Privacy policy

Last updated: Jul 22, 2026

1. Scope, Controller and Contact

Flowtica AI PTE. LTD. ("Flowtica", "we", "us" or "our") is a company incorporated in Singapore. We provide the Flowtica website, our direct-to-consumer online store, the Flowtica application, Flowtica devices and hardware-related services, AI-assisted transcription and note-taking features, and related support and services (together, the "Services").

This Privacy Policy explains how we collect, use, disclose, retain, and protect personal information when you visit our website, buy products through our online store, use our application or device features, interact with our AI features, contact support, or otherwise use the Services.

For the personal information we control directly, Flowtica AI PTE. LTD. is the controller or business responsible for that information, except where we explain that another company processes information as an independent controller or equivalent role under applicable law.

Our online store is powered by Shopify. Shopify and related commerce service providers process certain information in connection with browsing, checkout, payments, order management, fraud prevention, fulfillment, analytics, and store-related advertising. Section 5 explains this relationship in more detail.

If you have questions about this Privacy Policy or want to exercise privacy rights, contact us at support@flowtica.ai.

Where applicable law requires us to appoint a local representative, supervisory authority contact, or other legally required point of contact, we will provide that information in this Policy, through legally required notices, or through the relevant representative service.

2. Personal Information We Collect

We collect personal information from you, from your use of the Services, from our devices and applications, from our online store, and from service providers and partners that help us operate the Services.

2.1 Information You Provide

We may collect:

• Contact details, such as name, email address, phone number, shipping address, billing address, and support contact information.
• Account information, such as username, login credentials, authentication information, subscription status, plan information, and account preferences.
• Commerce information, such as products viewed or purchased, cart activity, orders, shipping, fulfillment, returns, exchanges, refunds, chargebacks, invoices, payment method type, and related transaction records.
• Communications, such as support requests, survey responses, feedback, emails, chat messages, attachments, and other information you choose to provide.
• Audio and content you upload, create, record, import, or otherwise provide through the Services.

2.2 Information Collected Automatically

We may collect:

• Device and browser information, such as device type, operating system, browser type, app version, IP address, device identifiers, and approximate location inferred from IP address.
• Hardware and diagnostic information, such as hardware serial numbers, MAC addresses or similar identifiers where needed, Bluetooth connection status, device connection events, firmware or software version, crash logs, and diagnostic logs.
• Usage information, such as features used, pages visited, clicks, session duration, search and interaction events, performance data, and error events.
• Store and advertising information, such as cookie identifiers, pixels, advertising identifiers, hashed identifiers used for matching where permitted, purchase history, browsing behavior, and interaction with marketing or advertising campaigns.

2.3 Audio, AI-Generated and Derived Data

When you use audio, transcription, speaker identification, AI summary, search, question-answering, or related features, we may process:

• Audio recordings and related metadata.
• Transcripts and other text generated from audio.
• Speaker labels and speaker identification outputs.
• Voice embeddings, which are numerical representations derived from voice characteristics and used to support speaker identification.
• AI-generated summaries, tags, topics, action items, structured notes, and responses to interactive questions.
• Technical data needed to provide, secure, debug, retrieve, and improve these features, such as indexes or system metadata associated with your content.

Voice embeddings may be considered biometric data or sensitive personal information under some laws. Section 4 explains how we limit their use.

2.4 Information From Third Parties

We may receive information from:

• Shopify and commerce providers, such as checkout, payment, order, fulfillment, fraud prevention, analytics, and store-related privacy choice information.
• App marketplaces and payment providers, such as Apple, Google, Shopify Payments, and other payment or subscription providers.
• Analytics, advertising, and measurement partners, such as Google Analytics, Meta, Microsoft Advertising, Microsoft Clarity, Shopify pixels, and similar tools.
• AI, speech-to-text, cloud, infrastructure, and support providers that help us operate the Services.
• Users who invite you, share content with you, or include you in recordings or notes.

