your Rights and Choices
- Complaints
- International Transfers
- Changes to This Privacy Policy
Privacy Policy
Introduction
Flowtica operates the Flowtica website, e-commerce store, the Flowtica mobile application ("App"), and compatible hardware devices (collectively, the "Services"). This Privacy Policy describes how we collect, use, and disclose your personal information when you visit our website, make a purchase, use our App and hardware for AI-assisted recording and transcription, or otherwise interact with us.
Our e-commerce store is hosted by Shopify, which provides the online platform that allows us to sell our products to you.
If there is a conflict between our Terms of Service and this Privacy Policy, this Privacy Policy controls with respect to the collection, processing, and disclosure of your personal information.
Please read this Privacy Policy carefully. By using and accessing any of the Services, you acknowledge that you have read this Privacy Policy and understand the collection, use, and disclosure of your information as described in this Privacy Policy.
1. Personal Information We Collect or Process
When we use the term "personal information," we mean information that identifies or can reasonably be linked to you or another person. This does not include anonymized or de-identified data. Depending on how you interact with our Services, where you live, and as permitted by applicable law, we may collect or process the following categories:
- Contact details — name, billing address, shipping address, phone number, and email address.
- Financial information — payment details such as transaction records, order amounts, payment method type, and confirmation details. Note: raw payment card numbers are processed directly by our payment platform providers (Google Play / Apple App Store) and are not stored by Flowtica.
- Account information — username, password, security questions, preferences, and settings.
- Transaction information — items viewed, added to cart, wishlisted, purchased, returned, exchanged, or cancelled, and your order history.
- Communications with us — information you include when contacting customer support or otherwise communicating with us.
- Device information — device type, browser, network connection, IP address, and other unique identifiers.
- Usage information — how and when you interact with or navigate the Services.
1.1 App & AI Processing Data
When you use the Flowtica App and compatible hardware (such as the Flowtica Scribe), we collect and process the following data to deliver our core AI-assisted services:
- Audio Recordings — voice recordings captured through the App or connected hardware.
- Transcripts and Summaries — text-based transcriptions and AI-generated summaries derived from your recordings.
- Voice Metadata (Speaker Embeddings) — mathematical representations of voice characteristics used exclusively to identify and distinguish different speakers within your own recordings. We do not use this data to identify you across other users' accounts. Please note: depending on applicable law in your jurisdiction (including GDPR Article 9 and U.S. state biometric privacy laws), voice embeddings may constitute biometric or sensitive personal data, and we will process this category only with your explicit consent where required.
- App Device Information — operating system version and hardware connection status (e.g., MAC address of connected Flowtica hardware).
1.2 Advertising and Analytics Data
We may also collect data related to analytics, marketing, and advertising performance, including:
- Hashed identifiers such as email addresses or phone numbers (used for attribution and conversion measurement);
- Transactional details such as order value, timestamp, and currency (used for ad performance reporting);
- Device and interaction data such as session duration, page engagement, or scroll behavior, collected through analytics tools.
This data may be shared with advertising and analytics partners — including Meta Platforms, Inc., Google, and Microsoft — under contractual safeguards and in compliance with applicable law.
2. Personal Information Sources
We collect personal information from the following sources:
- Directly from you — when you create an account, visit or use the Services, communicate with us, or otherwise provide information.
- Automatically through the Services — from your device when you use our products, visit our website, or interact with cookies and similar technologies.
- From our service providers — when we engage them to power certain technology and they collect or process data on our behalf.
- From our partners or other third parties — as described in this policy.
3. How We Use Your Personal Information
Depending on how you interact with us and which Services you use, we process your personal information for the following purposes:
- Providing and improving the Services. We use your information to process payments, fulfill orders, manage your account, arrange shipping, handle returns and exchanges, remember your preferences, send account-related notifications, and personalize your experience — such as recommending relevant products.
- Marketing and advertising. We use your information to send promotional communications by email, text, or mail, and to show you relevant online advertisements — including based on previous purchases or browsing activity.
- Security and fraud prevention. We use your information to authenticate your account, secure payment processes, detect and investigate potentially fraudulent or malicious activity, and protect users and the public.
- Communicating with you. We use your information to provide customer support and maintain our business relationship with you.
- Legal obligations. We use your information to comply with applicable law, respond to valid legal process, enforce our terms and policies, and participate in legal proceedings where necessary.
3.1 AI Features and Processing
For users of the Flowtica App and hardware, we process your Audio Recordings, Transcripts, and Voice Metadata specifically to:
- Convert spoken audio into text (Speech-to-Text).
