Privacy Policy

Effective Date: July 1, 2025 Last Updated: July 1, 2025

KinetiqFlow LLC contact@kinetiqflow.ai https://kinetiqflow.ai

1. Introduction

KinetiqFlow LLC ("KinetiqFlow," "we," "us," or "our") operates the KinetiqFlow platform, including KinetiqFlow Pay and any related services (collectively, the "Service"). This Privacy Policy explains how we collect, use, disclose, and protect information about you when you use our Service.

By accessing or using the Service, you agree to the terms of this Privacy Policy. If you do not agree, please do not use the Service.

2. Information We Collect

2.1 Information You Provide Directly

• Account registration data: Name, email address, business name, phone number, and password when you create an account.
• Billing information: Payment card details, billing address, and bank account information submitted for payment processing. This information is transmitted directly to our payment processor, Stripe, and is not stored on our servers in unencrypted form.
• Business and operational data: Job records, customer contact information, quotes, invoices, and other data you input into the Service in the course of running your business.
• Communications: Messages you send to our support team via email or through the Service.
• SMS opt-in information: Phone numbers and consent records when you or your customers opt in to receive SMS notifications through the KinetiqFlow Alert System.

2.2 Information Collected Automatically

• Log data: IP address, browser type, operating system, referring URLs, pages visited, and timestamps when you interact with the Service.
• Device information: Device identifiers, hardware model, and operating system version.
• Usage data: Features accessed, actions taken, session duration, and clickstream data.
• Cookies and similar technologies: We use cookies, pixel tags, and local storage to authenticate sessions, remember preferences, analyze usage, and maintain security. See Section 8 for details.

2.3 Information from Third Parties

• Stripe: When you connect a Stripe account or process payments, Stripe may share limited account status and transaction metadata with us to facilitate the Service. Stripe's privacy policy governs their collection of payment data.
• Supabase: We use Supabase for authentication and database services. Supabase processes authentication tokens, session data, and database records on our behalf as a data processor.
• Twilio: We use Twilio to deliver SMS notifications. When SMS messages are sent through our platform, Twilio processes the recipient phone number, message content, and delivery status on our behalf.

3. How We Use Your Information

We use the information we collect to:

• Provide and operate the Service, including processing jobs, generating quotes and invoices, and facilitating payments.
• Authenticate users and maintain account security.
• Send transactional communications, including account confirmations, password resets, billing receipts, and service notifications via email or SMS.
• Process payments through Stripe on behalf of you and your customers.
• Send SMS alerts and notifications through the KinetiqFlow Alert System where you or your customers have opted in.
• Improve the Service by analyzing usage patterns, diagnosing technical issues, and developing new features.
• Comply with legal obligations, including tax reporting, fraud prevention, and responding to lawful requests from government authorities.
• Enforce our Terms of Service and protect the rights, property, and safety of KinetiqFlow, our users, and third parties.

We do not use your data for advertising or sell it to third-party marketers.

4. SMS Privacy and Messaging Policy

This section governs all SMS communications sent through the KinetiqFlow platform and the KinetiqFlow Alert System.

4.1 Opt-In and Consent

SMS messages are sent only to individuals who have explicitly opted in to receive them. Opt-in may occur through:

• A web-based sign-up form on the KinetiqFlow platform or a subscriber's customer-facing interface.
• A verbal or written agreement recorded within the platform.
• A keyword opt-in sent to a designated shortcode or long code.

4.2 Types of Messages Sent

Through the KinetiqFlow Alert System, the following categories of SMS messages may be sent:

• Job status updates and technician arrival notifications.
• Quote delivery and approval requests.
• Invoice delivery and payment confirmation notices.
• Appointment reminders and scheduling confirmations.
• Account and security alerts.

4.3 Opt-Out and Help Instructions

• Reply STOP at any time to cancel all SMS messages from a particular sender. You will receive a single confirmation message and no further messages will be sent.
• Reply HELP at any time to receive support contact information.
• Message and data rates may apply. Message frequency varies based on account activity.

