Data & Security Notice

Our Approach to Security

FlowBooks is designed to protect user information using measures appropriate to the nature of the data. This page describes our general approach. It is not a guarantee that the service is completely secure, and it does not represent that any specific certification, standard, or control is in place unless that is actually configured and verified.

Account Security and Access Controls

Access to your account is protected by your credentials. We encourage you to use a strong, unique password and to protect it. Access to user data within the service is limited to authorized users and is managed through workspace membership and roles.

Workspace Isolation and Roles

FlowBooks organizes data into workspaces. Users access data through their workspace membership, and roles help control what members can do. Workspace owners are responsible for managing members and their access levels.

Protecting Your Information

We apply measures intended to protect your information in transit and at rest using the capabilities provided by our hosting platform. We do not claim any specific encryption standard, certification, or compliance framework unless that is actually configured and verified for FlowBooks.

Secure Handling of Uploaded Documents

Documents you upload are handled through the service’s storage and processing features. Where private storage is available, uploaded documents can be stored separately and accessed through controlled, time-limited links. Processing of documents for extraction and categorization uses the service providers that support those features.

Service Providers

We rely on third-party service providers to operate FlowBooks, such as cloud hosting, payment processing, and AI processing providers. These providers are expected to maintain appropriate safeguards, but their security practices are their own, and we are not responsible for their independent practices.

Payment Processing

Payment information is handled by our payment processor. FlowBooks does not collect or store your full payment card details. Card data is entered directly with the payment processor and is subject to its security practices.

Audit Logging

FlowBooks records activity in an audit log within your workspace to help track actions such as document uploads, transaction approvals, and membership changes. Audit logs are intended to support accountability and investigation of activity in the workspace.

Your Responsibilities

You play an important role in security. You are responsible for:

• •Choosing a strong, unique password and keeping it confidential.
• •Not sharing your credentials or allowing unauthorized access to your account.
• •Managing workspace members and removing access when no longer needed.
• •Promptly notifying us of any suspected security issue or unauthorized access.

Security Limitations

No system is completely secure. We cannot guarantee that unauthorized access, loss, or alteration of data will never occur. We work to improve our security posture over time, but you should take reasonable steps to protect your own information.

Reporting Security Issues

If you believe you have discovered a security vulnerability or that your FlowBooks account has been compromised, contact us immediately through the Contact page or the in-app support options. [A dedicated security reporting contact — to be provided by FlowBooks.]

Changes to This Notice

We may update this notice from time to time. The “Last updated” date above reflects the most recent revision. Your continued use of FlowBooks after changes take effect constitutes acceptance of the updated notice.