FlowCam Privacy Policy

2. Information We Collect

2.1 Information You Provide

• Account Information: If you sign in with ShopFlow credentials or create an account, we collect your email address and authentication credentials.
• Customer Data: Customer names, phone numbers, email addresses, and other contact information you enter during vehicle intake.
• Vehicle Information: VIN (Vehicle Identification Number), make, model, year, color, and other vehicle details captured via scanning or manual entry.
• Insurance Information: Insurance carrier, policy number, claim number, and related data you enter during intake.
• Damage Notes: Written descriptions of vehicle damage, repair notes, and other text you enter.
• Digital Signatures: Customer authorization signatures captured through the app.

2.2 Information Collected Automatically

• Photos and Images: Vehicle photos captured through the app's camera for damage documentation. Photos are stored locally on your device and synced to our servers when connected.
• VIN Scan Data: Data captured through barcode scanning, OCR (optical character recognition), and AI vision processing of VINs.
• Device Information: Device model, iOS version, app version, and unique device identifiers for app functionality and troubleshooting.
• Usage Data: How you interact with the app, including features used, session duration, and error logs to improve app performance.

2.3 AI Voice Intake Data

If you subscribe to FlowCam or ShopFlow and use the AI Voice Intake feature:

• Audio Data: Voice recordings are processed in real-time to extract structured data (customer info, vehicle details, damage descriptions). Audio is processed for data extraction and is not stored or retained after processing.
• Extracted Data: The structured information extracted from voice conversations (names, phone numbers, vehicle details, etc.) is stored as part of your intake records.

3. How We Use Your Information

We use the information collected to:

• Provide the Service: Enable vehicle intake, VIN scanning, photo documentation, and data export.
• Sync Data: Synchronize your intake data between your device and our cloud servers so you can access it across devices and from the ShopFlow web platform.
• Process VINs: Decode VINs using NHTSA data to auto-populate vehicle information.
• Email Reports: Generate and send intake reports when you use the email export feature.
• Improve the App: Analyze usage patterns and error logs to fix bugs and improve features.
• Manage Subscriptions: Process and manage your FlowCam subscription through Apple's in-app purchase system.
• Display Advertisements: In the free (ad-supported) version, we use advertising partners to display relevant ads. See Section 5 for details.
• Customer Support: Respond to your support requests and troubleshoot issues.

4. Device Permissions

FlowCam requests the following device permissions:

• Camera: Required for VIN barcode scanning, VIN OCR/AI scanning, and vehicle photo capture. FlowCam only accesses the camera when you actively use scanning or photo features.
• Photo Library: Used to save captured vehicle photos to your device and access them for intake reports.
• Microphone: Required only for AI Voice Intake (subscription feature). The microphone is only accessed when you actively start a voice intake session.
• Internet/Network: Used to sync data, decode VINs, process AI features, send email reports, and display ads (free version).

You can manage these permissions at any time through iOS Settings > FlowCam. Disabling permissions may limit certain features.

5. Advertising (Free Version)

The free version of FlowCam is ad-supported. We work with third-party advertising partners to display ads within the app. These partners may collect:

• Device advertising identifier (IDFA), subject to your App Tracking Transparency (ATT) choice
• General device information (device type, OS version)
• General ad interaction data (impressions, taps)

App Tracking Transparency: FlowCam respects Apple's ATT framework. You will be prompted to allow or deny tracking when you first use the app. If you deny tracking, ads will still be shown but will not be personalized based on your activity across other apps and websites.

Subscribers: If you subscribe to FlowCam ($29.99/mo) or sign in with a ShopFlow account, all advertisements are removed and no ad-related data is collected.

6. Data Storage and Security

• Local Storage: FlowCam stores intake data locally on your device to support offline functionality. This data persists until synced and can be cleared by deleting the app.
• Cloud Storage: When connected to the internet, data syncs to our cloud infrastructure powered by Google Firebase (Firestore and Cloud Storage). Data is encrypted in transit (TLS) and at rest.
• Photo Storage: Vehicle photos are compressed on-device before upload to reduce bandwidth. Photos are stored securely in cloud storage associated with your account or intake session.
• Retention: We retain your data for as long as your account is active or as needed to provide the service. You may request deletion of your data at any time (see Section 9).

7. Data Sharing

We do not sell your personal information. We may share data in the following limited circumstances:

• Service Providers: We use trusted third-party services to operate FlowCam, including Google Firebase (cloud infrastructure), Apple (in-app purchases and subscriptions), and NHTSA (VIN decoding, public API). These providers only access data necessary to perform their services.
• Advertising Partners: In the free version only, ad partners receive limited device and interaction data as described in Section 5.
• ShopFlow Platform: If you sign in with ShopFlow credentials, your intake data syncs to your ShopFlow organization account and is accessible by authorized team members within your organization.
• Email Recipients: When you use email export, intake data is sent to the email address(es) you specify. You control who receives this data.
• Legal Requirements: We may disclose data if required by law, court order, or governmental regulation, or to protect the rights, safety, or property of ShopFlow, our users, or the public.

8. Children's Privacy

FlowCam is not intended for use by children under 13 years of age. We do not knowingly collect personal information from children under 13. If you believe a child has provided us with personal information, please contact us and we will delete it promptly.

9. Your Rights and Choices

You have the following rights regarding your data:

• Access: Request a copy of the personal data we hold about you.
• Deletion: Request deletion of your personal data and account. Contact us at the email below.
• Correction: Request correction of inaccurate personal data.
• Opt-Out of Tracking: Use iOS App Tracking Transparency settings to control ad tracking.
• Manage Permissions: Control camera, microphone, and photo library access through iOS Settings.
• Manage Subscription: Cancel your FlowCam subscription at any time through iOS Settings > Subscriptions.
• Data Portability: Use email export to export your intake data at any time.

10. Changes to This Policy

We may update this privacy policy from time to time. When we make significant changes, we will update the "Last Updated" date at the top of this page. We encourage you to review this policy periodically. Continued use of FlowCam after changes constitutes acceptance of the updated policy.

11. Contact Us

If you have questions about this privacy policy or your data, contact us:

• Email: corey@shopflowus.com
• Website: shopflowus.com/support

ShopFlow, a Synapses company.