Privacy Policy

1. Introduction

Workflowr ("we," "our," or "us") operates the IntakeOS platform and related services. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our services, including our website, web applications, and automation tools.

By using our services, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect

2.1 Information You Provide

• Account Information: Name, email address, company name, and password when you create an account.
• Payment Information: Billing address and payment details processed securely through Stripe. We do not store full credit card numbers.
• Business Data: Lead information, contact details, and communication records you input or that flow through our platform.
• Communications: Messages you send us for support or inquiries.

2.2 Information Collected Automatically

• Usage Data: Pages visited, features used, actions taken within the platform.
• Device Information: Browser type, operating system, IP address, and device identifiers.
• Cookies: We use cookies and similar technologies to maintain sessions and improve user experience.

2.3 Information from Third Parties

• Lead Data: Information from integrated services such as phone systems, web forms, and CRM platforms that you connect to IntakeOS.
• Communication Providers: Call logs, SMS messages, and related metadata from telephony providers.

3. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our services
• Process transactions and send related information
• Send administrative messages, updates, and security alerts
• Respond to your comments, questions, and support requests
• Power AI-driven lead follow-up and automation features
• Analyze usage patterns to improve our platform
• Detect, prevent, and address technical issues and fraud
• Comply with legal obligations

4. AI and Automated Processing

IntakeOS uses artificial intelligence to process and respond to leads on your behalf. This includes:

• Analyzing incoming messages to determine intent and urgency
• Generating personalized responses to leads
• Routing conversations to appropriate handlers
• Scheduling appointments based on availability

AI processing is performed to fulfill our service agreement with you. You maintain ownership and control of your business data, and AI-generated content is created on your behalf.

5. SMS and Phone Communications

When you use IntakeOS for SMS and phone-based lead follow-up:

• Messages are sent from phone numbers provisioned for your account
• Message content and metadata are stored to provide service functionality and maintain records
• We comply with TCPA, CAN-SPAM, and other applicable telecommunications regulations
• Recipients can opt out of communications at any time

5.1 SMS Data Collection and Use

When leads interact with your business via SMS through our platform, we collect the following information:

• Phone Numbers: Mobile phone numbers used to send and receive messages
• Message Content: The text content of SMS messages sent and received
• Message Metadata: Timestamps, delivery status, and message identifiers
• Opt-in/Opt-out Status: Records of consent and communication preferences

This information is used solely to:

• Deliver SMS messages between your business and your leads/customers
• Provide AI-powered responses and automation on your behalf
• Maintain records for compliance and service functionality
• Honor opt-out requests and manage communication preferences

5.2 No Third-Party Sharing of SMS Opt-In Data

All the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties. No mobile information will be shared with third parties or affiliates for marketing or promotional purposes.

We do not share, sell, rent, or disclose SMS-related data (including phone numbers, message content, and opt-in consent records) to third parties for their marketing or promotional purposes. Your leads' contact information and message history will never be shared with outside parties for marketing purposes. Opt-in consent data is used exclusively to deliver the messaging services described in this policy and our Terms of Service.

SMS data may only be shared with:

• Telecommunications providers (e.g., Twilio) solely for message delivery
• Law enforcement when required by valid legal process

6. Information Sharing

We may share your information in the following circumstances:

• Service Providers: With vendors who perform services on our behalf (hosting, payment processing, analytics, communication services).
• Business Transfers: In connection with a merger, acquisition, or sale of assets.
• Legal Requirements: When required by law, subpoena, or to protect our rights and safety.
• With Your Consent: When you explicitly authorize sharing.

We do not sell your personal information to third parties.

7. Data Security

We implement appropriate technical and organizational measures to protect your information, including:

• Encryption of data in transit and at rest
• Regular security assessments and updates
• Access controls and authentication requirements
• Secure cloud infrastructure with reputable providers

While we strive to protect your data, no method of transmission or storage is 100% secure. We cannot guarantee absolute security.

8. Data Retention

We retain your information for as long as your account is active or as needed to provide services. After account termination, we may retain certain information as required by law or for legitimate business purposes, such as resolving disputes and enforcing agreements.

9. Your Rights

Depending on your location, you may have the right to:

• Access the personal information we hold about you
• Correct inaccurate or incomplete information
• Delete your personal information
• Export your data in a portable format
• Opt out of certain data processing activities
• Withdraw consent where processing is based on consent

To exercise these rights, please contact us at privacy@workflowr.ai.

10. Third-Party Services

Our services integrate with third-party platforms including:

• Stripe for payment processing
• Twilio or similar providers for SMS and voice
• OpenAI or similar providers for AI processing
• Analytics and monitoring tools

These services have their own privacy policies governing their use of your information.

11. Children's Privacy

Our services are not intended for individuals under 18 years of age. We do not knowingly collect personal information from children. If we learn we have collected information from a child, we will take steps to delete it promptly.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last updated" date. Your continued use of our services after changes constitutes acceptance of the updated policy.

13. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us at: