Privacy Policy

Hintflow, Inc. ("Hintflow," "we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your information when you use hintflow.io and our related services (collectively, the "Services").

Important note about our current phase: Hintflow is currently in early testing with a limited number of users. As we continue to develop and refine our product, this Privacy Policy may be updated to reflect new features, capabilities, or practices. We will notify you of any material changes.

By using our Services, you agree to the collection and use of information in accordance with this Privacy Policy.

1. Information We Collect

Account Information

When you create an account, we collect:

• Name and email address
• Company name (optional)
• Password (stored in encrypted form)
• Account preferences and settings

Document Data

When you use our Services, you upload documents for analysis. We collect:

• The documents you upload (CSVs, PDFs, XLS files, and other supported formats)
• File names and metadata
• The content within these documents
• Any annotations or feedback you provide on our analysis

Usage Information

We automatically collect:

• Log data (IP address, browser type, device information)
• How you interact with the Services
• Features you use and actions you take
• Time and date of your activities

Communications

If you contact us, we collect:

• The content of your messages
• Any attachments you send
• Your contact information

2. How We Use Your Information

We use the information we collect to:

Provide the Service

• Process your uploaded documents
• Generate executive summaries, pattern analysis, risk identification, and suggested actions
• Maintain and improve the accuracy of our analysis
• Provide customer support

Improve Our Product

• Understand how users interact with Hintflow
• Identify areas for improvement
• Test new features and capabilities
• Train and improve our analysis algorithms

Communicate With You

• Send service-related announcements
• Respond to your inquiries
• Request feedback during our testing phase
• Notify you of updates or changes

Legal and Security Purposes

• Comply with legal obligations
• Protect against fraud or abuse
• Enforce our Terms of Service
• Protect the rights and safety of Hintflow and our users

3. How We Process Your Documents

This is the most important section for understanding how Hintflow handles your data.

Document Processing

• Your uploaded documents are processed to extract insights (executive summaries, patterns, risks, and actions)
• Processing happens on secure servers
• We use AI and machine learning models to analyze your documents
• Your documents are associated with your account

Document Confidentiality

• We treat all uploaded documents as confidential business information
• We do not share your document content with other users
• We do not use your specific document content for marketing purposes
• We do not sell your document data to third parties

Model Training (Early Testing Phase)

During our current testing phase:

• We may use aggregated, anonymized insights from document processing to improve our models
• We do not train our models on identifiable business information without explicit consent
• If you prefer to opt out of any model improvement efforts, contact us at team@hintflow.io

Team/Shared Access

If you are part of a team workspace:

• Documents and analysis you share with your team are visible to team members
• You control what you share within your team environment

4. Data Storage and Security

Security Measures

We implement industry-standard security measures including:

• Encryption of data in transit (TLS/SSL)
• Encryption of data at rest
• Regular security assessments
• Access controls and authentication
• Secure data centers with our service providers

No Absolute Security

While we take security seriously, no method of transmission or storage is 100% secure. We cannot guarantee absolute security of your information.

Your Responsibility

You are responsible for:

• Maintaining the confidentiality of your password
• Restricting access to your account
• Notifying us immediately of any unauthorized access

5. Data Retention

Document Retention

• We retain your uploaded documents and generated analysis for as long as your account is active
• You can delete documents at any time through your account
• If you delete a document, we remove it from our active systems within 30 days

Account Deletion

If you delete your account:

• We delete your personal information and documents within 90 days
• Some information may be retained for legal or legitimate business purposes (such as preventing fraud or resolving disputes)
• Anonymized, aggregated data may be retained for analytics

Backup Retention

Deleted data may persist in backup systems for up to 90 days before being permanently removed.

6. Sharing and Disclosure

We Do Not Sell Your Data

We do not sell, rent, or trade your personal information or document data.

Service Providers

We share information with trusted third-party service providers who help us operate our Services:

• Cloud hosting providers
• Payment processors
• Email service providers
• Analytics providers

These providers are contractually obligated to protect your information and use it only for the purposes we specify.

Legal Requirements

We may disclose your information if required to:

• Comply with legal obligations (subpoenas, court orders)
• Enforce our Terms of Service
• Protect the rights, property, or safety of Hintflow, our users, or others
• Detect or prevent fraud or security issues

Business Transfers

If Hintflow is involved in a merger, acquisition, or sale of assets, your information may be transferred. We will notify you before your information becomes subject to a different privacy policy.

7. Your Rights and Choices

Access and Portability

You can:

• Access your account information at any time
• Download your documents and analysis
• Request a copy of your personal data

Correction and Deletion

You can:

• Update your account information
• Delete documents from your account
• Request deletion of your account and associated data

Communication Preferences

You can:

• Opt out of marketing communications
• Manage email notification settings
• Continue to receive service-related communications

Exercising Your Rights

To exercise these rights, contact us at team@hintflow.io.

Additional Rights (GDPR)

If you are in the European Economic Area, you have additional rights including:

• Right to object to processing
• Right to restrict processing
• Right to lodge a complaint with a supervisory authority

Additional Rights (CCPA)

If you are a California resident, you have the right to:

• Know what personal information we collect
• Know whether we sell or share personal information (we do not)
• Request deletion of personal information
• Not be discriminated against for exercising your rights

8. International Data Transfers

Hintflow is headquartered in the United States. If you access our Services from outside the U.S., your information may be transferred to, stored, and processed in the United States or other countries.

We take steps to ensure that your data receives an adequate level of protection wherever it is processed.

9. Children's Privacy

Our Services are not intended for users under 18 years of age. We do not knowingly collect information from children. If you believe we have collected information from a child, please contact us immediately.

10. Changes to This Policy

We may update this Privacy Policy from time to time, particularly as we move from testing to general availability. When we make changes:

• We will update the "Last updated" date
• We will notify you via email or through the Services for material changes
• Your continued use of the Services after changes constitutes acceptance

We recommend reviewing this Privacy Policy periodically.

11. Contact Us

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

Email: team@hintflow.io

Response Time: We will respond to privacy-related inquiries within 30 days.