Privacy Policy
FocusFlow AI, LLC ("FocusFlow AI," "we," "us," or "our") operates a property management automation platform. This Privacy Policy explains how we collect, use, disclose, and protect information when you use our services.
1. Information We Collect
We collect information you provide directly to us and information generated through your use of our services:
- Account information: Name, email address, and company information provided during registration.
- Property management data: Property addresses, tenant information, owner contact details, lease data, and related records imported from your property management software (e.g., AppFolio).
- Email data: With your explicit authorization, we access Gmail inboxes to process property management communications, extract task information, and automate workflows. We access only the data necessary to perform these functions.
- Usage data: Log data, feature usage patterns, and session information collected automatically when you use our platform.
2. Google API and Gmail Data
FocusFlow AI integrates with Google APIs, including the Gmail API, to provide email-based automation features. Our use of Google user data is governed by the following principles:
- We request only the Gmail scopes necessary to perform the functions you have enabled.
- Gmail data is used solely to read, process, and respond to property management communications on your behalf — not for advertising, user profiling, or any purpose unrelated to the service you requested.
- We do not sell, rent, or share Gmail data with third parties except as required to operate the service (e.g., AI processing providers operating under data processing agreements).
- Gmail data is processed in accordance with Google's API Services User Data Policy, including the Limited Use requirements.
- You may revoke Gmail access at any time through your Google account settings or the FocusFlow AI settings panel.
3. How We Use Your Information
- To provide, maintain, and improve our property management automation services.
- To process and respond to property management emails on your behalf.
- To generate tasks, notifications, and reports from your property data.
- To communicate with you about your account, service updates, and support requests.
- To detect, investigate, and prevent security incidents and fraudulent activity.
- To comply with applicable legal obligations.
4. Information Sharing
We do not sell your personal information. We share information only in these limited circumstances:
- Service providers: We share data with trusted vendors (including AI processing services) who assist in operating our platform, under contractual data protection obligations.
- Your direction: When you explicitly instruct us to send notifications or communications to property owners, tenants, or vendors on your behalf.
- Legal requirements: When required by law, regulation, or valid legal process.
- Business transfers: In connection with a merger, acquisition, or sale of assets, subject to confidentiality protections.
5. Data Retention
We retain your data for as long as your account is active or as needed to provide our services. You may request deletion of your account and associated data at any time by contacting us at the address below. Some data may be retained as required by law or for legitimate business purposes.
6. Security
We implement industry-standard technical and organizational measures to protect your information, including encryption in transit and at rest, access controls, and regular security assessments. No method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.
7. Your Rights
Depending on your location, you may have rights regarding your personal information, including the right to access, correct, delete, or restrict processing of your data. To exercise these rights, contact us at the address below.
8. Children's Privacy
Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children.
9. 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 this page with a revised effective date. Your continued use of our services after such changes constitutes your acceptance of the updated policy.
10. Contact Us
If you have questions about this Privacy Policy or our data practices, please contact us:
FocusFlow AI, LLC
collin.bulkley@focusflow-ai.com
focusflow-ai.com