Privacy Policy

Overview

This Privacy Policy explains how Flowybooks collects, uses, stores, and shares information when you use:

• the Flowybooks website
• the Flowybooks software product
• Flowybooks-managed bookkeeping and CFO services

Information We Collect

Account and organization information

When you create an account or organization, we collect information such as:

• your name and email address
• organization name and related setup details
• role and membership information within the organization

Financial and accounting data

To provide the product and managed services, we may process accounting and finance data that you upload, connect, or approve, including:

• bank statements and statement-derived transaction data
• journal entries, account mappings, and reporting data
• invoices, receipts, and supporting records you provide
• monthly reporting outputs and cash flow materials

Payroll and provider-related data

If you use Flowybooks for managed bookkeeping, we may process payroll-related records and reports that come from third-party systems such as Gusto, Rippling, ADP, or similar payroll providers.

Billing information

Stripe handles payment information for subscriptions and card collection. Flowybooks stores limited billing-related records needed to manage subscriptions and customer support, such as Stripe customer IDs, subscription status, and plan information.

Usage data

We collect limited usage and diagnostic data to operate, secure, and improve the service.

Google Analytics runs in cookie-free mode by default only on public marketing pages at flowybooks.com. It does not run on sign-in pages, authenticated product pages, or accounting and tax workspaces. Measurement is turned off when this browser has a saved opt-out or sends a supported Global Privacy Control or Do Not Track signal.

When measurement is active, Flowybooks deliberately sends:

• the public page path and a controlled page label, without query strings or fragments
• the referring website or previous public Flowybooks page, with external referrers reduced to their origin
• a page-view event and its time
• information used to report approximate country and state or region

The Google request may also contain ordinary connection information such as an IP address, user agent, referrer, and screen information. Google states that GA4 uses the IP address to route the request and derive approximate location, then discards it before logging. Neither our Google Analytics reports nor our BigQuery export contains the raw IP address. Learn more about how Google processes information from sites that use its services.

Analytics storage remains denied, so Google Analytics does not read or write first-party analytics cookies. Google may generate temporary values to process individual cookieless events or sessions, but Flowybooks does not send a User-ID, account ID, organization ID, or other persistent visitor identifier. We do not use this data for targeted advertising, personalization, or account-linked visitor profiles. Advertising storage, advertising user data, advertising personalization, Google Signals, user-provided data collection, and Google advertising-product links remain disabled.

We do not send Google Analytics names, email addresses, phone numbers, form entries, filenames, booking details, financial information, or tax information.

Analytics export and retention

Flowybooks may enable a daily export of raw Google Analytics event rows to a Flowybooks-controlled Google BigQuery dataset. When enabled, exported rows may include the limited public-page information described above, event time, approximate country and state or region, general device category, analytics-storage status, and temporary cookieless event or session values.

Access is limited through Google Cloud permissions to authorized Flowybooks administrators and the Google services required to deliver the export. The dataset is not combined with Flowybooks account, booking, financial, or tax data.

Google Analytics raw user and event retention is set to two months. When the BigQuery export is enabled, raw event tables are configured to expire automatically after 60 days. Google Analytics standard aggregate reports may remain available longer, and Flowybooks may retain non-identifying page and location summaries for up to 13 months.

The /booking page embeds a Google Calendar appointment schedule. Opening that page connects your browser to Google. If you schedule a call, Google processes the appointment and contact details you submit there. A direct Google Calendar link is also available as a fallback.

How We Use Information

We use information to:

• provide and maintain the website, software product, and managed services
• set up organizations and user access
• process bookkeeping workflows and generate financial reporting
• coordinate billing, subscriptions, and customer support
• prevent fraud, abuse, and security incidents
• improve reliability, product functionality, and onboarding
• understand public-site page traffic, referral sources, and approximate visitor location

AI Processing

Some features use third-party AI providers to help extract transactions, summarize uploaded material, or suggest accounting-related classifications.

Data minimization

Before sending text to AI providers, we apply redaction or minimization steps designed to reduce exposure of high-risk personal data where practical.

No model training by default

Flowybooks does not use customer data to train AI models by default. If we ever introduce an optional training or feedback program, it will be opt-in and separately disclosed.

Sharing and Third Parties

We share data with service providers that help operate Flowybooks, such as hosting, billing, email, scheduling, analytics, and AI processing vendors. Google receives the limited cookieless public-site measurement described above unless the visitor opts out or sends a supported privacy signal. A current list of subprocessors is available at Subprocessors.

We do not sell personal information or share it for cross-context behavioral advertising.

We may also disclose information:

• when required by law
• to protect Flowybooks, our users, or the public
• in connection with a business transfer, financing, or acquisition

Support and Authorized Access

Authorized staff may access customer data only as needed to:

• provide support
• investigate billing or technical issues
• review managed bookkeeping onboarding
• respond to security or abuse incidents

Data Retention

We retain information for as long as needed to provide the service, comply with legal obligations, resolve disputes, and enforce our agreements. Different categories of data may be retained for different periods depending on operational and legal needs.

The analytics retention periods are described under Analytics export and retention above. The rest of Flowybooks' data has different retention periods based on operational and legal needs.

Security

We use reasonable administrative, technical, and organizational safeguards to protect information. No system is completely secure, and we cannot guarantee absolute security.

Your Choices

Cookie-free public-page measurement begins when a public page loads unless it is already turned off in this browser or blocked by a supported privacy signal. Use Analytics choices in the footer to turn measurement off or on. The preference is stored in browser local storage; it is not an analytics cookie or visitor identifier.

Turning analytics off stops future Google Analytics requests from that browser. It does not undo events or aggregate reports already processed. Because Flowybooks does not retain a persistent analytics identifier or raw IP address, we may be unable to identify earlier public-page events as belonging to a particular visitor.

This analytics choice does not affect the essential secure session cookie used when you sign in to the Flowybooks product. Google Calendar on the booking page is also a separate, already disclosed integration.

You may contact Flowybooks to request account updates, support, or deletion-related inquiries, subject to legal and operational requirements.

Contact

Questions about this Privacy Policy can be sent to support@flowybooks.com.