Privacy Policy

Last updated: September 24, 2026

This Privacy Policy explains how FLOW collects, uses, discloses, and protects your information while you use our platform.

FLOW is operated by MANAGE YOUR FLOW (PTY) LTD, registration number 2025/913048/07.

Introduction

FLOW ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard information while you use the Flow business operating record.

Information We Collect

We collect information that you provide directly to us, including:

Account information

Business information & logo

Client data

Project & task data

Personal notes

People and contact records

Financial information

Payment data (Paystack)

Communications

Usage analytics

How We Use Your Information

• Provide & improve services

• Maintain your business workspace

• Verify account access

• Process payments

• Generate reports

• Send notifications

• Send account notices

• Provide support

• Monitor usage

• Ensure security

• Legal compliance

Data Security

Flow uses technical controls including account authentication, email verification, request rate limiting, input validation, content-security policies, cross-origin controls, and security headers. No internet service can guarantee absolute security, so users must also protect their login credentials and report suspected unauthorised access.

For platform administration, Flow uses limited account metadata and aggregate reporting, such as company names, total user counts, country and city groupings derived from business address information, industry groupings, and aggregated usage timing for resource planning. We use best efforts to avoid exposing tenant business records, client data, documents, invoices, payments, or operational details through administration tools.

Data Sharing and Disclosure

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

Within your Flow account for operating your business records

With your consent or at your direction

With a connected AI assistant only after the connecting user approves the permitted FLOW data and actions

With configured service providers for payments, hosting, email delivery, identity, or messaging

To comply with legal obligations

In connection with business transfers

Note: each workspace has one subscription owner and may include up to 25 invited team-member logins. People records remain separate business records; linking a login to one enables that member's permitted self-service views.

Internal tenant reporting is intentionally limited to company names, high-level account metadata, and aggregate usage signals. Customers remain responsible for protecting passwords, invite links, devices, and permissions inside their own workspace.

When AI Connections are enabled, FLOW authenticates the connection and limits it to the connecting user’s current business account, role, and approved permissions. Disconnecting the connection stops future authorised FLOW access; information already provided to an external AI service is governed by that service’s own terms and privacy practices.

Your Rights

Under POPIA, you have the right to:

• Access your information

• Correct inaccurate data

• Request deletion

• Object to processing

• Data transfer

• Withdraw consent

Data Retention

We retain your information while your account is active or as needed to provide services. Upon account closure, we retain certain information as required by law. You can request data deletion anytime.

Browser Storage & Cookies

Flow uses browser storage, including local and session storage, to maintain authentication and application state. Configured third-party identity, payment, or messaging services may also use cookies or similar technologies under their own policies. Blocking required browser storage can prevent sign-in or other features from working.

Third-Party Services

Depending on the features configured for your workspace, Flow may use providers for Paystack payments, Google sign-in, hosted infrastructure, outbound email, WhatsApp handoff, and an AI assistant connection you choose to enable. Those providers process data under their own terms and privacy practices; review their policies before enabling or using the relevant service.

Children's Privacy

FLOW is not intended for children under 18. We don't knowingly collect information from minors. Contact us immediately if you believe we have collected child data.

Policy Changes

We may update this Privacy Policy periodically. Changes will be posted here with an updated date. Please review regularly for any modifications.

Contact Us

If you have any questions about this Privacy Policy or wish to exercise your rights, please contact us:

privacy@manageyourflow.co.za

manageyourflow.co.za

MANAGE YOUR FLOW (PTY) LTD - Reg 2025/913048/07

Johannesburg, South Africa

+27 75 242 1770

Questions About Our Privacy Policy?

We're here to help you understand how we protect your data