Privacy Policy

1. Information We Collect

1.1 Information your institution provides

When your institution sets up FlowzIQ, we (or your institutional admin) configure:

• Administrator accounts: name, email, hashed password, MFA factors, and SAML claims for staff who sign in to administer the platform.
• Institution profile: institution name, region, areas of interest, and contact information used by the AI agents and licence-management UI.
• Workflow configuration: AI persona settings, escalation thresholds, agent allowlists for backend connectors, and offerings (programs, deadlines, policies, FAQs) the agents draw on.
• Communications with FlowzIQ: support requests, contract correspondence, and any data shared during onboarding or troubleshooting.

1.2 Information collected automatically

When students or staff interact with the deployed platform, FlowzIQ records:

• Conversation data: chat transcripts, email threads, social DMs/comments processed by the workflows, voice transcripts, and the AI agent's responses.
• Device information: browser/user agent, IP address, and session identifiers used for security and rate limiting.
• Operational logs: workflow executions, AI decisions, sentiment scores, escalation reasons, connector calls, and timestamps, surfaced to your admins as the audit log.
• Cookies: a session cookie used for sign-in. No analytics or advertising cookie is set (Section 7).

1.3 Information from connected services

When your institution connects channels and SIS data sources, FlowzIQ stores:

• Channel access tokens for Facebook, Instagram, and WhatsApp (encrypted at rest with AES-256-GCM).
• Connected page/account IDs, names, and IMAP/SMTP addresses for email channels.
• The student-facing messages, comments, voice clips, and SIS records the workflow is configured to process.

1.4 Information collected on flowziq.com

The pages you are reading now are operated by FlowzIQ itself, not by an institution. Two things on this site collect personal data, and FlowzIQ is the controller for both:

• The contact form: the name, work email, phone number, institution name, country, and any message you submit are stored in FlowzIQ's own database and emailed to our sales team. We use them to reply to your enquiry and to follow up about FlowzIQ; we do not sell them or pass them to a third party for its own marketing.
• The chat assistant on this site: it is a FlowzIQ deployment we run ourselves. What you type into it is stored as a conversation in our own database and sent to the AI provider configured for that deployment so a reply can be generated. It keeps a session identifier in your browser's session storage so the conversation survives a page change; that identifier is cleared when you close the tab.

Because a FlowzIQ deployment is self-hosted, everything in 1.1 to 1.3 is stored in your institution's own database, not on FlowzIQ-operated servers, and we never receive a copy. Section 1.4 is the exception: it covers what this marketing site collects, which FlowzIQ does hold.

2. How the data is used

The data is used by your institution to operate the platform. Specifically:

• Provide and operate the AI student-communication workflows your institution configured.
• Generate responses, escalate to human staff, and route messages to the right team based on your rules.
• Maintain the audit log and consent records that demonstrate compliance to your auditors and to the students themselves.
• Send technical notifications, security alerts, and operational digests to your admins.
• Respond to support requests, with access limited to data your admins explicitly share.
• Show your admins aggregate analytics on response time, sentiment, escalation rate, and how often the AI answered or handed off.
• Detect and prevent abuse, rate limit failed sign-ins, and log every connector call with its outcome, including the ones the trust gate refused.
• Comply with applicable law in your jurisdiction (GDPR, FERPA where it applies, and the national data-protection regulation that governs your institution).

3. Sharing and Sub-processors

FlowzIQ is self-hosted on your infrastructure, so day-to-day student data does not leave your institution. The exceptions are documented below.

3.1 AI provider (selected by your institution)

AI provider: replies, knowledge indexing, speech-to-text, text-to-speech, and the reading of uploaded documents are each produced by an AI model, and each is configured separately in your own deployment under Settings → AI Models. The provider selected for a function receives the content that function processes: conversation text and prompts for replies, the material you index for retrieval, voice recordings for transcription, and document images for reading. Which provider that is, and whether its endpoint sits inside your network or outside it, is a per-deployment setting shown on that screen; it is your institution's choice and not a fixed dependency of the platform. In bring-your-own-key mode, that traffic is governed by your own contract with the provider you selected. In FlowzIQ-managed mode, FlowzIQ provisions a project dedicated to your institution with a hard billing cap at the provider; the operator does not access your prompts or responses. Where a function is pointed at a model running on your institution's own hardware, nothing is sent outside your network for that function and no third party takes part in it.

3.2 Channel adapters

Outbound messages are delivered via Meta (Facebook, Instagram, and WhatsApp on your institution's own Business number), the institution's own SMTP server (email), or your hosted chat surface. Each adapter receives only the message it needs to deliver.

4. Security

OAuth tokens, TOTP secrets, and webhook signing keys are encrypted at rest with AES-256-GCM. SAML private keys are encrypted with the same primitive. SSO is supported via SAML 2.0 with mixed-mode (password + SAML) for break-glass admin access. Sessions are server-side and httpOnly. Failed sign-ins are recorded and the per-IP failure counter throttles brute force.

5. Retention

Conversation transcripts, voice clips, and audit logs are retained per the policy your institution configures. The audit log is append-only and carries a daily hash chain so any tampering is detectable. The consent record is append-only too: withdrawing consent is written as a new row, not a deletion.

6. Student / data subject rights

FlowzIQ does not own or directly access student data; your institution acts as the Data Controller under applicable laws (such as GDPR, FERPA, or regional PDPL). To assist your institution in fulfilling student rights, the FlowzIQ admin UI provides the following capabilities:

• Access: view all messages and AI decisions tied to a student.
• Export: download the data linked to a student in a portable format: their contact record, their consent history, and their conversations on the web chat, Instagram, Facebook, and email channels. WhatsApp conversations are not covered yet.
• Erasure: request a hard delete; processed by a daily cron after the configured grace window.
• Correction & objection: students can withdraw consent for voice recording or directory information at any time; recorded as a new row in the consent log.

7. Cookies

flowziq.com sets a session cookie for sign-in, and the chat assistant described in Section 1.4 keeps a session identifier in your browser's session storage. Neither is used for advertising or for tracking you across other sites. The site loads no third-party analytics and sets no tracking cookie. Your institution may add its own telemetry to its deployment; this should be described in your institution's own privacy notice to its students.

8. Contact

Questions about this Privacy Policy or about how FlowzIQ handles data on behalf of your institution can be sent to [email protected]. For requests about a specific student's data, contact your institution directly, FlowzIQ does not have access to your data and cannot fulfill student-level requests.