Legal

Privacy Policy

Version 2.0 · Effective September 17, 2026 · Last updated September 17, 2026 · Replaces the version dated September 11, 2026

The short version

• FlowPilot is a business tool. We collect what we need to run your account: who you are, your business details, your inventory and orders, and the leads and conversations you manage in the app.
• We do not sell personal information. There are no advertising SDKs and no analytics SDK in the app, and no advertising or analytics trackers on this website.
• Location is collected only from drivers who are On Duty or on a delivery, only for the business they work for, and only after they allow it in their phone settings.
• Apple handles App Store payments; we never see your card number.
• Mobile numbers and text-message consent are never shared with third parties for marketing.
• You can delete your account from Settings in the app, or by email, and we remove your data as described below.

1. 1. Who this covers
2. 2. Information we collect
3. 3. What the app collects and where it goes
4. 4. Phone permissions and why we ask
5. 5. How we use information
6. 6. How we share information
7. 7. Your customers' information
8. 8. Messages, calls and AI
9. 9. Text messages from us
10. 10. Payments
11. 11. How long we keep information
12. 12. Deleting your account
13. 13. Security
14. 14. Your privacy rights
15. 15. Children
16. 16. Where data is stored
17. 17. Cookies and the websites
18. 18. Changes to this policy
19. 19. Contact

1.Who this covers

This policy is published by Flow Pilot Suite LLC, 5455 Latches Ln, Lakewood Ranch, FL 34211 ("FlowPilot Suite", "we", "us"). It covers the FlowPilot Leads iPhone app (shown on the phone as FlowPilotLeads), the web app and operator portal at flowpilotleads.com, this website at flowpilotsuite.com, and the support, email and text-message communications that go with them (the "Service"). It applies to account holders, the staff and drivers they invite, the partner businesses they trade with, and visitors to our websites.

Businesses that use FlowPilot also put information about their customers and leads into it. For that information the business is the controller and we process it on the business's behalf; Section 7 explains what that means for you if you are one of those customers.

2.Information we collect

Information you give us

• Account and sign-in. Your name and email address, and a sign-in identifier from Google or Apple, or an email address and password if you sign in that way. If you use Sign in with Apple and hide your email, we receive Apple's relay address.
• Business Info. Business name, address, phone, time zone, business hours, services offered, the areas you cover and the instructions you give your AI. This is used to set up your business account and, on the Professional and Max plans, your business phone number.
• Team. Names, phone numbers, email addresses and roles of the drivers and staff you add, plus pay settings you enter for them.
• Inventory and orders. Device details (make, model, storage, colour, condition, IMEI, serial number, notes and photos), purchase and sale prices, invoices, purchase orders, returns, payments and the businesses you send them to.
• Leads and contacts. Names, phone numbers, email addresses, addresses, device details, notes, deal marks and the conversations you have with them.
• Mobile number and text-message consent. If you opt in to text messages on our website, we record the number, which consent boxes you ticked, when you did, and on which page or screen.
• Support. Anything you send us by email, by text, through the contact form or in the app.

Information collected automatically

• Usage and diagnostics. Server logs (IP address, time, request, app version, device model and iOS version), error reports and the actions you take, so we can keep the Service working and secure. We do not run an analytics SDK or advertising SDK in the app.
• Device tokens. A push-notification token for your phone if you allow notifications.
• Location. From drivers while On Duty or on a delivery, as Sections 3 and 4 describe.
• Purchase records. When you subscribe through the App Store, Apple sends us a signed transaction record with the product, price, dates, an anonymised transaction identifier and the App Store storefront. It does not include your card or Apple ID password.

Information from others

• Device checks. When you run an IMEI or serial check, our device-check service returns carrier, lock, blacklist, warranty and model information about that device. These identifiers describe phones in inventory, not you.
• Messaging and telephony. Our communications platform and its carrier return delivery status, call records and recordings or transcriptions where you enable them.
• Partner businesses. Invoices, orders, receipts and messages another FlowPilot business sends to you.

3.What the app collects and where it goes

This table lists each kind of data the FlowPilot Leads app handles, why, and the service it goes to. Every provider is named again in Section 6.

The Service is for businesses and for users 18 and older. Location is collected only while On Duty and only for the business the driver works for. We do not sell personal data.

4.Phone permissions and why we ask

The iPhone app asks for these permissions. Each one is optional; the app explains what it needs before iOS shows the prompt, and you can change your choice any time in your iPhone's Settings under the app's name.