3. How We Use Personal Information and Legal Bases

We use personal information for the purposes below. If you are in a jurisdiction that requires a legal basis, such as the EEA or UK, the table also describes the legal basis we generally rely on. The applicable basis may vary depending on the specific context.

We do not currently use user audio recordings, transcripts, summaries, or voice embeddings to train general-purpose AI models. If we introduce optional data contribution for service or AI improvement, we intend to present a separate explanation and choice before using your content for that purpose.

4. AI Features, Audio Data and Voice Embeddings

4.1 AI Features

Flowtica uses automated systems to provide requested features, including speech-to-text transcription, speaker identification, summaries, tags, topics, action items, structured notes, search, and question-answering over your recordings or notes.

To provide these features, we transmit specific data to specialized third-party service providers. Audio recordings are sent exclusively to Automatic Speech Recognition (ASR) providers (such as Deepgram) solely for transcription. Transcripts are sent to Large Language Model (LLM) providers (such as Google) for summarization and feature generation. We use contractual terms or account settings intended to restrict these providers from using your content for their own model training where those terms or settings are available.

These outputs are generated to assist you. They may be incomplete, inaccurate, or context-dependent. They are not legal, medical, employment, financial, or other professional advice, and they are not intended to be used as the sole basis for decisions that may have legal or similarly significant effects.

If you believe an AI-generated output is inaccurate, you may correct the underlying content where the product allows it or contact support@flowtica.ai. Our support review is limited to product support, correction routing, and issue investigation; it is not an independent factual, legal, medical, employment, or professional determination.

We do not make solely automated decisions about you that produce legal or similarly significant effects.

4.2 Voice Embeddings and Speaker Identification

To provide speaker identification, we may generate voice embeddings from audio recordings. A voice embedding is a numerical representation of voice characteristics used to help distinguish speakers within the relevant recording or account context.

We use voice embeddings for limited speaker identification purposes. We do not use them to identify you across unrelated accounts, to authenticate you across unrelated services, or for advertising.

Where applicable law requires consent for voice embeddings or similar biometric or sensitive data, we will seek consent or provide another legally required notice or choice before or at the time of processing.

You may request deletion or correction of speaker identification data by contacting support@flowtica.ai or using product controls where available. Deletion and correction may be subject to technical limitations, legal retention obligations, backup cycles, and the need to preserve minimum records for security, fraud prevention, accounting, dispute handling, or legal compliance.

If Flowtica later provides a "Help Improve Flowtica" opt-in or similar control, participation will be optional and will not change our default statement that user audio, transcripts, summaries, and voice embeddings are not used to train general-purpose AI models without a separate choice.

5. Our Online Store and Shopify

Flowtica operates a direct-to-consumer online store powered by Shopify. When you browse our store, place an order, make a payment, request fulfillment, return or exchange a product, interact with store features, or use store privacy choices, certain personal information is processed through Shopify and related commerce service providers.

Shopify may process personal information on our behalf to operate the online store, checkout, payments, fraud prevention, order management, fulfillment, analytics, customer privacy settings, and related commerce functions.

We may also use Shopify features that help protect, operate, grow, and improve our store, including Shopify Network Intelligence, Shopify Pixels, data sharing opt-out pages, cookie banners, and related privacy tooling where enabled. In some cases, Shopify may determine how it uses personal information for its own or network-level purposes. Where Shopify independently determines the purposes and means of processing, Shopify is responsible for that processing.

The Flowtica app, AI features, audio recordings, transcripts, summaries, speaker labels, and voice embeddings are separate from the Shopify checkout and store operations, except where your app or account activity is connected to purchases, subscriptions, device support, customer service, or related commerce records.

For more information about Shopify's privacy practices, review Shopify's Consumer Privacy Policy and Shopify's privacy portal at https://privacy.shopify.com . For requests about personal information Flowtica controls directly, contact support@flowtica.ai.

6. How We Share Personal Information

We share personal information only as needed for the purposes described in this Policy.

6.1 Service Providers and Processors

We share information with companies that provide services to us, such as:

For enterprise AI, speech, cloud, and similar providers, we use contractual terms or account settings intended to restrict the provider's use of customer content for the provider's own model training where those terms or settings are available.

