Privacy Policy

Last updated July 16, 2026Same text as shown in the app

Introduction

Welcome to Better Flow Ai, LLC (“we,” “our,” or “us”). We are committed to protecting your personal information and your right to privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use CleanFlow Ops, our field service management platform, including our website, mobile applications, and related services (collectively, the “Service”).

By creating an account or using our Service, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy. If you do not agree with the terms of this Privacy Policy, please do not access or use our Service.

Information We Collect

On-Device Storage

To support offline functionality, we store certain data locally on your device using your browser’s IndexedDB storage. This includes:

  • Job records and assignments
  • Checklist templates and responses
  • Photos pending upload
  • Pending actions queued for sync when connectivity is restored
  • Cached location data

This data is stored solely to enable offline use and is synced to our servers when your device reconnects. It is not shared with third parties and can be cleared at any time from the Settings page.

Personal Information

We collect personal information that you voluntarily provide to us, including:

  • Name (first and last name)
  • Email address
  • Phone number
  • Company name and role
  • Account credentials (password is encrypted and never stored in plain text)
  • Home address and emergency contact details (for employees)

Location Data

For employees using our mobile features, we collect GPS location data to enable:

  • Job site check-in/check-out verification
  • Real-time employee location tracking during work hours
  • Route optimization and travel time calculations
  • Geofencing and location-based notifications

Note: Foreground location described above is collected while you have the app open and are logged in as an employee. If your employer has enabled automatic clock-out, additional location is collected in the background — see “Background Location While Clocked In” below. You may disable location services at any time through your device settings, but this may limit certain functionality of the Service.

Background Location While Clocked In

If your employer enables automatic clock-out, the mobile app collects location in the background — including when the app is closed or not in use — but only between the moment you clock in and the moment you clock out. It is never collected off shift. We collect:

  • Your precise location while you are clocked in to a job that has a job-site address
  • Entry and exit events for that job site’s boundary
  • A short series of location readings taken while you appear to be away from the job site, kept as the evidence for any automatic clock-out
  • Whether background location permission was granted for the shift, so your manager can see when on-site time could not be verified automatically

This is used for one purpose: to end your shift automatically when you leave the job site, and to give you and your employer an auditable record of why a shift ended when it did. It is not used to track you off shift, and it is not sold or shared with advertisers.

Your employer’s managers and owners can see the job-site events from your shift, including any automatic clock-out and the readings that supported it.

Location records for this feature are kept for 90 days and then deleted automatically.

You are asked to agree before any background location is collected, and you can decline. You can also turn the permission off at any time in your device settings. Declining never prevents you from clocking in or doing your job — your shift simply will not be verified automatically, and your manager is notified that verification is unavailable. Your employer can also disable the feature entirely for the whole company.

Job Documentation

We collect and store:

  • Photos and videos uploaded as job documentation
  • Job checklists, notes, and completion reports
  • Time tracking and timesheet data
  • Materials used and inventory information

Google Calendar Integration

If you choose to connect your Google Calendar account, we access your calendar to sync job schedules and appointments. This integration is entirely optional and user-initiated. We:

  • Read and write calendar events related to your job assignments
  • Store OAuth access tokens securely on our servers to maintain the connection
  • Do not access any calendar data beyond job scheduling purposes

You can disconnect Google Calendar at any time from the Settings page, which revokes our access and removes stored tokens.

Automatically Collected Information

When you access our platform, we automatically collect:

  • Device information (type, operating system, browser)
  • IP address (from standard server logs)
  • In-app activity, such as actions recorded in the audit log
  • Log files and error reports

SMS and Phone Communications

By providing your phone number during registration, you consent to receive the following communications:

  • Service Notifications: Job assignments, schedule changes, and urgent updates
  • Account Security: Two-factor authentication codes and security alerts
  • Operational Updates: Timesheet reminders and checklist notifications

Message Frequency: Varies based on your activity and role. Message and data rates may apply.

Opt-Out: You can opt out of non-essential SMS communications at any time by replying STOP to any message or updating your notification preferences in your account settings. Note that opting out may affect your ability to receive important job-related notifications.

How We Use Your Information

We use the collected information for:

  • Providing and maintaining our Service
  • Managing job assignments and scheduling
  • Processing time tracking and payroll data
  • Generating reports and analytics for clients
  • Facilitating communication between team members
  • Sending notifications you have enabled (push, email, and SMS)
  • Improving our platform and customer experience
  • Sending important updates and notifications
  • Ensuring platform security and preventing fraud
  • Complying with legal obligations

Data Sharing and Disclosure

Within Your Organization

Employee data is shared with managers and owners within your organization for job management, performance tracking, and operational purposes.

With Clients

Job completion reports, photos, and relevant documentation may be shared with clients as part of service delivery.

