Privacy Policy

Effective Date: March 20, 2026

Last Updated: April 30, 2026

SmoothFlow ("SmoothFlow," "we," "us," or "our") provides websites, workflow automations, lead management, customer communication tools, and related software and services for businesses. This Privacy Policy explains how we collect, use, disclose, and protect personal information when you visit https://smoothflow.io, use our services, or otherwise interact with us.

By accessing or using our website or services, you acknowledge the practices described in this Privacy Policy.

1. Scope

This Privacy Policy applies to information collected through:

→our website;

→our software, portals, and customer dashboards;

→integrations with third-party services authorized by users;

→email, phone, forms, chat, and other communications with us;

→any other products or services that link to or reference this Privacy Policy.

This Privacy Policy does not govern third-party websites, applications, or services that we do not own or control, even if they integrate with our services.

2. Information We Collect

We may collect the following categories of information:

A. Information You Provide Directly

We collect information that you voluntarily provide, including:

→name;

→email address;

→phone number;

→company name;

→billing information;

→account credentials;

→messages, support requests, and other communications;

→content you upload, submit, or transmit through the services.

B. Information Collected Automatically

When you use our website or services, we may automatically collect:

→IP address;

→browser type and version;

→device identifiers;

→operating system;

→pages viewed and actions taken;

→referring URLs;

→dates, times, and duration of visits;

→cookie and similar technology data;

→log and diagnostic information.

C. Information from Third Parties

If you connect third-party services to SmoothFlow, we may receive information from those services consistent with the permissions granted by you or your organization. This may include:

→profile and account information;

→business information;

→lead and message metadata;

→communication history;

→event and webhook data;

→integration status, scopes, and authorization details.

D. Payment Information

Payments may be processed by third-party payment processors. We do not necessarily store full payment card details on our own systems. Payment information is handled subject to the applicable processor's terms and privacy practices.

3. How We Use Information

We may use personal information to:

→provide, operate, maintain, and improve our website and services;

→create and manage accounts;

→authenticate users and secure access;

→connect and manage authorized third-party integrations;

→process, organize, route, and display leads, messages, and workflow events;

→provide customer support and respond to inquiries;

→send transactional, administrative, and service-related communications;

→monitor usage, performance, errors, and security events;

→analyze trends, develop features, and improve user experience;

→enforce our terms, policies, and contractual rights;

→comply with legal obligations;

→prevent fraud, abuse, misuse, unauthorized access, and other harmful activity.

Where applicable, we may also use information to generate workflow suggestions, drafts, categorizations, prioritization signals, or automation outputs. Users are responsible for reviewing outputs where appropriate.

4. Legal Bases for Processing

Depending on the jurisdiction and applicable law, we may process personal information on one or more of the following legal bases:

→performance of a contract;

→compliance with a legal obligation;

→legitimate interests, including operation, security, and improvement of our business and services;

→consent, where required by law;

→other lawful bases permitted under applicable law.

5. Cookies and Similar Technologies

We may use cookies, pixels, local storage, and similar technologies to:

→keep users signed in;

→remember preferences;

→analyze traffic and usage patterns;

→maintain session security;

→support site functionality and performance.

You can control cookies through your browser settings. Disabling cookies may affect certain features or functionality.

6. How We Share Information

We may disclose personal information in the following circumstances:

A. Service Providers

We may share information with vendors and service providers that perform services on our behalf, such as:

→hosting and infrastructure providers;

→analytics providers;

→customer communication tools;

→payment processors;

→security and monitoring vendors;

→cloud storage and database providers;

→automation, workflow, and integration infrastructure providers.

These parties are authorized to use information only as necessary to provide services to us or as otherwise permitted by law.

B. Authorized Integrations and Customer Directions

If a customer or user authorizes the connection of a third-party service, we may exchange information with that service as necessary to enable the integration and deliver requested functionality.

C. Business Transfers

We may disclose or transfer information in connection with a merger, acquisition, financing, reorganization, sale of assets, bankruptcy, or other corporate transaction.

D. Legal Compliance and Protection

We may disclose information when reasonably necessary to:

→comply with law, regulation, legal process, or governmental request;

→enforce agreements and policies;

→detect, prevent, or address fraud, abuse, security, or technical issues;

→protect the rights, property, or safety of SmoothFlow, our users, customers, or others.

7. Data Retention

We retain personal information for as long as reasonably necessary to:

→provide the services;

→maintain legitimate business records;

→resolve disputes;

→enforce agreements;

→comply with legal, accounting, tax, and regulatory obligations.

Retention periods vary based on the nature of the information, the context in which it was collected, and legal requirements.

8. Data Security

We use reasonable administrative, technical, and organizational safeguards designed to protect personal information. These measures may include access controls, encryption, logging, network protections, credential management, and security monitoring.

No method of transmission over the Internet or electronic storage is completely secure. We cannot guarantee absolute security.

9. International Data Transfers

Your information may be processed and stored in the United States or other jurisdictions where we or our service providers operate. Those jurisdictions may have data protection laws different from those in your location.

By using the services, you understand that your information may be transferred to and processed in those jurisdictions, subject to applicable legal safeguards where required.

10. Your Rights and Choices

Depending on your location and applicable law, you may have rights to:

→access personal information;

→correct inaccurate information;

→request deletion;

→object to or restrict certain processing;

→withdraw consent where processing is based on consent;

→request portability of certain information;

→appeal certain privacy decisions;

→opt out of certain marketing communications.

To exercise applicable rights, contact us using the contact details below. We may need to verify your identity before processing a request.

11. Marketing Communications

We may send service-related messages and, where permitted, marketing communications. You can opt out of marketing emails by using the unsubscribe link in those messages or by contacting us. You may still receive transactional or service-related communications.

12. SMS Messaging and Mobile Consent

If you provide your phone number and affirmatively opt in through a SmoothFlow form, we may use your mobile number to send recurring automated text messages related to product demos, onboarding, appointment reminders, customer support, lead follow-up, and service updates. Message frequency varies. Message and data rates may apply.

You can opt out of SMS messages at any time by replying STOP. You can request help by replying HELP or by contacting [email protected]. Consent to receive SMS messages is not a condition of purchase.

We do not sell, rent, or share mobile phone numbers, SMS opt-in data, or SMS consent status with third parties or affiliates for their marketing or promotional purposes. We may share this information only with service providers that help us deliver and support messaging, comply with law, protect rights and safety, or provide services you request.

13. Children's Privacy

Our services are intended for business use and are not directed to children under 13. We do not knowingly collect personal information from children under 13. If you believe a child has provided personal information to us, contact us so we can review and address the issue.

14. Third-Party Services

Our website or services may contain links to or integrations with third-party websites, applications, or platforms. We are not responsible for the privacy practices, content, or security of third parties. Review their policies before providing information to them.

15. California Privacy Notice

If you are a California resident, you may have rights under applicable California privacy laws, including the right to know, access, correct, or delete certain personal information, subject to exceptions. You may also have the right to limit certain uses of sensitive personal information where applicable.

We do not sell personal information in the traditional sense for money. We do not knowingly share personal information for cross-context behavioral advertising in a manner that would require a "Do Not Sell or Share My Personal Information" link unless and until our practices trigger that legal requirement.

California residents may submit requests using the contact details below.

16. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The revised version will be posted on this page with an updated "Last Updated" date. If changes are materially significant, we may provide additional notice where appropriate.

17. Contact Us

If you have questions or requests regarding this Privacy Policy, contact:

SmoothFlow

Email: [email protected]

Website: https://smoothflow.io