Flowcut AI Policies

Overview

Flowcut AI respects the privacy of its users and complies with Quebec Law 25 and PIPEDA. This policy describes the types of information collected, how it is used, how it is stored and the rights of the client.

Information Collected

Flowcut AI may collect the following information:

• Account information including salon name, contact information, first and last name of the responsible person, email address and phone number.
• Operational data including appointments, availability, client profiles, communication history, reminders, preferences and internal settings.
• Interactions with automated tools including the voice receptionist and booking systems.
• Payment information processed exclusively by Stripe.
• Technical information and secure logs used for prevention, diagnostics and continuous improvement of the system.

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 overall user experience.

Hosting and Processing

Data is hosted in Canada or in jurisdictions offering equivalent levels of protection. Processing may involve technology providers subject to strict confidentiality rules. Flowcut AI does not collect or store voice audio recordings, which may be temporarily retained by third party providers according to their internal rules, generally for short durations. Flowcut AI is not responsible for how those providers handle such recordings.

Demo Booking and Sales Follow-up

Demo meetings are scheduled through Calendly, a third party provider. When someone books a time slot from the Contact page, the information they enter in the calendar, including their name, email address, phone number and answers to the booking questions, is collected and stored by Calendly, then passed on to Flowcut AI so the meeting can take place. Calendly also sets its own browser cookies and collects the required consent directly within the calendar displayed on the site.

This information is also recorded in Salesforce, the customer relationship management platform used by Flowcut AI. It is used there to follow up on demo requests, to document exchanges with clients and prospective clients, and to produce internal sales statistics. Calendly's and Salesforce's use of this information is governed by their own privacy policies.

Security

Flowcut AI applies encryption measures, access controls, backups and continuous monitoring to protect information from unauthorized access, misuse, loss or disclosure.

Your Rights

In accordance with applicable laws, the client may request access to, correction of or deletion of their information within technical, contractual or legal limits. Requests must be sent to privacy@flowcutai.com.

Retention

Information is retained for the time required to provide the service or comply with legal obligations. Technical data may be retained longer when necessary for diagnostics or security.

Contact

For any question or request regarding privacy, write to privacy@flowcutai.com.

Subscriptions and Billing

Lite, Pro and Enterprise subscriptions are available on a monthly or annual basis and are billed in advance through Stripe. Once a billing cycle starts, payments are non refundable. The service remains active until the end of the already paid period.

Annual Subscription

The annual subscription includes a discount equivalent to two months off the regular monthly price. If the client decides to cancel their subscription before the end of the validity period, the value of those two months will not be refunded and will be retained by Flowcut AI. The remaining unused portion of the subscription will be refunded on a pro-rata basis.

Use of the AI Receptionist and Other Variable Services

Fees related to calls, messages or voice credits are billed based on actual usage. These fees are non refundable once consumed.

Required Cancellation Notice

• A written notice of at least thirty days before the next billing date is required.
• Any notice received fewer than thirty days before the upcoming billing date will result in one additional renewal.
• The subscription remains active until the end of the already paid period.
• No refund is issued for cancellations made after the charge has been triggered.

Simplified Example

If billing occurs on the tenth of each month and cancellation is sent on February 21, the March 10 charge will be the last one and access remains active until April 9.

Cancellation by Flowcut AI

Flowcut AI reserves the right to suspend or terminate an account in cases of non compliance with the Conditions of Use, abusive behavior or fraudulent activity.

Governing Laws

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

Acceptance of Terms

By accessing or using the Flowcut AI platform, the client accepts these terms of use, the privacy policy and the refund policy. If the client does not accept these terms, they must stop using the platform.

Licence and Intellectual Property

The Flowcut AI platform, its software, code, interfaces, trademarks and all related intellectual property remain the exclusive property of Flowcut AI. The client is granted a non-exclusive, non-transferable licence, limited to the duration of their subscription, for the sole purpose of operating their business. This licence grants no ownership rights over the platform.

Ownership and Return of Client Data

Operational data and client information of the salon (appointments, profiles, history) belong to the client. Flowcut AI acts solely as a custodian and processor of this data to provide the service. Upon expiry or termination of the subscription, the client may request an export of their data within a reasonable timeframe, after which it may be deleted in accordance with the privacy policy.

Confidentiality and Trade Secrets

Each party agrees not to disclose or use, for any purpose other than performing the service, the confidential information and trade secrets of the other party. This obligation remains in effect throughout the subscription and survives its termination.

Limitation of Liability

To the extent permitted by law, Flowcut AI shall not be liable for any indirect, incidental or consequential damages arising from the use of or inability to use the platform. Each party agrees to hold the other harmless from claims resulting from its own acts or omissions. This limitation survives the termination of these terms.

Modification of Terms

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

Language

A French and an English version of these terms are available. In the event of any discrepancy, the French version prevails, in accordance with the laws applicable in Quebec.

Governing Law

These terms are governed by and construed in accordance with the laws of the Province of Quebec and Canada. Any dispute falls under the jurisdiction of the competent courts of Quebec.

General Provisions

These terms, together with the privacy policy and the refund policy, constitute the entire agreement between the parties. If any provision is held to be invalid, the remaining provisions remain in full force. Flowcut AI's failure to exercise a right does not constitute a waiver of that right. The client may not assign their rights without the prior written consent of Flowcut AI. Headings are for convenience only and do not affect interpretation.