DataFlow AI ("we," "our," or "us") is committed to protecting your privacy and the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered data organization platform and related services.
1. Information We Collect
We collect various types of information to provide and improve our services:
Personal Information
Information you provide directly to us, including:
- Name, email address, phone number, and business contact details
- Account credentials, security questions, and authentication information
- Billing information, payment details, and transaction history
- Profile information, preferences, and customization settings
- Communication records, support tickets, and feedback submissions
- Professional information such as job title, company, and industry
- Marketing preferences and communication choices
- Event registration and participation information
- Survey responses and research participation data
- Training and certification records
- Social media profile information when you connect accounts
Data You Upload
Content and datasets you process through our platform:
- Documents, spreadsheets, databases, and structured data files
- Images, videos, audio files, and multimedia content
- Research materials, academic papers, and scientific datasets
- Business intelligence data, reports, and analytical content
- Metadata, annotations, and organizational structures you create
- API data and third-party integrations
- Backup and archived data
- Collaborative workspace content and shared files
- Custom configurations and workflow definitions
- Data processing logs and transformation records
Automatically Collected Information
Technical data collected during your use of our services:
- IP addresses, device identifiers, and browser information
- Usage patterns, feature interactions, and session data
- Performance metrics, error logs, and diagnostic information
- Location data (if enabled) and timezone preferences
- Cookies, web beacons, and similar tracking technologies
- Network connection information and bandwidth usage
- Operating system and software version details
- Screen resolution and device capabilities
- Referral sources and marketing campaign interactions
- Search queries and navigation patterns
- File upload and download activities
- Security events and access attempts
2. How We Use Your Information
We process your information for legitimate business purposes:
Service Provision
- Delivering AI-powered data organization and analysis services
- Processing, structuring, and indexing your uploaded datasets
- Generating insights, recommendations, and analytical outputs
- Maintaining user accounts and managing subscription services
- Providing customer support and technical assistance
- Facilitating collaboration and data sharing features
- Enabling API access and third-party integrations
- Processing payments and managing billing
- Delivering notifications and service updates
- Maintaining data backups and disaster recovery
Platform Improvement
- Analyzing usage patterns to enhance user experience
- Developing new features and improving existing functionality
- Conducting research and development for AI model advancement
- Optimizing platform performance and reliability
- Testing new technologies and experimental features
- Identifying and fixing bugs and security vulnerabilities
- Measuring service effectiveness and user satisfaction
- Benchmarking performance against industry standards
- Training machine learning models (with appropriate safeguards)
- Conducting A/B testing and feature experiments
Communication and Marketing
- Sending service updates, security alerts, and important notices
- Providing educational content and best practice guidance
- Conducting surveys and gathering user feedback
- Marketing communications (with your consent where required)
- Event invitations and industry news updates
- Product announcements and feature releases
- Training and webinar invitations
- Customer success and onboarding communications
- Renewal and upgrade notifications
- Community forum and user group communications
3. AI Model Training and Data Processing
Our AI systems require careful handling of data for training and inference:
Customer Data Protection
- Your uploaded data is not used to train our general AI models without explicit consent
- We maintain strict separation between customer data and training datasets
- All data processing occurs in secure, isolated environments
- We implement differential privacy techniques where applicable
- Data minimization principles guide our processing activities
- Customer data is encrypted both in transit and at rest
- Access to customer data is strictly controlled and logged
- We use synthetic data for model training when possible
- Regular audits verify data handling compliance
- Data retention policies limit storage duration
Model Improvement
- We may use aggregated, anonymized usage patterns for model enhancement
- Error correction and performance optimization may utilize anonymized data
- Research collaborations may involve de-identified datasets
- Quality assurance processes may require limited data sampling
- All improvement activities comply with applicable privacy regulations
- Statistical analysis helps improve algorithm accuracy
- Federated learning techniques protect individual privacy
- Model validation uses carefully controlled test datasets
- Performance metrics are derived from anonymized sources
- Third-party model improvements follow strict data governance