5.How we use information

• To provide the Service: your account, inventory, orders, deliveries, routes, messaging, calls, device checks and AI features.
• To set up and run your business account and phone number on paid plans.
• To process subscriptions and payments, and to honour Apple's and our refund and renewal rules.
• To send you service messages by email or text: welcome and set-up messages, sign-in codes, receipts, security alerts, delivery and order notifications, and important changes to the Service or these policies.
• To send marketing text messages only if you separately opted in, as Section 9 describes.
• To keep the Service secure, prevent abuse and fraud, enforce our Terms, and comply with the law and with carrier and platform rules.
• To support you and to fix problems.
• To understand how the Service is used in aggregate so we can improve it.

We do not use your data or your customers' data to train AI models, sell it, or use it for third-party advertising. AI features send the content of a conversation to our AI model provider only to generate the reply, summary or coaching you asked for.

6.How we share information

We share information only with the providers that make the Service work, each under contract to use it only for us, and with others as the law requires:

• Apple for App Store purchases, subscription management, Sign in with Apple and push delivery.
• Google: Firebase Authentication for sign-in, Google Cloud for hosting and databases in the United States, and Firebase Cloud Messaging for push notifications.
• Stripe, our payment processor for plans bought on the web; it holds card details, we do not.
• GoHighLevel (LeadConnector) and its carrier partner Twilio, the communications platform that provides your business number, texting, calling, voicemail and the customer records behind your inbox, and that sends the text messages we send you.
• A third-party device-check service that receives the IMEI or serial number you check and returns the result.
• An AI model provider (Anthropic) that receives conversation content to generate AI replies, summaries and coaching on the Max plan.
• Resend for service emails.
• Photon geocoding (OpenStreetMap data) for address autocomplete and routing; Apple Maps or Google Maps open when you tap a map link.
• YouTube (privacy-enhanced embed) for course videos.
• Netlify, which hosts flowpilotsuite.com and delivers the contact form to us.
• Other FlowPilot businesses when you send them an invoice, order, receipt, payment or message. They see what you send.
• Your own team: administrators of a business see the business's data, including driver locations while On Duty.
• Law and safety: when required by law, subpoena or court order, or when necessary to protect the rights, safety or property of our users, the public or us.
• A successor if we merge with, are acquired by or sell assets to another company, subject to this policy.

No mobile information will be shared with third parties/affiliates for marketing/promotional purposes. Information sharing to subcontractors in support services, such as customer service, is permitted. All other use-case categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

We do not sell personal information, and we do not share it for cross-context behavioural advertising.

7.Your customers' information

If you are a customer or lead of a business that uses FlowPilot, that business decided to collect your details and is responsible for having a lawful basis to contact you. We store and process that information for the business, and we do not use it for our own purposes. To access, correct or delete it, or to stop receiving messages, contact the business directly; you can also reply STOP to any text to opt out of texts from that number. If you contact us we will help you reach the business, and we will assist the business with your request.

8.Messages, calls and AI

Texts, calls and voicemails between a business and its customers pass through our communications platform and are stored in the business's inbox. Calls may be recorded or transcribed where the business turns that on; the business is responsible for any notice or consent the law requires. On the Max plan, the business's AI can read those conversations and reply on the business's behalf; the content of the conversation is sent to our AI model provider to generate each reply, summary or coaching note and is not used by the provider to train its models.

9.Text messages from us

Flow Pilot Suite LLC (FlowPilot Suite) sends account and service text messages to business customers of its FlowPilot software: sign-in codes, account activation notices, service alerts, and replies to support requests. Marketing text messages about product updates and offers go only to customers who separately opt in. You opt in on the form at flowpilotsuite.com/contact/; consent is not a condition of purchase. Message frequency varies. Message and data rates may apply. Reply STOP to cancel and HELP for help. We keep a record of your consent (the number, the boxes you ticked, the time and the page or screen) as proof of opt-in for as long as we may text you and as carrier rules require. The full program terms are our Messaging Terms.

10.Payments

App Store subscriptions are billed by Apple under Apple's privacy policy; we receive a signed transaction record and never your card details. Plans bought on the web are billed by our payment processor, Stripe, which collects your card information directly under its own privacy policy; we receive a customer identifier, the last four digits of the card, and the status of each charge.

