Privacy Policy

1. Introduction

TrueFlow AI LLC ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website and use our services.

Our lead machine, outreach, and associated data processing services operate solely within the United States outside California, and we automatically exclude California-based business contact records from those offerings. All other platform features operate globally and currently have no geographic restrictions.

2. Information We Collect

Personal Information

We may collect personal information that you provide directly to us, such as:

• Name and contact information (email address, phone number)
• Company or organization name and role
• Account credentials and authentication data
• Billing details processed by trusted third-party payment providers
• Content you share with our team (support requests, feedback, or messages)

Automatically Collected Information

When you use our services, we automatically collect certain information, including:

• IP address, device identifiers, and approximate location
• Browser type, operating system, and language preferences
• Pages visited, time spent on our website, and referring URLs
• Usage data and diagnostics to improve performance

Lead machine and outreach datasets are sourced only from U.S. business contacts outside California, and we suppress California business contact records during ingestion and processing.

3. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our products and services
• Process transactions and send billing or account-related updates
• Deliver onboarding, support, and technical notices
• Respond to inquiries, feedback, or troubleshooting requests
• Send marketing communications (email and SMS) with easy opt-out options
• Send appointment reminders and service notifications via SMS
• Monitor trends and usage to inform product decisions
• Detect, investigate, and prevent fraud or misuse
• Comply with contractual and legal obligations
• Operate lead machine, outreach, and data processing services solely in U.S. jurisdictions outside California, excluding California-based business contact records

SMS Communications

When you provide your mobile phone number and consent to receive SMS messages, we may send you:

• Transactional messages (appointment confirmations, reminders, account updates)
• Service notifications and alerts
• Marketing and promotional messages (only with your explicit consent)

Important SMS Information:

• Message frequency varies based on your service usage and preferences
• Standard message and data rates may apply from your mobile carrier
• Your SMS consent is not shared with third parties for their marketing purposes
• You can opt out at any time by replying STOP to any message
• Reply HELP for assistance or contact us at (307) 317-4795

4. Information Sharing and Disclosure

We do not sell or rent personal information. We may share data only when necessary:

• Service Providers: Trusted vendors who help us operate, subject to confidentiality and security obligations. This includes SMS delivery providers (such as Twilio, GoHighLevel) who transmit messages on our behalf strictly for business operations. These providers are contractually prohibited from using your data for their own purposes.
• Legal Requirements: When required by applicable law, regulation, or legal process.
• Business Transfers: In connection with a merger, financing, or acquisition of all or part of our business.
• Consent: When you direct us to share information with partners or third parties.
• Aggregated Insights: Non-identifying analytics used for benchmarking or marketing.

Third-Party SMS Services: When you consent to receive SMS communications, your phone number and message content are transmitted through our SMS service providers solely for the purpose of delivering messages to you. Your SMS consent is never shared with third parties for their own marketing purposes.

5. Data Security

We implement administrative, technical, and physical safeguards designed to protect personal information against unauthorized access, alteration, disclosure, or destruction. While we strive for industry best practices, no method of transmission over the internet or electronic storage is completely secure.

6. Data Retention

We retain personal information only for as long as necessary to fulfill the purposes outlined here, resolve disputes, enforce our agreements, and comply with legal, accounting, or reporting obligations.

7. Your Rights and Choices

Because our outreach and prospecting are focused on business contacts, most of the data we collect falls under U.S. state exemptions for B2B communications. Even so, you may always contact us to:

• Request access to or a copy of information we maintain about you
• Correct or update inaccurate business contact details
• Request deletion where legally permissible
• Opt out of marketing emails using the unsubscribe link provided in every message

We verify requests using information already associated with the business contact record and respond within reasonable timelines consistent with applicable U.S. laws that regulate B2B outreach.

8. Cookies and Tracking Technologies

We use first- and third-party cookies, device identifiers, and similar tracking technologies to enable core platform functionality, remember preferences, analyze traffic, and measure campaign performance. You can adjust cookie settings in your browser or opt out of analytics and advertising cookies using industry tools such as the Network Advertising Initiative opt-out page.

9. Third-Party Links

Our website may contain links to third-party websites or integrations. Their privacy practices are governed by their own policies, and we encourage you to review those statements before providing information.