- Identify and separate different speakers within a recording to provide clear conversational context.
- Generate intelligent summaries, action items, and structured formatting from your transcripts.
- Power interactive AI and agent capabilities, enabling you to search your history and ask questions about your recordings.
This processing is strictly required to deliver the core Flowtica App features you have requested.
3.2 Advertising, Analytics, and Performance Measurement
We use analytics and advertising tools to understand how visitors interact with our website, measure marketing performance, and deliver relevant content. This may involve sharing limited, pseudonymized, or aggregated information — such as hashed contact identifiers or purchase events — with the following partners:
Meta Platforms, Inc.
Conversion tracking and advertising optimization
Google Analytics 4
Website usage analytics
Microsoft Clarity
Usability and interaction analytics
Where required by law, we rely on your consent for these activities. Otherwise, we process such data based on our legitimate interest in improving and promoting our Services. You may withdraw or manage your preferences as described under Your Rights and Choices.
4. How We Disclose Personal Information
We may disclose your personal information to third parties for legitimate purposes, including:
- Service providers. Shopify and other vendors who perform services on our behalf — including IT management, payment processing, data analytics, customer support, cloud storage, fulfillment, and shipping.
- Business and marketing partners. To provide marketing services and relevant advertising, including Shopify's personalized advertising features that operate based on your online activity across merchants. You can opt out of this data sharing here.
- At your direction. When you request or consent to us sharing information with third parties — for example, to ship your order or through social login integrations.
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Third-party AI and cloud providers. To provide our core AI features, we transmit specific data to specialized service providers:
- Audio Recordings are sent exclusively to Automatic Speech Recognition (ASR) providers (such as Deepgram) solely for transcription.
- Transcripts are sent to Large Language Model (LLM) providers (such as Google) for summarization and feature generation.
- Affiliates and corporate group. We may share information with our affiliated entities within our corporate group.
- Business transactions. In connection with a merger, acquisition, or bankruptcy, we may transfer information to a successor entity, subject to confidentiality obligations consistent with this policy.
- Legal compliance and safety. To comply with applicable law, respond to subpoenas or legal process, enforce our terms, or protect the safety of users and the public.
Analytics and Advertising Partners
We may share limited information with Meta Platforms, Inc., Google, and Microsoft to measure website traffic and marketing effectiveness. Data shared with these partners is pseudonymized where possible, transmitted securely, and processed under their respective privacy policies.
When data is shared with Meta, it is processed under the Meta Privacy Policy and the Meta Business Tools Terms. For EU/EEA users, Meta may act as a joint controller under the Joint Controller Addendum.
5. Relationship with Shopify
Our Services are hosted by Shopify, which collects and processes personal information about your access to and use of the Services in order to provide and improve them. Information you submit through our store is transmitted to and shared with Shopify, as well as third parties that may be located in countries other than where you reside.
To protect, grow, and improve our business, we use certain Shopify enhanced features that incorporate data from your interactions with our store and with other Shopify merchants. In these circumstances, Shopify is responsible for processing your personal information and for responding to your requests regarding that use.
To learn more about how Shopify uses your personal information and how to exercise your rights, visit the Shopify Consumer Privacy Policy. Depending on where you live, you may also exercise certain rights at Shopify Privacy Portal.
6. Analytics, Advertising, and Tracking Partners
6.1 Overview
We use a limited number of analytics, marketing, and user experience tools to understand how visitors use our website, measure marketing effectiveness, and improve functionality. These tools may use cookies or similar technologies to collect anonymized or pseudonymized data.
Where required by law, we obtain your consent for non-essential cookies. You may adjust your browser settings to block or delete cookies at any time. See our Cookie Policy for details.
6.2 Meta Platforms, Inc.
We use Meta Business Tools, including the Meta Conversions API and Offline Conversions API, to measure and improve our advertising campaigns. Meta may receive hashed identifiers (email or phone), order values, and timestamps to measure ad performance.
Meta processes this data as an independent controller under its Privacy Policy. For EU/EEA users, Meta and Flowtica act as joint controllers under the Joint Controller Addendum. You can adjust ad preferences in your Meta account or contact us to opt out.
6.3 Google Analytics 4
We use Google Analytics 4 (GA4) to analyze visitor behavior and traffic patterns. GA4 may collect IP addresses, device identifiers, session duration, and page interactions. All data is aggregated and used to understand website performance.
Opt out via the Google Analytics Opt-Out Add-on or review the Google Privacy Policy.
