Privacy Policy

1. Introduction

FLM Systems LLC, doing business as ReviewFloAI ("Company", "we", "us"), operates the ReviewFloAI platform. This Privacy Policy explains how we collect, use, and protect your information when you use our Service.

2. Information We Collect

Account Information: When you sign up, we collect your name, email address, cell phone number, and your restaurant's name and address.

Google Business Profile Data: On all plans, you grant ReviewFloAI administrative ("Manager") access to your Google Business Profile. This lets us read your reviews (reviewer name, star rating, review text, review date) and post replies to Google on your behalf. On Self Service, you approve each reply and we post it by the next business day. On Full Service, we handle and post replies for you. We access only your reviews and reply functionality. We never access your Google email, contacts, calendar, or other Google services.

AI Response Data: We store AI-generated draft responses, any edits, and final posted responses. This data is used to improve response quality for your account over time (voice learning).

Usage Data: We collect basic usage data such as pages visited, features used, and timestamps to improve the Service.

Links and QR codes: Our printed reports, our sales messages, and the review link and QR code we make for your restaurant use ReviewFloAI web addresses. When one is opened, we record which link it was, when, how it was opened (for example a QR scan or a text), and the type of phone or browser. We do not record names, locations, or internet (IP) addresses from these links. If you try our demo, the review you paste is sent to our AI providers to write a reply (see section 4), and we count how many replies you try. We use this to see how our reports and review links are used and to plan our follow-ups.

Payment Information: Payment processing is handled by Stripe. We do not store your credit card number. Stripe's privacy policy applies to payment data.

3. How We Use Your Information

• To provide and operate the Service (retrieving reviews, generating AI draft responses, and posting replies on your behalf)
• To send you daily digest emails, the monthly note (Full Service), and service notifications
• To text you when a review needs your OK, if you turn texts on
• To improve AI response quality through voice learning (using your edit patterns)
• To provide customer support
• To detect and prevent fraud or abuse

4. Third-Party Services

We use the following third-party services to operate ReviewFloAI:

• Google Business Profile: accessed via Manager access you grant us on all plans, to read reviews and post replies on your behalf
• Google Maps: when you search for your restaurant, what you type goes to Google so it can suggest matches. We keep only the listing and address you pick. Google's handling of that search is covered by the Google Privacy Policy.
• Anthropic: to generate AI draft responses (review text is sent to Anthropic for processing)
• OpenAI: used as a fallback provider for AI draft responses when needed
• Brevo: to send our emails (daily digest, password reset) and, if you turn them on, text messages
• Stripe: to process payments
• Microsoft Azure: to host the application and database

Each third party has their own privacy policy governing their handling of data.

5. How We Access Google Data

ReviewFloAI accesses your Google Business Profile through Manager access that you grant to our account. This is the same standard mechanism marketing agencies and review managers use. We do not scrape Google, and we do not access Google data on any other basis.

Specifically:

• We access only your reviews and reply functionality. No other Google data.
• We do not use your Google data for advertising, and we do not sell it to third parties.
• Our team accesses your review data only to operate the Service for you, to provide support you requested, for security purposes, or to comply with law.
• You can revoke our Manager access at any time from your Google Business Profile settings.

6. Data We Do NOT Collect or Sell

• We do not sell your personal data to anyone.
• We do not use your data for advertising.
• We do not share your data with third parties for marketing.
• We do not share your mobile number with anyone for marketing.
• We do not access your Google email, contacts, or calendar.

7. Data Retention

We retain your data for as long as your account is active. If you cancel your account, we will delete your data within 30 days. You may request immediate deletion by emailing support@reviewflo.ai.

8. Data Security

We protect your data using:

• HTTPS/TLS encryption for all data in transit
• Encrypted database storage
• Secure cookie-based authentication (HttpOnly, Secure flags)
• API keys stored in environment variables, never in source code
• Multi-tenant data isolation (each restaurant only sees their own data)

9. Your Rights

You have the right to:

• Access: request a copy of the data we hold about you
• Correct: update inaccurate information
• Delete: request deletion of your account and data
• Export: request your data in a portable format
• Disconnect: revoke our Manager access at any time

To exercise any of these rights, email support@reviewflo.ai.

10. Cookies

We use essential cookies for authentication and session management. We do not use advertising or third-party tracking cookies.

11. Children's Privacy

ReviewFloAI is not intended for use by anyone under 18 years of age. We do not knowingly collect data from children.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes via email. Continued use of the Service after changes constitutes acceptance.

13. Contact

Questions about this Privacy Policy? Contact us at support@reviewflo.ai.

FLM Systems LLC (dba ReviewFloAI) · 732 S 6th St Ste R, Las Vegas, NV 89101