Privacy Policy

1. Who we are

FlowShot (“FlowShot”, “we”, “us”) is a project-management platform for photo and video production teams. Our service is available at flowshot.space and related subdomains. For privacy inquiries, contact us at privacy@flowshot.space.

2. What we collect

We collect the following categories of data:

• Account information — your name, email address, and password (stored as a salted hash via Firebase Authentication).
• Organisation data — your studio or company name, team member profiles, roles, and settings you configure inside FlowShot.
• Project data — project details, client information, notes, statuses, and any custom fields you create.
• Files and media — videos, photos, and documents you upload for project work or review. These are stored on our CDN provider.
• Emails with a studio — if a studio connects its mailbox to FlowShot CRM, the emails between that studio and its clients. If you write to such a studio and are not its client, FlowShot keeps at most your address, name, the subject and the date, and a daily cleanup deletes them within 31 days; if the studio marks you as "Not a client", it keeps only your address. See Section 5.
• Usage data — pages visited, features used, and actions taken inside the application (e.g., which modules you open, button clicks that indicate feature usage). On the marketing site, Google Analytics and PostHog collect selected usage events only after you accept optional analytics.
• Device information — browser type, operating system, screen resolution, and device identifiers.
• Log data — IP address, request timestamps, HTTP method, and response codes collected automatically by our infrastructure.
• Support correspondence — the email address and message you provide when you contact us through the support form or by email.

We do not collect payment card numbers directly — all payment processing is handled by Creem (see Section 4).

3. How we use your data

We use collected data to:

• Provide, operate, and improve the FlowShot service.
• Authenticate your account and enforce access controls.
• Send transactional emails (account verification, password reset, notifications) via Resend.
• Process subscription payments via Creem.
• Detect and fix bugs via Sentry error monitoring.
• Measure marketing-site visits and selected conversion events through Google Analytics and PostHog, but only after you accept optional analytics.
• Translate review comments (DeepL) when you request translation.
• Read and reply to questions, problem reports, and product suggestions you send us.

We do not use your data for advertising or sell it to third parties.

4. Third-party services

FlowShot relies on the following sub-processors:

• Google Firebase — authentication, Firestore database, and file storage. Data is stored on Google Cloud Platform infrastructure.
• Creem — subscription billing and payment processing as our merchant of record. Creem handles all payment card data under their own PCI-DSS compliance.
• Video CDN — CDN and video streaming for uploaded media.
• Sentry — application error monitoring. Error events may include stack traces and anonymised request context.
• Google Analytics (optional) — marketing-site page and conversion measurement after consent. Advertising signals and ad personalisation are disabled in our configuration.
• Cloudflare Web Analytics — cookie-free, aggregate marketing-site page-view counts. It does not identify individual visitors.
• PostHog (optional) — selected marketing-site interaction measurement after consent. Automatic click capture and session recording are disabled in our configuration.
• Resend — transactional email delivery.
• DeepL — machine translation of project chat, review comments, and team posts when you request it.
• DocuSeal — e-signature infrastructure retained for limited legacy access to an earlier contracts feature. Documents signed in FlowShot CRM are signed within FlowShot and are not sent to DocuSeal.

Each sub-processor is bound by a data-processing agreement and we select only providers that maintain appropriate security certifications.

5. Connected Google and Microsoft accounts

FlowShot can connect to your Google or Microsoft account for three features: Google Calendar sync, Google Drive project folders, and a studio email account (Gmail or Microsoft Outlook) in FlowShot CRM. Each one is optional, off by default, and asks for your explicit consent on Google's or Microsoft's own sign-in screen.

Google Calendar and Google Drive

What we access. With Google Calendar, FlowShot creates, updates, and deletes calendar events that it created for your projects and team events. It does not read events created by you or by other applications. With Google Drive, FlowShot creates project folders and can access only the files and folders it created; the rest of your Drive is not visible to FlowShot.

How we store it. Your Google access and refresh tokens are encrypted at rest and stored against your user account. We store the identifiers and dates of the calendar events we created so we can keep them in sync. We do not copy the contents of your calendar or your Drive into FlowShot.

How to revoke it. Disconnect the integration in FlowShot under Settings → Organization → Integrations, which deletes the stored tokens, or revoke FlowShot's access from your Google Account permissions page. Revoking stops any further syncing; events already written to your calendar and folders already created in your Drive remain yours.

Studio email account in FlowShot CRM (Gmail and Outlook)

A studio's CRM administrator (the workspace Owner or Co-Owner) can connect one Gmail, Google Workspace, Outlook.com or Microsoft 365 mailbox to the studio's FlowShot CRM, so that email with the studio's clients appears in the CRM and replies can be sent from it.

Permissions we request. From Google: read your email (gmail.readonly), send email on your behalf (gmail.send), and your email address and name. From Microsoft: Mail.ReadWrite, Mail.Send, User.Read and offline_access. FlowShot does not mark messages as read, move, label or delete messages in your mailbox. With Outlook, the write permission is used only to prepare the email FlowShot is sending for you as a draft and send it; if FlowShot can tell the email was not sent, it deletes that draft.

What we read and keep.