4. Information Sharing and Disclosure
We limit information sharing to specific circumstances:
Service Providers
- Cloud infrastructure providers for secure data storage and processing
- Payment processors for billing and subscription management
- Customer support platforms for ticket management and communication
- Analytics services for platform performance monitoring
- Security vendors for threat detection and prevention
- Email service providers for communication delivery
- Content delivery networks for improved performance
- Backup and disaster recovery service providers
- Identity verification and authentication services
- Legal and compliance consulting services
- Auditing and certification organizations
Legal Requirements
- Compliance with court orders, subpoenas, and legal processes
- Cooperation with law enforcement investigations
- Protection of our rights, property, and safety
- Prevention of fraud, abuse, and illegal activities
- Enforcement of our terms of service and user agreements
- Regulatory reporting and compliance obligations
- National security and public safety requirements
- Tax reporting and financial auditing purposes
- Intellectual property protection and enforcement
- Emergency situations involving imminent harm
Business Transfers
- Mergers, acquisitions, or asset sales may involve data transfer
- Due diligence processes for potential business transactions
- Successor entities will be bound by this privacy policy
- Users will be notified of any material changes in data handling
- Bankruptcy or insolvency proceedings may require data disclosure
- Joint ventures and strategic partnerships with data sharing agreements
- Corporate restructuring and reorganization activities
- Investment and financing transactions requiring data review
- Licensing agreements for technology and intellectual property
- Spin-offs and divestiture transactions
5. Data Security and Protection
We implement comprehensive security measures to protect your information:
Technical Safeguards
- End-to-end encryption for data in transit and at rest
- Advanced encryption standards (AES-256) for data storage
- Multi-factor authentication and access controls
- Regular security audits and penetration testing
- Intrusion detection and prevention systems
- Secure development practices and code review processes
- Network segmentation and firewall protection
- Vulnerability scanning and patch management
- Data loss prevention and monitoring systems
- Secure backup and disaster recovery procedures
- Zero-trust security architecture implementation
- API security and rate limiting controls
Operational Security
- Employee background checks and security training
- Principle of least privilege for data access
- Regular security awareness programs
- Incident response and breach notification procedures
- Third-party security assessments and certifications
- Physical security controls for data centers
- Secure disposal of hardware and storage media
- Access logging and monitoring systems
- Security policy enforcement and compliance monitoring
- Vendor security assessments and due diligence
- Business continuity and disaster recovery planning
- Security incident escalation and response procedures
6. Data Retention and Deletion
We retain information only as long as necessary for legitimate purposes:
Retention Periods
- Account information: Retained while your account is active plus 3 years
- Uploaded data: Retained according to your subscription terms and user preferences
- Usage logs: Typically retained for 18-36 months for security and analytics
- Financial records: Retained for 7 years for tax and audit purposes
- Legal hold data: Retained until legal obligations are satisfied
- Marketing data: Retained until consent is withdrawn or 5 years maximum
- Support tickets: Retained for 5 years for quality assurance
- Security logs: Retained for 2 years for incident investigation
- Backup data: Retained according to backup retention schedules
- Anonymized analytics: May be retained indefinitely for research
Data Deletion
- Secure deletion procedures using industry-standard methods
- Multiple-pass overwriting for sensitive data destruction
- Certificate of destruction for high-sensitivity data
- Backup data purging according to retention schedules
- Third-party data destruction verification where applicable
- Automated deletion workflows for expired data
- User-initiated deletion requests processed within 30 days
- Cryptographic key destruction for encrypted data
- Physical destruction of storage media when necessary
- Documentation and audit trails for deletion activities
7. Your Privacy Rights
You have various rights regarding your personal information:
Access and Portability
- Request copies of your personal information in commonly used formats
- Export your data in machine-readable formats
- Receive information about data processing activities and purposes
- Access logs of who has accessed your data and when
- Obtain details about data sharing with third parties
- Review automated decision-making processes affecting you
- Request information about data retention periods
- Access data processing agreements and legal bases
- Receive copies of data protection impact assessments
- Obtain information about international data transfers
Correction and Deletion
- Correct inaccurate or incomplete personal information
- Request deletion of your personal data (right to be forgotten)
- Object to certain types of data processing
- Restrict processing under specific circumstances
