Privacy Policy

1. Information We Collect

We collect the following types of information:

Personal Information: We collect your name and email address when you schedule a demo or contact us through our website.

Web Analytics Data: We use Google Analytics, Microsoft Clarity, and the LinkedIn Insight Tag to collect information about your use of our site, such as IP address, browser type, pages visited, and the time spent on our site.

2. How We Use Your Information

We use the information we collect for the following purposes:

Improving Our Website: To enhance the user experience and improve the functionality of our site.

Marketing Purposes: To send you promotional materials and updates about our products and services.

Customer Service: To respond to your inquiries and provide support.

3. How We Share Your Information

We do not sell or rent your personal information to third parties. We may share information with our trusted service providers who assist us in operating our website and conducting our business, provided that they agree to keep this information confidential.

4. Roles and Responsibilities

Flow RMS, Inc. (“we,” “our,” “us”) provides a comprehensive operational platform, including Customer Relationship Management (CRM), commission tracking, order management, reporting, and other business management tools. For the purposes of data protection laws, Flow RMS acts as a data processor, while our clients are data controllers. This means:

Clients (Data Controllers) are responsible for:

Obtaining valid, explicit consent from individuals before collecting, using, or sharing their personal information through the platform.
Complying with all applicable data protection laws, including but not limited to Quebec’s Law 25, PIPEDA, and GDPR.
Managing individual rights requests, such as access, correction, deletion, or data portability of personal information they collect.

Flow RMS (Data Processor) is responsible for:

Providing a secure platform that enables clients to manage personal information in compliance with applicable laws.
Implementing appropriate technical and organizational measures to protect the personal information processed within the system.
Following the instructions of clients for processing personal data, in accordance with our Data Processing Agreement (DPA).

5. Client Responsibility for Consent

Clients of Flow RMS are solely responsible for ensuring that any personal information they enter into our platform has been collected and processed in compliance with all applicable data protection laws. This includes, but is not limited to:

Obtaining explicit, informed consent from individuals before collecting, using, or sharing their personal information.
Clearly informing individuals of the purpose of data collection, how their data will be used, and their rights regarding their data.
Providing individuals with the ability to withdraw consent at any time.

Flow RMS does not monitor or verify the legality of the data input by clients. However, we reserve the right to delete data or suspend accounts if we become aware of any violation of applicable privacy laws.

6. Data Processing Agreement (DPA)

Flow RMS offers a Data Processing Agreement (DPA) that further defines the rights and obligations of both Flow RMS (data processor) and its clients (data controllers) regarding personal data processing. This agreement includes:

The types of personal information processed.
The duration, purpose, and nature of data processing.
Security measures implemented by Flow RMS to protect personal data.
Procedures for managing data breaches, including client notification.
Obligations of clients to comply with data protection laws.

A copy of the DPA can be requested by contacting our Privacy Officer through support@flowrms.com.

7. Data Minimization and Retention

Flow RMS is committed to the principles of data minimization and secure retention. We do not collect or store personal information beyond what is necessary to provide our platform services to our clients.

Clients determine the categories of personal information entered into the platform.
Data retention is determined by clients, who can set retention periods in accordance with their own privacy policies.
Upon request from clients, Flow RMS can securely delete personal data or anonymize it.

8. Data Security Measures

We implement a variety of security measures to maintain the safety of your personal information. These include:

Data encryption at rest and in transit.
Secure access controls and multi-factor authentication.
Regular security audits and vulnerability assessments.
Role-based access controls for data management.
Monitoring for unauthorized access or data breaches.

9. Data Breach Notification

If a data breach occurs that affects your personal information, Flow RMS will notify you without undue delay. We will provide details about the breach, including the nature of the incident, the types of data affected, and measures taken to mitigate any potential harm.

10. Privacy Officer Contact Information

For any questions or concerns regarding data protection and privacy, please contact our Privacy Officer, the CTO, at support@flowrms.com

11. Compliance with Data Protection Laws

Flow RMS is committed to ensuring that our platform meets the requirements of applicable data protection laws, including Quebec’s Law 25 and PIPEDA. Our measures include:

Regular privacy impact assessments (PIAs) for new system features that involve personal data processing.
Security measures such as encryption, access controls, and regular security audits.
A commitment to follow client instructions for data processing in accordance with our DPA.

12. Children’s Privacy

Our services are not directed to individuals under the age of 13. We do not knowingly collect personal information from children under 13. If you believe that a child under 13 has provided us with personal information, please contact us, and we will take steps to delete such information.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page, and we encourage you to review our policy regularly. Your continued use of our services following the update indicates your acceptance of the changes.

14. Contact Us

If you have any questions or concerns about this Privacy Policy, please contact us at support@flowrms.com.