• Email with the studio's clients. Messages sent to, from or copying an address of a client in the studio's CRM (including a partner's address on the client's record) are copied into that client's conversation: sender, recipients, subject, date, the text and formatting, and the names and sizes of attachments. This includes messages sent from outside FlowShot, and up to 12 months of past email (at most 500 messages per address) when the mailbox is connected or a client is added. Attachments are not copied in advance: a file is fetched from the mailbox when a team member opens it, and a daily cleanup deletes that copy within two days.
• Possible new inquiries. FlowShot first reads only the headers of each new message (sender, recipients, subject, date and the headers that mark bulk or automated mail); the rest of a message is downloaded only for the studio's clients. When a message from someone else looks like a new inquiry from a person, FlowShot keeps only the sender's address and name, the subject, the date and the mailbox's reference to the message; the message text is not stored. When a team member opens it, the text is read from the mailbox and shown without being saved. If the studio does not make the sender a client, a daily cleanup deletes this record within 31 days, and the team's notification about it names nobody. If the studio marks the sender as "Not a client", FlowShot keeps that address only to hide that sender's future messages.
• Everything else is not stored: newsletters, notifications and other automated mail, mail from the studio's own colleagues, and anything in Spam, Trash or Drafts.

What we send. Only the emails a member of the studio's team writes and sends in FlowShot CRM, and the automatic client emails the studio has set up in FlowShot CRM (such as the reply to a new inquiry, documents to sign, payment reminders and questionnaires). They are sent from the connected mailbox and appear in its Sent folder. If the mailbox is unavailable, automatic emails are sent through our email provider (Resend) with the studio's address as the reply-to address. Signing codes and notifications to the studio are always sent by FlowShot, not from the mailbox.

Who can see it and where it is kept. Members of the studio's team who have access to FlowShot CRM; only CRM administrators can connect or disconnect the mailbox. The emails are stored in the studio's FlowShot CRM database on Google Cloud (Firebase), separated from every other studio. The mailbox's access and refresh tokens are encrypted (AES-256-GCM) and can be read only by FlowShot's servers, never in the app. When a client's email arrives, team members get an in-app and push notification with the client's name and the subject.

How to disconnect and delete. In FlowShot CRM, open Setup → Email account → Disconnect. FlowShot stops reading and sending, deletes the mailbox's tokens, and for Gmail also revokes its access at Google. You choose "Keep imported emails" or "Delete imported emails"; deleting removes the imported messages, the conversations left empty, possible inquiries and their stored files. Microsoft does not let an app withdraw its own permission, so for Outlook remove FlowShot at account.live.com/consent/Manage (personal account) or myapplications.microsoft.com (work or school account). You can also revoke FlowShot's access to Gmail at any time from your Google Account permissions page; FlowShot then stops reading the mailbox. When a studio deletes its FlowShot CRM data or workspace, the imported email is deleted with it and the mailbox access is revoked.

How we use Google and Microsoft user data

Solely to provide the calendar sync, cloud-storage and CRM email features you enabled. We do not use this data for advertising, including retargeting and personalised or interest-based ads, we do not sell it, we do not use it to develop, improve, or train generalised artificial intelligence or machine learning models, and we do not transfer it to third parties except as necessary to provide or improve these features, for security purposes, to comply with applicable law, or as part of a merger, acquisition or sale of assets. No person at FlowShot reads this data, including your email, unless you give your explicit consent for specific messages (for example, when you ask support to look into a problem), it is necessary for security purposes such as investigating abuse, it is necessary to comply with applicable law, or the data is aggregated and anonymised for internal operations.

FlowShot's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

6. Data storage and security

All FlowShot data is stored on Google Cloud Platform infrastructure. Data in transit is protected by TLS 1.2+. Data at rest is encrypted using AES-256 (managed by Google Cloud). Media files uploaded to Bunny.net are served over HTTPS and access is controlled by signed URLs.

We maintain logical data isolation between organisations — one organisation cannot access another organisation's data by design.

7. Data retention

• Active accounts — data is retained for as long as your account exists.
• After account deletion — active data is purged within 30 days.
• Backup copies — may persist in encrypted backups for up to 90 days before being overwritten.
• Creem billing records — retained as required by financial regulations (typically 7 years), but are Creem's responsibility under their own policy.

8. Cookies

FlowShot uses essential browser storage for session authentication, app functionality, and remembering your consent choice. Google Analytics and PostHog load on the marketing site only after you accept optional analytics. We do not use advertising or retargeting cookies. You can change your choice through Cookie settings in the site footer. For the full list, purposes, and durations, see our Cookie Policy.

9. Your rights under GDPR (EEA residents)

If you are in the European Economic Area, you have the following rights under the General Data Protection Regulation:

• Right of access — request a copy of the personal data we hold about you.
• Right to rectification — correct inaccurate or incomplete data.
• Right to erasure — request deletion of your data (subject to legal retention requirements).
• Right to restriction — ask us to stop processing your data in certain circumstances.
• Right to data portability — receive your data in a machine-readable format.
• Right to object — object to processing based on legitimate interests.

To exercise any of these rights, email privacy@flowshot.space. We will respond within 30 days.

10. Your rights under CCPA (California residents)

California residents have the right to know what personal information we collect, to request deletion of that information, and to opt out of its sale. FlowShot does not sell personal information. To submit a request, contact privacy@flowshot.space.

11. Children's privacy

FlowShot is not directed at children under 16. We do not knowingly collect data from children. If you believe a child has provided us with personal data, contact privacy@flowshot.space and we will delete it promptly.

12. Operational logging for abuse prevention

We log technical metadata associated with media streaming requests — IP-derived identifiers, timestamps, video and review-page IDs, and view counts — to detect and prevent abuse. This data is retained for up to 30 days in operational logs and is not used for marketing or shared with third parties beyond our infrastructure providers (Firebase, Bunny.net).

13. Changes to this policy

We may update this Privacy Policy from time to time. Material changes will be communicated via email to the account owner at least 14 days before they take effect. The date at the top of this page reflects the most recent revision.

14. Contact

For any privacy-related questions or to exercise your rights, contact us at privacy@flowshot.space.