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 and analytics data: Log data, IP address, device type, browser or app version, pages and screens viewed, feature interactions, clicks and taps, error reports, and other technical information related to your use of the Platform.
Integration credentials (when you connect them): If you choose to connect third-party services (for example, EstateSales.net), we store the API credentials you provide (such as an API key / refresh token) securely using our infrastructure providers (including Supabase Vault). We use these credentials only to authenticate requests you initiate or configure within 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.
Diagnose technical issues and understand product usage through analytics and session replay tools.

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.

We use PostHog, a third-party analytics provider, to understand how users interact with our Service. PostHog may collect information about device characteristics, application usage, feature interactions, error reports, and other technical information. PostHog processes this data on our behalf under a data processing agreement.

4. Cookies, Analytics, and Session Replay

We use cookies and similar technologies, along with analytics tools (including PostHog and Supabase logs), to understand how users interact with our app, measure performance, and improve the Platform.

We also use session replay technology to help diagnose issues and improve the user experience. Session replays may record user interactions within the application, such as screen navigation, clicks, taps, scrolling, and form interactions. Password fields are masked in replays, and we configure our application to exclude or mask sensitive client information, contract signatures, and notes where possible. Sensitive information is not intentionally collected through session replay tools.

You may opt out of analytics tracking by contacting us at hello@joinestateflow.com. Note that disabling analytics may limit our ability to diagnose issues affecting your account.

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., BoldSign) 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.
Analytics providers: We share usage and technical data with PostHog to analyze product usage, capture error reports, and record session replays as described in Section 4.
Infrastructure providers: (e.g., Supabase) to host and process your data securely.
Third-party services you connect: If you connect a third-party platform (for example, EstateSales.net), we will transmit the content you choose to sync (such as listing details, addresses, captions, and photos) to that provider at your direction in order to provide the integration.
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.

Analytics and session replay data collected through PostHog is retained according to our PostHog project settings (typically up to 90 days for replays and up to 1 year for event data, unless configured otherwise). Aggregated or de-identified analytics may be retained longer for product improvement purposes.

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, correction of, or deletion of your data
Opt out of analytics tracking or marketing emails
Request a copy of your personal data in a portable format
Object to or restrict certain processing of your data, where applicable
Lodge a complaint with a supervisory authority if you believe your rights have been violated (for users in the European Economic Area, United Kingdom, or other jurisdictions with similar privacy laws)

To exercise any of these rights, contact us at hello@joinestateflow.com. We will respond within the timeframe required by applicable law.

8. Contact Us

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