4.4 Critical Data Sharing Restriction

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. All the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

SMS opt-in data, phone numbers collected for messaging purposes, and consent records are used solely to deliver the messages the recipient has agreed to receive. This data is never sold, rented, traded, or disclosed to any third party for marketing, advertising, or promotional use.

5. How We Share Your Information

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

5.1 Service Providers (Data Processors)

We share data with vendors who process it on our behalf under written data processing agreements:

These providers are contractually prohibited from using your data for any purpose other than providing services to KinetiqFlow.

5.2 Business Transfers

If KinetiqFlow LLC is acquired, merges with another entity, or transfers substantially all of its assets, your information may be transferred as part of that transaction. We will notify affected users prior to data transfer where required by law.

5.3 Legal Requirements

We may disclose information if required to do so by law, court order, subpoena, or other legal process, or if we believe in good faith that disclosure is necessary to protect the rights, property, or safety of KinetiqFlow, our users, or the public.

5.4 With Your Consent

We may share information in other ways if you give us explicit consent to do so.

6. Data Retention

We retain your data for as long as your account is active or as needed to provide the Service. Specific retention periods:

• Account and profile data: Retained for the duration of your account plus 90 days following account deletion, after which it is permanently deleted or anonymized.
• Transaction and billing records: Retained for a minimum of 7 years to comply with tax and financial recordkeeping requirements.
• SMS opt-in and consent records: Retained for a minimum of 4 years from the date of last message sent, in accordance with telecommunications compliance standards.
• Log and usage data: Retained for up to 12 months.
• Support communications: Retained for up to 3 years.

You may request deletion of your account and personal data at any time by contacting contact@kinetiqflow.ai. Deletion requests are subject to our legal retention obligations described above.

7. Data Security

We implement industry-standard technical and organizational measures to protect your information, including:

• TLS/HTTPS encryption for all data in transit.
• Encryption at rest for sensitive database fields.
• Role-based access controls limiting employee access to customer data.
• Regular security reviews and vulnerability assessments.
• Supabase Row-Level Security (RLS) policies isolating tenant data.

No method of transmission or storage is 100% secure. We cannot guarantee absolute security, but we are committed to promptly notifying affected users in the event of a data breach as required by applicable law.

8. Cookies

We use the following categories of cookies:

You can manage or delete cookies through your browser settings. Disabling strictly necessary cookies will prevent you from logging in or using core features of the Service.

9. Your Rights

Depending on your location, you may have the following rights regarding your personal information:

• Access: Request a copy of the personal data we hold about you.
• Correction: Request correction of inaccurate or incomplete data.
• Deletion: Request deletion of your personal data, subject to legal retention obligations.
• Portability: Request an export of your data in a machine-readable format.
• Objection: Object to certain processing activities, including analytics.
• Withdraw consent: Where processing is based on consent (such as SMS opt-in), you may withdraw consent at any time.

To exercise any of these rights, contact us at contact@kinetiqflow.ai. We will respond within 30 days.

California Residents: Under the California Consumer Privacy Act (CCPA), you have additional rights including the right to know what personal information we collect, the right to opt out of the sale of personal information (we do not sell personal information), and the right to non-discrimination for exercising your rights.

10. Children's Privacy

The Service is not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If we learn that we have collected personal information from a child under 18, we will delete it promptly. If you believe a child has provided us with personal information, contact us at contact@kinetiqflow.ai.

11. Third-Party Links

The Service may contain links to third-party websites or integrate with third-party services. This Privacy Policy does not apply to those third parties. We encourage you to review the privacy policies of any third-party services you use.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on our website with a new effective date and, where appropriate, by sending an email notification to the address on your account. Your continued use of the Service after changes are posted constitutes your acceptance of the updated policy.

13. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, contact us at:

KinetiqFlow LLC Email: contact@kinetiqflow.ai Website: https://kinetiqflow.ai