6.4 Microsoft Clarity
We use Microsoft Clarity to analyze user interactions such as clicks, scrolls, and session behavior (sensitive fields are masked). Clarity helps us identify usability improvements without collecting personally identifiable information. Learn more at the Microsoft Privacy Statement.
6.5 Future Tools
We may add new analytics or marketing tools over time. When we do, we will update this section with each partner's name, purpose, data handling practices, and privacy links. All future integrations will adhere to the same standards described in this policy.
7. Third-Party Websites and Links
Our Services may link to websites or platforms operated by third parties. If you follow links to sites not affiliated with or controlled by us, review their privacy policies and terms separately. We are not responsible for the privacy, security, or accuracy of third-party sites.
Information you share on public or semi-public venues — including social networking platforms — may be viewable by other users or third parties beyond our control. Inclusion of a link does not imply our endorsement of that site or its operators, except as explicitly disclosed.
8. Children's Data
Our Services are not intended for children. We do not knowingly collect personal information from children under 13 (or the applicable age of digital consent in your jurisdiction — 16 under GDPR by default in most EU member states).
If you are a parent or guardian and believe your child has provided us with personal information, contact us at support@flowtica.ai to request deletion.
As of the effective date of this Privacy Policy, we do not knowingly "share" or "sell" (as defined under applicable law) personal information of individuals under 16 years of age.
9. Security and Retention of Your Information
No security measures are perfect or impenetrable, and we cannot guarantee absolute security. We recommend that you do not use unsecured channels to communicate sensitive information to us.
How long we retain your personal information depends on factors such as whether we need it to maintain your account, provide Services, comply with legal obligations, resolve disputes, or enforce applicable contracts and policies.
App Data Retention
Audio Recordings, Transcripts, Summaries, and Voice Metadata are retained within our secure cloud infrastructure (located in the United States and managed by enterprise-grade cloud providers) for as long as you maintain an active account. This is necessary to allow you to access, sync, and replay your historical recordings across devices.
You have the right to request deletion of this data at any time by deleting your account or contacting our support team. Upon a valid request, we will permanently remove or irreversibly anonymize this data in accordance with applicable laws.
10. Your Rights and Choices
Depending on where you live, you may have some or all of the following rights regarding your personal information. These rights are not absolute and may apply only in certain circumstances. We may decline requests where permitted by law.
- Right to Access / Know Request access to personal information we hold about you.
- Right to Delete Request that we delete personal information we maintain about you.
- Right to Correct Request correction of inaccurate personal information.
- Right of Portability Receive a copy of your personal information and request transfer to a third party, subject to certain exceptions.
- Right to Opt Out Opt out of the "sale" or "sharing" of your personal information, or of processing for targeted advertising, as defined under applicable law. Exercise this right here.
- Communication Preferences Unsubscribe from promotional emails at any time via the unsubscribe link. We may still send non-promotional messages such as order updates.
To exercise any of these rights, use the options on the Services or contact us at support@flowtica.ai. We will not discriminate against you for exercising your rights. We may need to verify your identity before processing your request. You may also designate an authorized agent to submit requests on your behalf, subject to verification.
Opt Out of Analytics and Targeted Advertising
You can opt out by:
- Adjusting your browser or cookie settings;
- Using the Global Privacy Control (GPC) signal;
- Contacting us at support@flowtica.ai.
We honor all applicable opt-out requests in accordance with the GDPR, CPRA, and other applicable privacy regulations. See our Cookie Policy for more detail.
To learn about how Shopify uses your personal information and how to exercise rights over data processed by Shopify, visit privacy.shopify.com.
11. Complaints
If you have complaints about how we process your personal information, contact us using the details provided in the Contact section below. Depending on where you live, you may have the right to appeal our decision or lodge a complaint with your local data protection authority.
12. International Transfers
We may transfer, store, and process your personal information outside the country where you live. When we transfer your personal information out of the European Economic Area or the United Kingdom, we rely on recognized transfer mechanisms — including the European Commission's Standard Contractual Clauses (SCCs) or the UK International Data Transfer Agreement (IDTA) — unless the destination country provides an adequate level of protection.
When data is shared with analytics and advertising partners including Meta, Google, and Microsoft, your information may be transferred to and processed in the United States or other countries. These transfers occur under the safeguards described above.
13. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or for operational, legal, or regulatory reasons. We will post the revised policy on this page, update the "Last updated" date, and provide notice as required by applicable law.
Contact Us
For questions about our privacy practices, this Privacy Policy, or to exercise any of your rights, reach us at:
We will respond to inquiries within 15 business days.
© Flowtica AI PTE. LTD. All rights reserved. support@flowtica.ai