PRIVACY POLICY

Effective Date: September 17, 2026

Hello Flow Studio ("Hello Flow," "we," "us," or "our") respects your privacy. This Privacy Policy explains how we collect, use, share, and protect information when you visit our website, contact us, submit an inquiry or form, purchase a service, take part in a Blueprint or implementation engagement, or otherwise provide information in connection with Hello Flow services. Not every category described below applies to every person. A website visitor, for example, provides far less information than a client in an implementation engagement.

This policy covers two kinds of information: personal information about an individual (such as a name or email address) and business information supplied in connection with a client engagement (such as workflows, processes, and internal documents). Both are described below.

1. Information You Provide Directly

Depending on how you interact with Hello Flow, we may collect information you choose to provide, such as your name, email address, business name, and contact information; billing and transaction information; inquiry and intake responses; information about your business goals, operations, workflows, tools, preferences, and constraints; files, documents, examples, templates, screenshots, or other materials you choose to share; your communications with Hello Flow; and account or system information needed for an implementation engagement.

Payment card details are processed by our payment processor and are not stored directly by Hello Flow. For implementation work, clients grant access to relevant systems through appropriate account-access or authorization methods rather than by sending passwords. Please do not send passwords or other credentials through ordinary forms or email.

2. Information Collected Automatically

When you visit our website, certain information may be collected automatically, such as IP address, browser type, device information, pages viewed, referring source, website interactions, cookie or similar identifier information, and general usage or analytics data. Our website is hosted on Squarespace, which processes visitor information as part of operating the site. See section 6 for more about cookies, analytics, and marketing technologies.

3. Business Information in Client Engagements

Client engagements often involve substantial confidential business information that is not necessarily personal information, such as workflows, business processes, technology configurations, operating procedures, business goals, and internal documents. Privacy laws may not treat all of this as personal information, but Hello Flow handles client business information as part of the engagement, subject to the applicable service agreement and the confidentiality commitments in our Terms of Service.

4. How We Use Information

Hello Flow may use information to respond to inquiries; evaluate whether a service is appropriate; process purchases and payments; onboard clients; understand a client's business context; perform Operational Design and develop and deliver Blueprints; provide Build With Us support; perform or manage Have Us Build It implementation; communicate about an engagement; provide customer support; manage contracts, records, billing, and business administration; operate and improve the website; analyze website usage; measure marketing effectiveness; improve Hello Flow services and internal processes; protect against misuse, security incidents, or fraud; and comply with legal obligations.

AI-assisted processing. Hello Flow may use artificial intelligence, automation, and other software providers to assist with activities such as research, analysis, synthesis, drafting, documentation, production, and quality review in connection with client services. Information provided in connection with a client engagement may therefore be processed through AI-assisted, automation, analytical, documentation, or other software systems, including those operated by third-party providers, when reasonably necessary to perform the agreed services. Our AI Use & Responsibility Disclosure contains more information about how Hello Flow uses AI.

5. How We Share Information

Service providers. Hello Flow may share information with, or permit processing by, service providers that perform functions for us, such as payment processing, website hosting and operation, forms and client intake, cloud storage and document management, communication and productivity tools, analytics, marketing measurement, AI and automation services, workflow and integration services, implementation and technical services, and accounting, legal, or other professional support where appropriate. Providers we currently use include Squarespace (website hosting and checkout), Stripe (payment processing), Tally (forms and intake), and Meta (Meta Pixel for marketing measurement). Because the tools we use may change, other providers are described by category. Service providers receive the information reasonably needed for their function and are expected to handle it under their own terms and safeguards.

People who work with Hello Flow. Hello Flow may share client information with employees, contractors, implementation specialists, and other service providers when they reasonably need it to perform work for Hello Flow or to support your engagement. They receive only the information reasonably necessary for their role. Their involvement does not create a direct contract between you and them unless separately agreed, as described in our Terms of Service.

Third-party platforms during implementation. Have Us Build It may require Hello Flow or its implementation specialists to work inside, or connect, third-party systems selected or approved for your Blueprint. Information processed within those systems is also subject to that provider's own terms and privacy practices. Hello Flow does not control those providers' independent policies or systems. This does not change Hello Flow's responsibility for handling information appropriately within its agreed role.

Legal and protective disclosures. Hello Flow may disclose information when reasonably necessary to comply with law or legal process, protect rights or safety, investigate misuse or fraud, enforce our agreements, or respond to lawful requests.

No sale of personal information. Hello Flow does not sell your personal information.

6. Cookies, Analytics, and Marketing Technologies

Our website may use cookies, pixels, analytics technologies, and similar technologies to operate the website, understand how it is used, and measure marketing. Some of these are needed for the site to function; others support analytics or marketing measurement. The site currently uses Squarespace's built-in site analytics and the Meta Pixel. Your browser settings may allow you to limit or block cookies, which may affect how parts of the site work.

7. Sensitive Information

Hello Flow does not generally need highly sensitive or regulated personal information to provide Operational Design or implementation services. Please do not submit unnecessary highly sensitive information (for example, government identification numbers, health records, or financial account credentials) through intake forms, email, shared files, AI-enabled workflows, or other service channels unless its use has been specifically addressed for your engagement and appropriate safeguards have been agreed.

8. Data Retention

Hello Flow retains information for as long as reasonably necessary for purposes such as providing services, maintaining client and business records, resolving disputes, enforcing agreements, meeting tax, accounting, legal, or compliance obligations, and maintaining legitimate business records. Different types of information may have different retention periods. When information is no longer reasonably needed, Hello Flow may delete, de-identify, or securely dispose of it where practicable and consistent with applicable obligations, including backup and recordkeeping requirements.

9. Data Security

Hello Flow uses reasonable administrative, technical, and organizational measures appropriate to the nature of the information and the services provided, and considers security and privacy practices when selecting service providers that handle client information. No system, transmission method, storage platform, or third-party service can be guaranteed to be completely secure, and we cannot promise absolute security.

10. Your Choices and Requests

Depending on applicable law and the nature of the information, you may have rights regarding access to, correction of, deletion of, or other treatment of your personal information. Hello Flow may also choose to honor reasonable requests even where a specific statutory right does not apply. Requests may be subject to identity verification, legal recordkeeping requirements, contractual obligations, legitimate business needs, and applicable law. To make a request, contact us at cathleen@helloflowstudio.com.

11. Children

Hello Flow's website and services are intended for adults acting for themselves or on behalf of a business and are not directed to children under 13. Hello Flow does not knowingly seek to collect personal information directly from children under 13 through the website.

12. Changes to This Policy

Hello Flow may update this Privacy Policy from time to time to reflect changes in services, practices, technology, or legal requirements. The updated policy will show a revised effective date. If required by applicable law, Hello Flow will provide additional notice or obtain consent for material changes.

13. Related Documents

This Privacy Policy governs the collection, use, sharing, and protection of information. The AI Use & Responsibility Disclosure explains how Hello Flow may use AI in service delivery. The Disclaimer explains relevant limitations and professional boundaries. The Terms of Service govern the contractual service relationship.

14. Contact

Questions about this Privacy Policy can be sent to cathleen@helloflowstudio.com.