11.How long we keep information

• Account, business and team data: for as long as your account exists, then deleted or de-identified within 30 days of deletion, except as noted below.
• Inventory, orders, invoices, payments and purchase records: kept while your account exists; after deletion we keep financial records (invoices, payments and subscription history) for up to 7 years where tax, accounting or dispute rules require it, and delete the rest.
• Messages and call records: stored in your inbox while your account exists and deleted with it. The app keeps a local copy of roughly the last 30 days on your phone for offline use.
• Text-message consent records: kept for as long as we may text you and for the period carrier rules require after you opt out.
• Driver location: route and mileage records are kept as part of the business's delivery and pay records; live positions are not kept beyond the shift and route history.
• Device-check results: kept with the device record so the same check does not have to be run twice.
• Server logs and diagnostics: up to 90 days, then deleted or aggregated.
• Backups: rotate out within 35 days.

12.Deleting your account

You can delete your account yourself in the app: open Settings › Account › Delete my account and confirm. You can also email support@flowpilotsuite.com from your account email and we will do it for you. Either way, your personal data is deleted or de-identified within 30 days, except records the law requires us to keep, on the schedule in Section 11. Deleting an account ends your access and cancels nothing on Apple's side (cancel your subscription in your Apple ID settings so it does not renew). If you are a driver or staff member on someone else's business, deleting your account removes your personal profile; the business keeps its own operating records, such as completed deliveries.

13.Security

We protect information with encryption in transit and at rest, signed-in access only, role-based permissions inside each business, server-side verification of every purchase, audit logs, rate limits and regular review. No system is perfectly secure; if we learn of a breach affecting your information we will notify you and the authorities as the law requires. Keep your sign-in secure and tell us right away if you think your account has been accessed without permission.

14.Your privacy rights

Depending on where you live, you may have the right to know what personal information we hold about you, to receive a copy, to correct it, to delete it, to limit how it is used, to opt out of its sale or sharing, and not to be discriminated against for exercising these rights. We do not sell or share personal information for cross-context advertising, and we do not use sensitive personal information to infer characteristics about you.

To exercise a right, use the in-app controls (most of your information is editable directly in Settings, Business Info, Team, Inventory and Leads) or email us at the address in Section 19 from the email on your account. We will verify the request, respond within 45 days (extended once where the law allows), and you may use an authorised agent where the law permits. If we refuse a request you can appeal by replying to our response, and you may contact your state attorney general or privacy regulator.

California residents

If you live in California, the California Consumer Privacy Act gives you the rights above, including the right to know, delete and correct your personal information, to opt out of its sale or sharing, and not to be discriminated against for exercising them. We do not sell or share personal information as California law defines those terms, and we do not use or disclose sensitive personal information to infer characteristics about you. In the last twelve months we have collected the categories of information listed in Section 2 and disclosed them only to the service providers in Section 6, for business purposes.

United Kingdom and European Economic Area

Our lawful bases are performance of our contract with you, our legitimate interests in running and securing the Service, your consent where we ask for it (for example, phone permissions and marketing texts), and legal obligations; you also have the right to lodge a complaint with your data-protection authority. Information is processed in the United States.

15.Children

The Service is for businesses and adults. We do not knowingly collect personal information from anyone under 18, and anyone under 13 may not use it at all. If you believe a child has given us personal information, email us and we will delete it.

16.Where data is stored

We store and process information in the United States on Google Cloud, and our providers may process it in the United States and other countries where they operate. If you use the Service from outside the United States, you understand your information is transferred to and processed in the United States, where privacy laws may differ from those where you live.

17.Cookies and the websites

flowpilotsuite.com sets no cookies and runs no analytics or advertising trackers. Its contact form is delivered to us by our website host, Netlify, and its text-message opt-in form is hosted by our communications platform, GoHighLevel, which records the submission as a contact with the consent boxes you ticked. flowpilotleads.com uses only the cookies and local storage needed to sign you in and keep your session on the operator portal. The app stores a local copy of your recent data on your phone so it works offline; it is removed when you delete the app or your account.

18.Changes to this policy

We may update this policy as the Service changes. We will post the new version here with a new date and version number, and for material changes we will tell you in the app or by email before they take effect. Earlier versions are available from us on request.

19.Contact

Flow Pilot Suite LLC
5455 Latches Ln, Lakewood Ranch, FL 34211
Email: support@flowpilotsuite.com
Phone: +1 888-481-5859

Put "Privacy" in the subject line and we will reply from the same address.