This Privacy Policy explains how we collect, use, and protect your information when you use EstateFlow, our cloud-based Job Workflow and Compliance Management System for professional estate liquidators. This policy applies only to our Business Users (Professional Estate Firms) and not to the end buyers/consumers who attend the sales listed by our Users.

1. Information We Collect

We collect the following types of information:

Business and Account Information: Company name, business contact information, account credentials, and subscription details.
Client and Estate Data: Client names, contact information, estate addresses, property details, and client-provided intake information.
Contractual and Financial Data: Terms of service agreements, client contract data (including e-signatures), fee structures, commission rates, settlement reports, and transaction details synced from POS providers.
Inventory and Sale Data: Item descriptions, images, pricing information, inventory classifications, and sale status information.
Transaction Data: POS sales records, payment information, and settlement amounts processed through integrated payment processors.
Usage data: Log data, IP address, device info, and analytics related to your use of the Platform.

2. How We Use Your Information

Your data is used to:

Analyze and organize estate sale content (e.g. item descriptions, pricing, categories).
Communicate with you (support, onboarding, updates).
Improve our services and user experience.

3. AI and Third-Party Services

We may send uploaded images and prompts to trusted third-party AI providers (e.g. OpenAI) to help analyze and describe items. These providers process data on our behalf, under strict confidentiality and security obligations.

B2B Data Protection Guarantee: We ensure all third-party AI processing occurs under strict data privacy agreements that prohibit the use of your content for model training, public disclosure, or any purpose other than providing the requested analysis service. Your sensitive business data, including client information, financial data, and contractual details, will never be used to train AI models or shared publicly.

4. Cookies and Analytics

We may use cookies or similar tools (like Google Analytics or Supabase logs) to understand how users interact with our app.

5. Data Sharing

We do not sell or rent your personal data. We may share data with:

Payment Processors and Financial Integrations: We share necessary transaction data with third-party providers (e.g., Square) to facilitate accurate accounting, POS synchronization, and settlement reporting. This includes item details, pricing, and sale transaction records required for financial reconciliation.
Document and E-Signature Services: We share contract documents and client information with e-signature providers (e.g., DocuSign) to facilitate contract generation and signature collection.
Vetted AI services: For item recognition and analysis, under strict data privacy agreements that prohibit model training or public disclosure.
Infrastructure providers: (e.g., Supabase) to host and process your data securely.
Law enforcement: If required by law or court order.

6. Data Retention

We retain your uploaded content and account data only as long as needed to provide services or comply with legal obligations. You can request deletion at any time.

Legal Document Retention: Certain legally required documents, including signed contracts, final settlement reports, and financial transaction records, may be archived for a statutory period (typically 7 years for tax and audit purposes) even after account deletion, as required by applicable laws and regulations governing estate sale operations.

7. Your Rights

You have the right to:

Request access to or deletion of your data
Opt out of analytics or marketing emails
Correct inaccurate information

8. Contact Us

If you have questions about this policy or our data practices, please email: hello@joinestateflow.com