Privacy Policy – ResponseFlo

Effective Date: February 1st, 2026

ResponseFlo ("we," "our," or "us") respects your privacy and is committed to protecting it. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered business automation platform ("Services").

By accessing or using ResponseFlo, you agree to the practices described in this Privacy Policy.

1. Information We Collect

We may collect the following categories of information:

a. Personal Information

Information you voluntarily provide, including:
• Name
• Email address
• Company name
• Account credentials
• Payment or billing details (processed by third-party providers)

b. Technical Information

Automatically collected data, including:
• IP address
• Browser type and version
• Device type and operating system
• Referring URLs
• Log files and timestamps

c. Usage Information

Data about how you interact with the platform, including:
• Pages viewed
• Features used
• Time spent on the platform
• Interaction logs

d. Customer Data

Any data you upload, submit, or process through ResponseFlo, including content processed by AI features.

e. SMS and Communication Data

If you interact with our SMS messaging service (e.g., by calling a dental office that uses ResponseFlo and receiving or replying to an automated text message), we collect and store your mobile phone number and your communication preferences.

2. How We Use Your Information

We use the information collected to:
• Provide, operate, and maintain the Services
• Create and manage user accounts
• Improve performance, features, and user experience
• Process payments and manage subscriptions
• Communicate with you about updates, support, or service-related matters
• Monitor for fraud, abuse, or security issues
• Comply with legal obligations
• Send transactional SMS messages that you have opted into

3. SMS and Text Messaging

If you interact with our SMS messaging service, the following applies:

• We collect your mobile phone number when you call a dental office using our service and your call is missed.

• We use Twilio, a third-party messaging platform, to deliver SMS messages. Your phone number is shared with Twilio solely for the purpose of message delivery. Twilio's privacy policy can be found at twilio.com/legal/privacy.

• We do not sell, rent, lease, or share your mobile phone number or SMS opt-in consent data with any third parties for their marketing or promotional purposes.

• You may receive 1–10 SMS messages per interaction. Message frequency varies based on your inquiry.

• Standard message and data rates may apply.

• You can opt out at any time by replying STOP. Reply HELP for assistance.

• Consent to receive SMS is not a condition of purchasing any goods or services.

• We retain your phone number and message history for up to 12 months after your last interaction for service quality and compliance purposes. You may request deletion at any time by emailing responseflosystems@gmail.com

• We comply with the Telephone Consumer Protection Act (TCPA) and CTIA guidelines for commercial messaging.

4. AI and Data Processing

ResponseFlo uses artificial intelligence to generate insights and automation outputs.
• AI-generated responses are based on input data and patterns, not guarantees.
• We do not claim ownership over your Customer Data.
• We do not sell Customer Data or use it to train public AI models without permission.
• You are responsible for the accuracy, legality, and appropriateness of data you submit.

5. Cookies and Tracking Technologies

We may use cookies, web beacons, and similar technologies to:
• Enable core platform functionality
• Analyze usage and performance
• Improve user experience

You can control cookies through your browser settings. Disabling cookies may affect certain features.

6. Data Sharing and Disclosure

We may share information:
• With trusted service providers (e.g., hosting, analytics, payment processors)
• To comply with legal obligations or lawful requests
• To protect the rights, safety, or security of ResponseFlo, users, or the public
• In connection with a merger, acquisition, or sale of assets

We do not sell personal data. We do not sell, rent, lease, or share your mobile phone number or SMS consent data with third parties for their marketing or promotional purposes.

7. Data Security

We implement reasonable administrative, technical, and physical safeguards to protect your information. However, no system is 100% secure, and we cannot guarantee absolute security.

8. Data Retention

We retain personal and usage data only as long as necessary to:
• Provide the Services
• Comply with legal obligations
• Resolve disputes
• Enforce agreements

Customer Data may be deleted upon account termination, subject to legal or operational requirements. Phone numbers and SMS message history are retained for up to 12 months after your last interaction.

9. Your Rights and Choices

Depending on your jurisdiction, you may have the right to:
• Access your personal data
• Correct inaccurate data
• Request deletion of your data
• Object to or restrict processing
• Withdraw consent where applicable

Requests can be made by contacting us at the email below.

10. Children's Privacy

ResponseFlo is not intended for individuals under the age of 18. We do not knowingly collect personal information from minors.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Updates are effective once posted. Continued use of ResponseFlo after changes indicates acceptance of the revised policy.

12. Contact Us

If you have questions about this Privacy Policy or our data practices:

Email: contact@responseflo.net
Phone: +1(603)793 6082
Website: https://responseflo.net

California Consumer Privacy Act (CCPA) Rights
If you are a California resident, you have the following rights under the California Consumer Privacy Act (CCPA):

Right to Know: You can request details about the personal information we collect, use, and share.

Right to Delete: You can request that we delete personal information we have collected from you, subject to certain exceptions.

Right to Opt-Out: ResponseFlo Systems does not sell your personal information. However, you have the right to opt out of any sale of personal information.

Right to Non-Discrimination: We will not discriminate against you for exercising any of your CCPA rights.

To exercise any of these rights, contact us at support@responseflo.net We will respond to verifiable requests within 45 days as required by law.

We do not knowingly sell the personal information of any consumer, including minors under the age of 16.