Privacy Policy
Your privacy matters to us. This policy explains what data we collect, how we use it, and what rights you have.
1. Information We Collect
Account Registration Data: When you create a FileFlowHub account, we collect your name, email address, phone number, company name, job title, and account password (hashed, never stored in plain text).
Usage Telemetry: We collect information about how you use the platform — workflow deployments, API calls, documents processed, features used, and session duration — to improve our service and identify usage patterns.
Contact Information: When you submit contact forms, attend webinars, or engage with our sales team, we collect your name, email, phone, company, and any messages or notes you provide.
Payment and Billing Data: For enterprise customers, we collect billing address, payment method details (via PCI-compliant third-party processors), invoice history, and usage-based metrics used to calculate billing.
Cookies and Tracking: We use cookies, web beacons, and pixel tags to track your browsing behavior on our website and recognize you on return visits.
2. How We Use Your Information
Platform Delivery: To provide, maintain, troubleshoot, and support the FileFlowHub platform and associated services. This includes user authentication, document processing, workflow orchestration, and API integration.
Service Improvement: We analyze usage telemetry, error logs, and user feedback to identify performance bottlenecks, feature requests, and bugs. This helps us prioritize development and maintain platform reliability.
Customer Communication: We send transactional emails (account confirmations, invoices, password resets), product updates, security notices, and feature announcements. Marketing emails are sent only to users who have opted in.
Legal Compliance: We process personal data to comply with applicable laws (GDPR, CCPA, SOC 2), respond to legal requests from authorities, and enforce our Terms of Service.
Fraud Prevention: We monitor for unauthorized access attempts, suspicious payment activity, and API abuse to protect your account and our platform.
3. Data Sharing and Disclosure
Service Providers: We share personal data with third-party service providers (cloud infrastructure, payment processors, email delivery, analytics tools) who process data on our behalf under data processing agreements.
Business Partners: With your consent, we may share aggregated usage statistics and anonymized feedback with technology partners to improve integrations.
Legal Authorities: We may disclose personal data to law enforcement, regulators, or courts if required by law, subpoena, or to protect the safety and security of our users and platform.
Data Processors: All third-party data processors sign Data Processing Agreements (DPAs) that require them to maintain confidentiality, use data only for stated purposes, and implement appropriate security measures.
4. Data Retention
Account Data: We retain your account information, login history, and profile data for as long as your account is active. If you delete your account, we retain anonymized usage data for 90 days, then permanently delete personal identifiers.
Usage Telemetry: Platform usage logs are retained for 24 months to support performance analysis, billing audits, and compliance reviews. After 24 months, data is aggregated and anonymized.
Payment Records: Billing data and transaction history are retained for 7 years to comply with tax and financial regulations.
Support Communications: Email support tickets, chat transcripts, and support notes are retained for 2 years to provide continuity of support and resolve disputes.
Marketing Data: Email marketing lists are maintained while you're subscribed; after unsubscribe, we retain only your email to prevent re-adds for 12 months.
5. Your Rights and Choices
Access: You have the right to access, download, and review personal data we hold about you. Submit a request to [email protected] and we'll provide a copy within 30 days.
Correction: You can update, correct, or amend inaccurate personal data through your account dashboard or by contacting our privacy team.
Deletion (Right to be Forgotten): You have the right to request deletion of your personal data, subject to legal and contractual retention obligations. We will delete your account and associated personal identifiers within 30 days, though aggregated, anonymized data may be retained.
Data Portability: You can request a machine-readable export of your personal data (GDPR Article 20). We provide exports in JSON or CSV format.
Opt-Out of Marketing: Click "Unsubscribe" in any marketing email, or contact us to remove your email from marketing communications. We honor opt-out requests within 5 business days.
Cookie Preferences: Use our cookie banner to customize your cookie preferences and disable non-essential tracking.
6. Security and Data Protection
Encryption: All data in transit is encrypted using TLS 1.2 or higher. Sensitive data (passwords, API keys) is encrypted at rest using AES-256 encryption.
Access Controls: Employee access to customer data is restricted by role and authenticated with multi-factor authentication. All access is logged and audited.
Security Certifications: FileFlowHub maintains SOC 2 Type II certification, HIPAA compliance, and GDPR compliance. We undergo annual third-party penetration testing and security audits.
Incident Response: In the event of a data breach, we notify affected individuals within 72 hours as required by GDPR and notify relevant authorities.
7. Cookies and Tracking Technologies
We use cookies and similar tracking technologies to remember your preferences, analyze website traffic, and improve user experience. For detailed information, please refer to our Cookie Policy. You can disable cookies in your browser settings, though some website features may be impaired.
8. Third-Party Links and Services
Our website may contain links to third-party websites and services not operated by FileFlowHub. This Privacy Policy applies only to FileFlowHub services. We are not responsible for third-party privacy practices. Please review their privacy policies before sharing personal data.
9. Children's Privacy
The FileFlowHub platform is not directed toward individuals under 13 years of age. We do not knowingly collect personal data from children under 13. If we learn that a child under 13 has provided personal data, we will delete such information promptly.
10. Contact Us and Your Privacy Rights
If you have questions about this Privacy Policy, wish to exercise your privacy rights, or want to report a data security concern, please contact our privacy team:
Email: [email protected]
Mailing Address: FileFlowHub, Inc., 575 Market St, San Francisco, CA 94105
Data Protection Officer: [email protected]