Privacy Policy

Information about SmoothFlo users: the people at trade companies who sign in. SmoothFlo is responsible for this information.

Information a company keeps about its own customers and staff: names, addresses, estimates, photos and so on. The company that entered it is responsible for it, and we handle it on their behalf and only to run the Service for them. If you're a customer of a company that uses SmoothFlo (for example, you received an estimate link), please contact that company about your information. We'll help them answer you.

• Account details: name, email, phone number, role, password (stored only as a scrambled hash we can't read), two-step verification settings, and the pay rates a company sets for its team.
• Company details: business name, address, logo, settings, plan and billing details.
• What companies enter: leads and customers (names, addresses, phone numbers, emails, notes), estimates, change orders, invoices, payments, schedules, photos, receipts, expenses, messages, and the names customers type to sign.
• Estimate page activity: when a customer opens an estimate link and roughly how long it stays open, so the company knows it was seen.
• Time clock and door knocking: clock-in and clock-out times. When a canvasser adds a door, the phone's location is used to place it on the map, only after the phone asks for permission and only while the map is open.
• Forwarded e-Transfer emails: if a company turns on automatic e-Transfers, the Interac payment emails it forwards to SmoothFlo: who sent the money, the amount, their message and Interac's reference number, used only to mark the right invoice paid. SmoothFlo never receives or holds the money.
• QuickBooks connection: if a company connects QuickBooks Online, the access keys Intuit gives us (stored encrypted), the QuickBooks company's name and country, and which records were sent there.
• Telegram assistant: if someone links Telegram, their Telegram chat ID and the messages, photos and voice notes they send the assistant.
• Technical information: IP address and basic request logs, used to keep accounts secure and stop abuse (for example, limiting repeated sign-in attempts).
• Website visits: Google Analytics counts visits to our public website (pages viewed, how you found us, rough location, device and browser), when someone signs up, and visits to a signed-in user's dashboard. It never sees what companies enter, any other page inside SmoothFlo, or customers' estimate and invoice links.

• To run the Service: show your data to the right people, send the emails and messages you ask it to send, and work out totals, pay and reports.
• To keep it secure, prevent fraud and fix problems.
• To contact account owners about their account, billing, support and important changes.
• To improve SmoothFlo, using how features are used overall.

We don't sell personal information, we don't show ads, and we don't use advertising trackers. The only analytics is Google Analytics, described under Cookies.

We use one essential cookie to keep you signed in. The app also saves a few small conveniences in your browser, such as which chat messages you've already read. There are no advertising cookies.

Google Analytics: our public website, the sign-up page and the dashboard use Google Analytics to see which pages are useful and how people find us. Its cookies are only set if you tap Accept on the cookie banner. If you decline (or haven't chosen), Google only receives basic visit information without cookies, and none of it is used for ads. To change your choice, clear this site's data in your browser and the banner will ask again. Google's use of the data is covered by Google's privacy policy.

Only with service providers that help run SmoothFlo, and only what each one needs:

• Hostinger: the servers that run SmoothFlo and store its data (in the United States).
• Namecheap Private Email: sends the emails the Service sends, such as estimate links, invoices and sign-in codes.
• Google Drive: stores our nightly backups.
• Google Analytics: counts visits to our public website, sign-ups and dashboard visits, as described under Cookies.
• Telegram: only if you link the Telegram assistant.
• Intuit QuickBooks: only if a company connects it. We send what the company chooses: its invoices with their customers' names and contact details, payments, and expenses.
• OpenStreetMap (map pictures) and Open-Meteo (weather for the morning brief): receive map or weather requests for an area, not your account details.

We may also share information if the law requires it, to protect people's safety or our rights, or as part of a sale or merger of SmoothFlo (the new owner would have to keep this policy).

SmoothFlo's servers are in the United States, and backups are kept in Google Drive. This means information may be processed outside Canada and could be accessed by courts or authorities there under their laws.

We keep information while the account is open. After an account closes, we delete its data within 90 days. Backup copies are removed as backups roll over, within 30 days after that. We keep records the law requires, such as the invoices we sent, for as long as it requires.

• All traffic is encrypted (HTTPS).
• Passwords are stored as one-way hashes, and two-step verification is available.
• Each company's data is kept separate in the database, and people only see what their role allows.
• Only the people who run SmoothFlo can reach the servers, and only to operate and support it.

No system is perfectly secure. If a breach puts your information at real risk, we'll tell you and the authorities as the law requires.

You can ask to see the personal information we hold about you, have it corrected, or have it deleted, and you can withdraw consent (which may mean closing your account). Most details can also be changed in the app. Email team@smoothflo.app and we'll reply within 30 days.

If you're not happy with our answer, you can complain to the Office of the Privacy Commissioner of Canada (priv.gc.ca) or the privacy authority where you live.

SmoothFlo is a tool for businesses and isn't meant for anyone under 16.

If we change this policy in an important way, we'll tell account owners by email or in the app before it takes effect. The date at the top shows when it last changed.

Email team@smoothflo.app with any privacy question or request. You can also read our Terms of Service.