ScheduleFlowTrack Privacy Policy

1. Scope

This Privacy Policy describes how Nova Labs Digital LLC ("Nova Labs Digital," "we," "us," or "our") handles information in connection with ScheduleFlowTrack (the "Service"). It applies to business owners who subscribe to the Service ("account owners"), the employees they add to their account, and the clients whose information account owners enter into the Service.

2. Information Provided by Account Owners

When you create and use a ScheduleFlowTrack account, we process the information you provide directly, such as your login email and password, and company information you enter, including business name, address, phone number, and email address.

3. Information About Employees and Clients Entered by Subscribing Businesses

Account owners may enter information about their own employees (such as name, login email, and position) and their own clients (such as name, phone number, email address, and address) into the Service. This information is provided and controlled by the subscribing business, not by Nova Labs Digital directly. We process it on the business's behalf to operate the Service.

4. Appointment, Scheduling, and Job-Tracking Information

The Service stores appointment details (service type, scheduling times, recurrence), client notes, communication preferences (such as whether a client has opted in to email or SMS reminders), and, for subscribing businesses that use it, employee job-tracking information such as job start/completion times and manually entered worked hours.

5. Authentication and Session Information

To keep you signed in, the Service uses a single signed session cookie that identifies your role (business owner, employee, or demo account) and, where applicable, which business account you belong to. This cookie is used only to operate authentication and is not used for advertising or cross-site tracking.

6. Technical and Usage Information

Our infrastructure providers may automatically log standard technical information necessary to operate and secure the Service, such as request and error logs. ScheduleFlowTrack does not use third-party analytics, advertising, or cross-site tracking tools.

7. Payment and Subscription Information

Subscription and billing status (such as plan status and renewal date) is stored to operate your account. Payment card details are processed and stored directly by our payment processor, Stripe, and are not stored on ScheduleFlowTrack's own servers.

8. How Information Is Used

We use the information described above to operate the Service, including displaying your schedule and client information, sending appointment reminders on behalf of subscribing businesses, processing subscription billing, providing customer support, and maintaining the security and reliability of the Service.

9. Email and SMS Notification Processing

When a subscribing business sends an appointment reminder or notification, the relevant client's email address or phone number and the message content are shared with our email and SMS delivery providers solely to deliver that message. These providers do not use this information for their own marketing purposes.

10. Service Providers We Use

To operate the Service, we use the following categories of service providers: Stripe for payment processing and subscription billing; a hosted database and infrastructure provider for storing application data; an email delivery provider for sending appointment-related email; an SMS delivery provider for sending appointment-related text messages; and a hosting/deployment platform for running the application. Each provider only receives the information necessary to perform its function.

11. Information Sharing

We do not sell personal information. We share information only with the service providers described above, as necessary to operate the Service, or when required by law.

12. Cookies and Session Storage

The Service uses a single essential session cookie required to keep you signed in. We do not currently use advertising, tracking, or analytics cookies.

13. Data Retention

We retain account and business data for as long as an account remains active, and for a reasonable period afterward as needed for legitimate business, legal, billing, or security purposes. We do not currently apply a single fixed retention period across all data types; retention depends on the type of information and the purpose it was collected for.

14. Read-Only Access and Retention After Cancellation

Your business data is retained after your trial or paid access ends so that you can return and reactivate. If you cancel during your free trial, operational access is locked immediately, with no read-only period; if a paid subscription's access ends, the account owner instead has 30 days of read-only access to existing data before operational access is locked. In either case, the underlying business data remains stored once operational access is locked, and reactivating restores full access to it.

As a matter of current business policy, we may periodically review accounts that remain non-paying and inactive for an extended time. Under this policy, an account does not become eligible for deletion earlier than 12 months after trial or paid access ended, and we intend to provide at least 30 days' notice and an opportunity to reactivate or request your data before any such deletion. Active, paying accounts are never included in this kind of review. Some billing, security, fraud-prevention, or legally required records may be retained longer than other data, regardless of account status. No automated deletion system exists today — this section describes our administrative policy, not a current automated process.

15. Security Practices

We use reasonable technical safeguards, including encrypted, signed authentication sessions and access controls that scope each business's data separately, to help protect information stored in the Service. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

16. Business Responsibility for Client and Employee Data

Subscribing businesses are responsible for the client and employee information they enter into the Service, including having any consent or legal basis required to collect and process it, and for honoring the privacy and communication requests of their own clients and employees.

17. Your Privacy Choices and Contact Methods

If you have questions about your information or wish to make a privacy-related request, contact us at support@scheduleflowtrack.com. If you are a client or employee of a business that uses ScheduleFlowTrack and have a question about your information, you may also contact that business directly, as they control the information entered about you.

18. Account and Data Deletion Requests

ScheduleFlowTrack does not currently offer fully automated, self-service account or data deletion. To request deletion of your account or data, contact support@scheduleflowtrack.com. We will process valid requests, but we may need to retain certain information, such as billing records, where required for legal, tax, fraud-prevention, or legitimate backup purposes, even after a deletion request is honored.

19. Children's Privacy

The Service is intended for business use by adults and is not directed to children. We do not knowingly collect personal information directly from children.

20. United States Processing

The Service is operated from, and information is processed in, the United States. If you access the Service from outside the United States, your information will be transferred to and processed in the United States.

21. Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we will update the effective date above. Continued use of the Service after changes take effect constitutes acceptance of the updated policy.

22. Contact Information

Questions about this Privacy Policy can be sent to support@scheduleflowtrack.com.