1. Introduction
SegFlow AI LLC, a Texas limited liability company ("we," "our," or "us"), operates the SegFlow AI platform at segflowai.com. This Privacy Policy describes how we collect, use, store, and disclose information when you use our Service. By using the Service, you consent to the practices described in this Privacy Policy.
2. Information We Collect
2.1 Information You Provide
- Account information: your name, email address, firm name and professional credentials
- Study inputs: the property address, purchase price and closing date, the land value and the marginal tax rate you enter, the property use and size, and the documents and images you upload for the study
- Owner contact details: the property owner's name and email address, if you choose to enter them so that we can send the owner the document checklist on your behalf
- Communications: messages you send to us through support channels or feedback forms
- Payment details: card details are entered on our payment processor's own pages and are handled by it. We store only the processor's token for the saved card and the card brand and last four digits, so that you can recognise it.
2.2 Information Collected Automatically
- Usage data: pages visited, features used, session duration, and interaction patterns
- Device information: browser type, operating system, IP address, and device identifiers
- Cookies and similar technologies: session cookies, your cookie choices, and analytics cookies if you allow them (see our Cookie Policy for details)
2.3 Information from Third-Party Services
We receive limited information about your payments from our payment processor, such as whether a charge succeeded and the card brand and last four digits. The Service does not connect to, or import data from, any other system you use.
3. How We Use Your Information
- Provide and operate the Service
- Run the automated intake, author and auditor passes that produce a study
- Produce and store the deliverables (the PDF report, the Word report and the Excel ledger) and the review notes
- Process payments and issue receipts
- Send transactional email: receipts, notice that a study is ready, notice that the revision is ready, and the document checklist to a property owner when you ask us to send it
- Respond to support requests and inquiries
- Detect and prevent fraud, abuse, or security incidents
- Comply with legal obligations
- Improve the Service using de-identified, aggregated data only
We do not sell personal information. Studies are produced by automated passes; no SegFlow AI employee reviews a study before it is delivered to you. Our providers of large language models are engaged under commercial terms that prohibit using customer content to train their models.
4. Third-Party Data Processing
To deliver the Service, your data may be processed by the following categories of service provider:
- Large language model providers, for the intake, author and auditor passes that produce a study
- Cloud application hosting and content delivery, for the web application
- Managed database hosting, for the study record, the ledger and the review notes
- Background worker hosting, for the queue that runs a study
- File storage, for uploaded files and the deliverables
- Payment processing
- Transactional email delivery
- Product analytics, only if you allow analytics cookies
Every provider is bound by a data processing agreement and may use your data only to provide its service to us. We identify our providers by category here; the current named list is available on request at admin@segflowai.com. See the Data Processing Addendum for the sub-processor terms.
5. Data Retention
- Uploaded files. The documents and images you upload, and the copies derived from them, are deleted automatically 12 months after upload. No reminder is sent before deletion. Download and keep your own copies of anything you need.
- Studies and deliverables. The study record, the ledger data, the review notes and the deliverables are kept while your account is active, or until you ask us to delete them.
- Account and billing records. Kept while your account is active and afterwards for as long as the law requires, for tax and accounting purposes.
- Deletion requests. Write to admin@segflowai.com. We process verified deletion requests within 30 days, unless a legal obligation requires longer retention.
- Account closure. On a request to close your account we delete the uploaded files within 30 days and the remaining study data within 90 days.
6. Data Security
We implement commercially reasonable technical and organizational measures to protect your data, including encryption in transit (TLS), encryption at rest as provided by our hosting providers, role-based access controls, and logging of administrative access. However, no method of transmission over the Internet is 100% secure, and we cannot guarantee absolute security.
7. Your Rights
Depending on your jurisdiction, you may have the following rights regarding your personal information:
- Access: Request a copy of your personal data
- Correction: Request correction of inaccurate data
- Deletion: Request deletion of your personal data
- Portability: Request your data in a machine-readable format
- Opt-out: Opt out of marketing communications
To exercise these rights, contact us at admin@segflowai.com. We will respond to verified requests within 30 days.
8. California Privacy Rights (CCPA)
If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information we collect, the right to delete your personal information, and the right to opt out of the sale of your personal information. We do not sell personal information.
9. Children's Privacy
The Service is not directed to individuals under 18 years of age. We do not knowingly collect personal information from children.
10. International Data Transfers
Your data is processed in the United States. If data is transferred to or processed in another jurisdiction where a service provider operates, we will ensure appropriate safeguards are in place. By using the Service, you consent to such transfers.
11. Changes to This Policy
We may update this Privacy Policy from time to time. We will post the revised policy on this page with a new effective date, and we will notify you of material changes by email or through the Service. Your continued use of the Service after notification constitutes acceptance of the updated policy.
12. Contact Us
If you have questions about this Privacy Policy, please contact us at admin@segflowai.com.