6.2 Advertising, Analytics and Cross-Context Sharing

Some analytics and advertising partners may process identifiers, internet or network activity, commercial information, and inferences for measurement, audience matching, personalization, or cross-context behavioral advertising, depending on your location, settings, and applicable law.

Where such activity is considered "sharing" or a similar regulated disclosure, you may use available privacy choices, including cookie settings, Global Privacy Control where supported, and the "Your Privacy Choices" link where available.

We do not sell personal information for money.

6.3 Legal, Safety and Business Transfers

We may disclose personal information:

• To comply with applicable law, legal process, regulatory requests, or government authority.
• To protect the rights, property, safety, security, or integrity of Flowtica, our users, the Services, or the public.
• To investigate fraud, abuse, security incidents, or violations of our terms.
• In connection with a merger, acquisition, financing, restructuring, bankruptcy, sale of assets, or similar business transaction, subject to appropriate protections.
• At your direction or with your consent.

7. Cookies, Analytics, Advertising and Privacy Choices

We use cookies, pixels, SDKs, local storage, and similar technologies on our website, online store, and Services. Because the June 2026 version is intended to keep the Cookie Policy on the same page, this section includes the main cookie disclosures.

7.1 Cookie Categories

7.2 Partners and Tools

Our website and store may use Shopify cookies and pixels, Google Analytics, Microsoft Clarity, Meta Business Tools, Google Ads, Microsoft Advertising, and similar tools. The exact tools may change as we update our website, store, app, and marketing stack.

Shopify's cookie banner and consent controls are configured for selected EU/UK and other legally required regions. For U.S. visitors and other regions where configured, Shopify may provide a "Your Privacy Choices" or similar opt-out link for data sale or sharing choices. Shopify may also respond to Global Privacy Control signals for Shopify-supported tools and regions where the relevant opt-out is enabled.

Global Privacy Control or Shopify privacy choices may not automatically control every third-party tool if a tool is installed outside Shopify's native privacy framework or does not support the relevant signal. We will use reasonable efforts to align our tools with applicable privacy choices.

You can also manage many browser-level cookies through your browser settings. Blocking some cookies may affect site, checkout, account, store, or app functionality.

8. International Transfers

Flowtica is based in Singapore and uses service providers and partners in the United States and other countries. Your personal information may be processed in countries that may have data protection laws different from those in your location.

Where applicable law requires safeguards for international transfers, we rely on appropriate transfer mechanisms, such as Standard Contractual Clauses, UK transfer mechanisms, data processing terms, adequacy decisions, the EU-U.S. Data Privacy Framework or UK extension where applicable, or other lawful mechanisms.

Pursuant to Article 27 of the EU General Data Protection Regulation, Flowtica has appointed VAT SPEED SL, located at Calle Antonio Salvador N99.1, 28026, Madrid Spain (contact: services@vatspeed-eu.com), as its representative in the European Union for matters relating to the processing of personal data of individuals in the EEA.

Relevant transfer routes may include transfers between your location and Singapore, the United States, and other countries where Shopify, speech-to-text providers, AI providers, cloud providers, analytics providers, advertising partners, payment providers, or support providers process information.

9. Security

We use reasonable administrative, technical, and organizational safeguards designed to protect personal information against unauthorized access, disclosure, alteration, loss, or destruction.

These safeguards may include encryption in transit, encryption at rest where supported by the relevant systems, access controls, role-based permissions, monitoring, logging, backup protections, vendor review, contractual safeguards, and incident response procedures.

No security system is perfect, and we cannot guarantee absolute security. You are responsible for maintaining the confidentiality of your account credentials and for using secure devices, networks, and account settings.

10. Retention, Deletion and Disposal

We keep personal information for as long as reasonably necessary for the purposes described in this Policy, including to provide the Services, maintain your account, operate our store, comply with legal obligations, resolve disputes, enforce agreements, maintain security, and support business operations.

Retention periods vary depending on the data category:

When we receive a valid deletion request, we will delete, de-identify, or restrict personal information as required by applicable law and subject to legal retention obligations, backup cycles, technical limitations, fraud prevention, accounting, dispute handling, and security needs.

For Shopify store records, deletion of customer personal information may remove or anonymize personal identifiers while preserving limited transaction facts, such as what was sold and the date and time of the sale, where needed for legal, tax, accounting, fraud prevention, or commerce records.

11. Your Privacy Rights

Depending on your location, you may have rights to:

• Request access to personal information we hold about you.
• Request correction of inaccurate personal information.
• Request deletion of personal information.
• Request restriction of processing.
• Object to processing based on legitimate interests.
• Withdraw consent where processing is based on consent.
• Request portability of certain information in a structured, commonly used, machine-readable format.
• Opt out of marketing communications.
• Opt out of certain advertising, sale, sharing, or profiling activities where applicable.
• Appeal or complain if a request is denied, where applicable law provides that right.

To exercise rights, contact support@flowtica.ai. We may ask you to verify your identity before processing a request. We may deny or limit a request where permitted by law, including where fulfilling it would affect another person's rights, interfere with legal obligations, compromise security, reveal trade secrets or confidential information, or require disproportionate effort.

We will respond within 45 days as required by California law, and we will aim to respond sooner where feasible.

For information processed by Shopify in connection with our online store, you may also use Shopify's privacy portal at https://privacy.shopify.com or the store privacy choices available through Shopify-powered pages.

12. California Privacy Rights

This section applies to California residents and supplements the rest of this Privacy Policy.

12.1 Categories Collected

In the preceding 12 months, we may have collected:

• Identifiers, such as name, email address, phone number, shipping address, billing address, IP address, device identifiers, account identifiers, and advertising identifiers.
• Customer records information, such as contact, billing, payment method type, support, account, and transaction information.
• Commercial information, such as products viewed or purchased, subscriptions, order history, purchase history, shipping, returns, refunds, and chargebacks.
• Internet or electronic network activity, such as browsing, usage, cookie, app, store, and interaction data.
• Audio and related content, such as recordings, transcripts, summaries, notes, and AI outputs.
• Sensitive personal information, which may include account login credentials and, where applicable, voice embeddings or other information considered sensitive under California law.
• Professional or contextual information that may appear in recordings, transcripts, meeting notes, tags, topics, action items, or content you provide.
• Inferences, such as analytics, preferences, topics, product interests, and service usage patterns.

12.2 Sources, Purposes and Disclosure

We collect personal information from you, your devices, your use of the Services, Shopify and commerce providers, app marketplaces, payment providers, analytics and advertising partners, service providers, and other users where they interact with you through the Services.

We use this information for the purposes described in Sections 3 through 10. We disclose personal information to service providers and processors for business purposes, including commerce, payments, shipping, fraud prevention, cloud hosting, AI and speech processing, analytics, advertising measurement, support, and business operations.

We may share identifiers, commercial information, internet or network activity, and inferences with advertising or analytics partners for cross-context behavioral advertising where permitted and subject to your opt-out rights.

We do not sell personal information for money. We do not knowingly sell or share personal information of consumers under 16.

12.3 California Rights

California residents may have the right to:

• Know the categories and specific pieces of personal information we collect.
• Delete personal information, subject to exceptions.
• Correct inaccurate personal information.
• Opt out of sale or sharing for cross-context behavioral advertising.
• Limit use and disclosure of sensitive personal information where our use exceeds what is necessary to provide requested services or other legally permitted purposes.
• Use an authorized agent, subject to verification requirements.
• Be free from discrimination for exercising CCPA/CPRA rights.

We use voice embeddings only for requested speaker identification and related service purposes unless you separately opt into additional uses. We do not use voice embeddings for advertising or cross-context behavioral advertising.

To opt out of sale or sharing where available, use the "Your Privacy Choices" link on our Shopify-powered store or contact support@flowtica.ai. You may also opt out of Shopify's use of data for advertising purposes through Shopify's privacy portal at https://privacy.shopify.com .

Where supported, we treat Global Privacy Control signals as opt-out requests for sale or sharing for the browser or device sending the signal, subject to technical limits and the scope of the tools that receive the signal.

12.4 Financial Incentive Program

Flowtica may offer voluntary financial incentives — such as discounts, loyalty rewards, or extended storage — in connection with the collection or use of personal information, including identifiers, commercial information, and app engagement data. Participation requires affirmative opt-in and may be withdrawn at any time without penalty by contacting support@flowtica.ai ; withdrawal does not affect your right to use the Services at the standard tier. Any incentive offered is reasonably related to the value of the personal information involved, and a description of our valuation methodology is available upon request. Material terms, including the data used and how to opt out, will be disclosed at enrollment. Participation or non-participation will never result in discrimination in the price or quality of Services beyond what is reasonably related to Program value.

1. HIPAA Business Associate Relationships

Certain enterprise customers may use the Services in a manner that involves Protected Health Information ("PHI") as defined under the Health Insurance Portability and Accountability Act of 1996 and its implementing regulations ("HIPAA"). Flowtica may act as a Business Associate to Covered Entity or Business Associate customers in those configurations. A signed Business Associate Agreement ("BAA") is required before any PHI is processed through the Services. Customers seeking a BAA should contact support@flowtica.ai before using the Services for any PHI-related purpose. Use of the Services for PHI processing without an executed BAA is not authorized.

In the event of a Breach of Unsecured PHI as defined under HIPAA, Flowtica will notify the relevant Covered Entity or Business Associate customer without unreasonable delay and no later than 60 calendar days after discovery of the Breach, consistent with 45 C.F.R. § 164.410. Flowtica's subcontractors and subprocessors that handle PHI on behalf of Flowtica under a BAA arrangement are required to enter into Subcontractor Business Associate Agreements prior to accessing PHI. This section applies only to Services configurations subject to an executed BAA; it does not represent that all Services or all use cases are HIPAA-compliant.

14. Children's Privacy

The Services are not directed to children. We do not knowingly collect personal information from children under 13, or from children under the age required by applicable law, without appropriate consent.

If you believe a child has provided personal information to us, contact support@flowtica.ai and we will take appropriate steps to delete or restrict the information where required.

We do not knowingly sell or share personal information of users under 16.

15. Third-Party Links

Our website, store, app, support materials, emails, or Services may link to third-party websites, platforms, app stores, social media pages, payment providers, Shopify pages, or other services that we do not control.

This Privacy Policy does not apply to third-party websites or services unless we say otherwise. Review the privacy policies and choices of those third parties before providing information to them.

16. Breach and Incident Notifications

We maintain procedures designed to help detect, investigate, respond to, and document security incidents involving personal information.

If a security incident requires notification under applicable law, we will notify affected individuals, customers, regulators, or other required parties in accordance with applicable legal requirements.

For GDPR-covered processing, this may include notifying the relevant supervisory authority without undue delay and, where required, notifying affected individuals. For HIPAA-related processing, any notification obligations depend on whether HIPAA applies to the specific customer relationship, data, service configuration, and any applicable business associate arrangement.

If you suspect a security issue involving your account or personal information, contact support@flowtica.ai.

17. Changes to This Policy

We may update this Privacy Policy from time to time. We will post the updated version on our website and update the "Last updated" or effective date when the final version is published.

If we make material changes, we will provide notice as required by applicable law, which may include posting a notice on our website, sending a direct notice, or requiring renewed acknowledgement where appropriate.

We intend to review this Policy periodically, including as part of our privacy, security, and compliance program.

18. Contact Us

For questions, privacy requests, security concerns, or general inquiries related to this Policy, contact:

Flowtica AI PTE. LTD. Singapore Email: support@flowtica.ai

If you are located in the EEA, UK, Singapore, California, or another jurisdiction with specific privacy rights, you may contact us using the same email address. Where applicable, you may also lodge a complaint with your local data protection authority or supervisory authority.