- Update your contact information and preferences
- Modify consent settings for optional data processing
- Request anonymization of personal data
- Correct errors in automated decision-making systems
- Update billing and payment information
- Modify data sharing and collaboration settings
Consent Management
- Withdraw consent for marketing communications at any time
- Opt-out of non-essential data processing activities
- Manage cookie and tracking preferences through our platform
- Control data sharing with third parties and partners
- Modify research participation and data usage consent
- Update communication preferences and frequency
- Control automated decision-making and profiling
- Manage data retention preferences where applicable
- Opt-out of data analytics and performance monitoring
- Control cross-border data transfer consent
8. International Data Transfers
We may transfer your information internationally with appropriate safeguards:
- Standard Contractual Clauses (SCCs) for EU data transfers to third countries
- Adequacy decisions for transfers to countries with adequate protection
- Binding Corporate Rules for intra-group transfers within our organization
- Certification schemes and codes of conduct compliance where applicable
- Regular monitoring of international transfer mechanisms and legal changes
- Data localization options for customers with specific requirements
- Encryption and pseudonymization for cross-border data flows
- Legal basis documentation for all international transfers
- Regular review of third-country data protection laws
- Alternative transfer mechanisms when primary safeguards are unavailable
- Notification procedures for changes in transfer arrangements
- Data mapping and inventory for international processing activities
9. Children's Privacy
Our services are not intended for children under 16 years of age:
- We do not knowingly collect information from children under 16
- Age verification processes are implemented where required by law
- Parental consent mechanisms for users under 18 in certain jurisdictions
- Immediate deletion of any inadvertently collected children's data
- Educational institution safeguards for academic use cases
- Special protections for student data in educational settings
- COPPA compliance for any US-based child users
- Enhanced security measures for any child-related data
- Regular training for staff on children's privacy requirements
- Clear policies for handling suspected underage accounts
- Coordination with parents and guardians when necessary
- Documentation and reporting of children's privacy incidents
10. Regional Privacy Laws
We work to comply with applicable regional privacy regulations:
European Union (GDPR)
- Lawful basis for processing under Article 6 and special categories under Article 9
- Data Protection Officer contact information available upon request
- Right to lodge complaints with supervisory authorities
- Data Protection Impact Assessments for high-risk processing
- Privacy by design and by default implementation
- Regular compliance audits and documentation
- Breach notification within 72 hours to authorities
- Records of processing activities maintenance
- Joint controller agreements where applicable
- Regular review of consent mechanisms and legal bases
United States
- California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA) compliance
- Virginia Consumer Data Protection Act (VCDPA) adherence
- Colorado Privacy Act (CPA) compliance measures
- Connecticut Data Privacy Act (CTDPA) implementation
- Sector-specific regulations (HIPAA, FERPA, GLBA) where applicable
- State-level privacy law compliance monitoring and updates
- Consumer rights request processing systems
- Opt-out mechanisms for data sales and targeted advertising
- Sensitive personal information protection measures
- Regular assessment of state privacy law developments
11. Cookies and Tracking Technologies
We use various technologies to enhance your experience:
- Essential cookies for platform functionality and security
- Performance cookies for analytics and optimization
- Functional cookies for personalization and preferences
- Third-party cookies for integrated services (with consent)
- Cookie management tools and opt-out mechanisms
- Local storage for enhanced application performance
- Session storage for temporary data management
- Web beacons and pixels for email and marketing analytics
- Device fingerprinting for security and fraud prevention
- Cross-device tracking with appropriate consent
- Regular cookie audit and inventory maintenance
- Clear cookie policy and consent management
12. Updates to This Privacy Policy
We may update this policy to reflect changes in our practices or legal requirements:
- Material changes will be communicated via email or platform notification
- Version history and change logs maintained for transparency
- 30-day notice period for significant policy modifications
- Continued use constitutes acceptance of updated terms
- Right to object to changes and close account if desired
- Annual review and update process for policy accuracy
- Legal review of policy changes for compliance
- User feedback incorporation in policy development
- Translation updates for non-English versions
- Archive of previous policy versions for reference
- Impact assessment for policy changes on user rights
- Stakeholder consultation for major policy revisions
13. Contact Us
For questions about this Privacy Policy or our data practices, please contact us: