Flowcut AI Policies

Overview

Flowcut AI respects the privacy of its users and complies with Quebec's Law 25 and with the Personal Information Protection and Electronic Documents Act (PIPEDA). This policy describes the personal information we collect, how we use and retain it, and the rights of the individuals concerned.

Person in charge of the protection of personal information

The person in charge of the protection of personal information is Julien Tétrault, President, reachable at privacy@flowcutai.com.

Our two roles

Flowcut AI is responsible for the information it collects for its own purposes, in particular that of its prospects and clients (accounts, billing, commercial communications). With respect to the data that client salons enter into the platform about their own clientele, Flowcut AI acts solely as a processor: the salon remains responsible for it, and Flowcut AI processes it only to provide the service.

Information collected

Flowcut AI may collect:

• account information (salon name, contact details, first and last name of the responsible person, email address, phone number);
• operational data (appointments, availability, client profiles, communication history, reminders, preferences and internal settings);
• interactions with automated tools (voice receptionist, booking systems);
• payment information, processed exclusively by Stripe;
• technical information and secure logs, used for prevention, diagnostics and system improvement.

Use of information

Data is used to provide and maintain the platform, manage appointments, automate notifications, process payments, improve the accuracy of intelligent systems, produce anonymized statistics, ensure platform security, and optimize the client experience.

Hosting and processing outside Quebec

Data is hosted in Canada. However, some of our technology providers may process or host information outside Quebec, notably in the United States. Before any transfer of personal information outside Quebec, Flowcut AI carries out the assessment required by Law 25 to ensure the information benefits from adequate protection. Flowcut AI does not retain voice audio recordings, which may be temporarily stored by third-party providers under their own rules, generally for a short period.

Demonstration bookings and commercial follow-up

Demonstration scheduling is handled by Calendly. The information entered (name, email address, phone number, answers to booking questions) is collected by Calendly and then transmitted to Flowcut AI. This information is also recorded in Salesforce for tracking requests and producing internal commercial statistics. Calendly's and Salesforce's use of the information is governed by their own privacy policies.

Security

Flowcut AI applies encryption, access control, backup and continuous monitoring measures to protect information against unauthorized access, misuse, loss or disclosure.

Your rights

You may request access to, correction of, or deletion of your information, withdraw your consent at any time, and request the portability of your information (its release in a structured, commonly used technological format), within applicable technical, contractual and legal limits. Requests should be sent to privacy@flowcutai.com.

Retention

Information is retained for as long as required to provide the service and meet legal obligations. At the end of a subscription, the client's operational data remains available for export for ninety (90) days, after which it may be deleted. Flowcut AI may nonetheless retain longer any information necessary to meet its legal, tax and accounting obligations, or for security and diagnostics.

Precedence

In the event of any conflict between this policy and a signed subscription agreement, that agreement prevails.

Contact

For any question or request regarding privacy: privacy@flowcutai.com.

Subscriptions and billing

The Lite, Pro and Enterprise subscriptions are offered on a monthly or annual basis and billed in advance through Stripe. Once a cycle has begun, payments are non-refundable, except as provided below for the annual subscription. The service remains active until the end of the period already paid.

Annual subscription: benefit and early termination

The annual subscription offers twelve (12) months of service for an amount equivalent to approximately ten (10) months of the regular monthly rate, that is, the equivalent of two (2) months free (the "Annual Benefit"). The client may terminate before the end of the term, on at least thirty (30) days' written notice. In the event of early termination, the two (2) free months are deemed consumed first, before the paid months, and are non-refundable.

The refund is calculated as follows:

• the months deemed consumed equal the months started plus the two free months;
• the refundable months equal twelve minus the months deemed consumed, not less than zero;
• the refund equals the refundable months multiplied by the annual amount divided by twelve.

No refund is due from the tenth month elapsed onward. Any month started counts as a full month.

Variable fees

Fees related to calls, messages or voice credits are billed based on actual usage and are non-refundable once consumed. When accumulated, unbilled variable fees reach $500, Flowcut AI may require immediate payment or suspend usage-based services until payment.

Payment disputes and overdue amounts

Before disputing a payment with their financial institution, the client must first contact Flowcut AI and allow ten (10) days to resolve the situation. Any unjustified chargeback may result in $50 in administrative fees. Any overdue amount bears interest at a rate of 1.5% per month (18% per year) from its due date.

Cancellation notice and non-renewal (monthly subscription)

For a monthly subscription or to prevent a renewal, written notice of at least thirty (30) days before the next billing date is required. Notice received less than thirty days before that date results in an additional cycle. The subscription remains accessible until the end of the period already paid, and no refund is granted for a cancellation made after a charge has been triggered.

Example: if billing occurs on the 10th of each month and notice is sent on February 21, the March 10 charge will be the last, and the service will remain accessible until April 9.

Cancellation by Flowcut AI

Flowcut AI may suspend or terminate an account for non-compliance with the Terms of Use, misuse or fraudulent conduct.

Precedence

In the event of any conflict between this policy and a signed subscription agreement, that agreement prevails for the subscription concerned.

Governing law

This policy is governed by the laws of Quebec and Canada.

Acceptance of the terms

By accessing or using the Flowcut AI platform, the client accepts these terms, the Privacy Policy and the Refund Policy. If the client does not accept these terms, they must stop using the platform.

License and intellectual property

The platform, its software, code, interfaces, trademarks and any intellectual property attached to it remain the exclusive property of Flowcut AI. The client is granted a non-exclusive, non-assignable license limited to the duration of their subscription, for the sole purpose of operating their business. Any improvement, customization or new feature, even one arising from a client suggestion, remains the exclusive property of Flowcut AI.

Ownership and return of client data

The operational data and information relating to the salon's clientele (appointments, profiles, history) belong to the client. Flowcut AI acts solely as a processor to provide the service. At the end of the subscription, the client may export their data, free of charge, in CSV format; this data remains accessible for ninety (90) days, after which it may be deleted in accordance with the Privacy Policy.

Client compliance

The client is solely responsible for obtaining the required consents before sending text messages or emails through the platform and for complying with applicable laws, notably Canada's Anti-Spam Legislation (CASL) and privacy legislation.

Confidentiality and trade secrets

Each party undertakes not to disclose or use, for purposes other than performing the service, the confidential information and trade secrets of the other party. This obligation survives termination.

Limitation of liability

To the extent permitted by law, Flowcut AI excludes all liability toward the client and any third party in connection with the service and the platform. In accordance with article 1474 of the Civil Code of Québec, this exclusion does not apply to material injury caused by gross or intentional fault, nor to bodily or moral injury. Without limiting the foregoing, Flowcut AI is in no event liable for indirect, incidental or consequential damages, including loss of profits, clientele or data. In any case where its liability is nonetheless established, it is limited, all causes combined, to the amounts paid by the client during the twelve (12) months preceding the triggering event. This clause survives termination.

Indemnification

The client holds Flowcut AI harmless from any claim arising from their use of the platform in violation of these terms or applicable laws, including any third-party claim related to messages they transmit through the platform.

Assignment

Flowcut AI may assign these terms and its agreements, notably as part of a sale, merger, reorganization or business transfer, on simple notice. The client may not assign their rights without Flowcut AI's prior written consent.

Changes to the terms

Flowcut AI may modify these terms to reflect changes to the platform or legal obligations. Material changes will be communicated. Continued use of the platform after a change takes effect constitutes acceptance.

Language

A French version and an English version are available. In the event of any discrepancy, the French version prevails.

Governing law

These terms are governed by the laws of Quebec and Canada. Any dispute falls under the jurisdiction of the competent courts of Quebec.

Precedence and general provisions

These terms, together with the Privacy Policy and the Refund Policy, constitute the entire agreement. In the event of any conflict with a signed subscription agreement, that agreement prevails. If any provision is found invalid, the others remain in effect. Flowcut AI's failure to exercise a right does not constitute a waiver of that right. Headings are for convenience only.