Third-Party Service Providers

We share data with trusted service providers who assist us in operating our platform:

  • Supabase (database, authentication, and file storage)
  • Google Maps Platform (map display and address geocoding)
  • Google Calendar (optional calendar sync, if enabled by the user)
  • Twilio (SMS notifications, if you have opted in)
  • Resend (transactional email, such as invitations and password resets)
  • Firebase Cloud Messaging by Google (push notifications)
  • Anthropic (AI assistant that helps managers draft jobs; it processes only the text you enter and does not use your data to train its models)

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

We Do Not Sell Your Data

Better Flow Ai, LLC does not sell, rent, or trade your personal information to third parties for marketing purposes.

We may disclose your information if required by law, in response to valid legal requests, or to protect our rights, property, or safety.

Data Security

We implement industry-standard security measures to protect your information:

  • Encryption of data in transit (TLS/SSL) and at rest
  • Secure authentication and access controls
  • Regular security audits and updates
  • Role-based access permissions
  • Secure cloud infrastructure via Supabase
  • Password hashing using bcrypt

However, no method of transmission over the internet is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

Data Retention

We retain your information for as long as your account is active or as needed to provide the Service. When you delete your account, your personal information is deleted immediately; residual copies in backups are purged within 30 days. We may retain limited records where required for legal, tax, or regulatory purposes, and only for as long as the law requires.

Your California Privacy Rights (CCPA)

If you are a California resident, the California Consumer Privacy Act (CCPA) provides you with specific rights regarding your personal information:

Right to Know

You have the right to request that we disclose the categories and specific pieces of personal information we have collected about you, the categories of sources from which we collected your information, and the business or commercial purpose for collecting your information.

Right to Delete

You have the right to request that we delete any personal information we have collected about you, subject to certain exceptions.

Right to Opt-Out of Sale

We do not sell your personal information. If this changes, we will provide you with the opportunity to opt out.

Right to Non-Discrimination

We will not discriminate against you for exercising any of your CCPA rights.

How to Submit a Request

To exercise your California privacy rights, please contact us at andrewkidd@betterflow.ai. We will verify your identity before processing your request and respond within 45 days.

Your European Privacy Rights (GDPR)

If you are located in the European Economic Area (EEA), United Kingdom, or Switzerland, you have certain rights under the General Data Protection Regulation (GDPR):

Lawful Basis for Processing

We process your personal data based on: (a) your consent, (b) performance of a contract with you, (c) compliance with legal obligations, or (d) our legitimate business interests.

Your Rights

  • Right of Access: Request a copy of the personal data we hold about you
  • Right to Rectification: Request correction of inaccurate or incomplete data
  • Right to Erasure: Request deletion of your personal data (“right to be forgotten”)
  • Right to Restrict Processing: Request that we limit how we use your data
  • Right to Data Portability: Receive your data in a structured, machine-readable format
  • Right to Object: Object to processing of your data for certain purposes
  • Right to Withdraw Consent: Withdraw consent at any time where processing is based on consent

Data Protection Officer

For GDPR-related inquiries, please contact our Data Protection Officer at andrewkidd@betterflow.ai.

Supervisory Authority

You have the right to lodge a complaint with a supervisory authority in your country of residence if you believe we have violated your privacy rights.

International Transfers

When we transfer personal data outside the EEA, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses approved by the European Commission.

Data Processing Agreement

For business accounts, Better Flow Ai, LLC acts as a “data processor” on behalf of your organization (the “data controller”). Your organization is responsible for ensuring that the use of this platform complies with applicable data protection laws, including obtaining any necessary consents from employees.

Enterprise customers requiring a formal Data Processing Agreement (DPA) can request one by contacting andrewkidd@betterflow.ai.

Cookies and Tracking Technologies

We use cookies and similar technologies to:

  • Maintain your login session
  • Remember your preferences
  • Diagnose errors and keep the app running reliably
  • Improve user experience

You can control cookies through your browser settings, but disabling cookies may affect platform functionality.

Children’s Privacy

This platform is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately at andrewkidd@betterflow.ai.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by:

  • Posting the updated Privacy Policy on this page
  • Updating the “Last Updated” date at the top
  • Sending an email notification for significant changes
  • Displaying a prominent notice in the application

Your continued use of the Service after any changes indicates your acceptance of the updated Privacy Policy.

Request Data Deletion

You have the right to request deletion of your personal data. You can delete your account at any time from Settings → Profile → Delete Account, or at cleaningsoft.betterflow.ai/delete-account. Deletion is immediate and irreversible. If you cannot sign in, email andrewkidd@betterflow.ai from your account address and we will delete your data within 30 days. We may retain records we are legally required to keep (for example, tax or payroll records) for as long as the law requires.

Alternatively, you can contact us directly at the email below to request data deletion.

Contact Us

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

Better Flow Ai, LLC

All Privacy & Legal Inquiries: andrewkidd@betterflow.ai