10. Compliance Standards

Our lead machine, outreach, and related data processing services are designed for U.S.-based business-to-business (B2B) outreach outside California. We prioritize states that expressly exempt B2B communications from their consumer privacy statutes (for example, the Virginia CDPA, Colorado Privacy Act, and similar laws) and avoid collecting consumer data in jurisdictions that do not offer a clear business-contact exemption. These geographic limits do not apply to other platform features, which continue to operate globally. Our safeguards include:

• CAN-SPAM Act: Accurate sender details, truthful subject lines, and prominent unsubscribe links with opt-outs honored within 10 business days.
• Telephone Consumer Protection Act (TCPA): Documented consent for automated dialing or SMS, internal do-not-contact lists, and respect for time-of-day restrictions.
• State B2B Safe Harbor Monitoring: Ongoing tracking of state laws that distinguish between commercial and consumer contexts to confirm that campaign segments stay within approved categories, with California contacts excluded only from the lead machine and outreach automations.
• Vendor Oversight: Due diligence on lead providers to confirm that contact data originates from lawful commercial sources with audit trails.

We document our compliance decisions so that clients can review how contacts were sourced, which state exemptions apply, and how opt-outs are enforced.

11. Facebook Marketing API Integration

Our platform integrates with Meta's (Facebook's) Marketing API to enable you to create, manage, and publish advertising campaigns directly through our service. This integration is designed to streamline your advertising workflow and provide enhanced campaign management capabilities.

Data We Access From Facebook

When you authorize our application to connect with your Facebook account, we may access:

• Your Facebook ad account information and business assets
• Advertising campaign data, including campaign names, budgets, and targeting parameters
• Ad performance metrics and analytics (impressions, clicks, conversions, spend)
• Facebook Pages and business profiles you manage
• Audience lists and custom audience data you've created
• Creative assets (images, videos, ad copy) associated with your campaigns

How We Use Facebook Data

We use the data accessed through the Facebook Marketing API exclusively to:

• Create and publish advertising campaigns on your behalf through our platform
• Manage, optimize, and monitor your active ad campaigns
• Provide analytics, reporting, and performance insights within our dashboard
• Synchronize campaign settings and creative assets between our platform and Facebook
• Enable automated campaign optimization and budget management features
• Troubleshoot technical issues and provide customer support

Data Sharing With Meta Platforms

To provide our advertising services, we share the following data with Meta Platforms (Facebook):

• Campaign configurations, ad creative content, and targeting parameters you create through our platform
• Budget allocations and bidding strategies you set for your campaigns
• API requests necessary to create, update, or delete campaigns on your behalf

Important: We do not sell, rent, or share your Facebook data with third parties for their own marketing purposes. All data sharing with Meta is strictly necessary to operate the advertising services you've requested and is governed by Facebook's Platform Terms and Data Policy.

Data Storage and Retention

We temporarily cache certain Facebook data (such as campaign performance metrics) on our servers to improve platform performance and enable offline reporting features. This cached data is refreshed regularly and retained only for as long as necessary to provide our services. When you disconnect our application from your Facebook account or request data deletion, we remove all associated Facebook data from our systems within 30 days.

Your Control and Rights

You maintain full control over the data our application can access from your Facebook account:

• Revoke Access: You can disconnect our application at any time through Facebook's Settings → Business Integrations page
• Manage Permissions: Review and modify the specific permissions our app has through Facebook's App Settings
• Request Data Deletion: Contact us at [email protected] to request deletion of all Facebook-related data we've collected
• Download Your Data: Request a copy of the Facebook data we've stored on your behalf

When you revoke our app's access through Facebook, we will no longer be able to access your Facebook data, and any scheduled campaigns or automation workflows will stop immediately.

Compliance With Facebook Platform Policies

Our use of the Facebook Marketing API is subject to Meta's Platform Terms, Developer Policies, and Advertising Policies. We are committed to maintaining compliance with all Facebook platform requirements and promptly addressing any policy violations. For more information about how Facebook handles your data, please review Facebook's Privacy Policy at https://www.facebook.com/privacy/policy.

12. Children's Privacy

Our services are not directed to individuals under the age of 18, and we do not knowingly collect personal information from children. If we learn that a child has provided personal information, we will delete it.

13. International Data Transfers

Your information may be transferred to servers located in the United States or other jurisdictions where we or our service providers operate. We use contractual protections and due diligence to safeguard data during cross-border transfers. International transfers apply to platform features that operate globally, while the lead machine, outreach, and related data processing remain U.S.-only and exclude California business contact records.

14. Changes to This Privacy Policy

We may update this Privacy Policy as our services evolve. Material changes will be posted on this page with an updated "Last updated" date, and we will notify you through product or email notices when legally required.