Flow End User License Agreement (EULA)

1. Acceptance of Agreement

This End User License Agreement (“Agreement”) is a legal contract between you (either an individual or a business entity) and Flow Keeping (“Flow”, “we”, “us”, or “our”) regarding your use of Flow’s accounting software platform and related services. By creating an account or otherwise accessing or using Flow, you acknowledge that you have read, understood, and agree to be bound by this Agreement. If you are using Flow on behalf of a company or as an accountant/bookkeeper for a client, you represent that you have the authority to bind that company or client to this Agreement, and “you” shall include such entity or client. If you do not agree with these terms, you must not use Flow Keeping.

 

Jurisdiction and Eligibility: You confirm that you are at least 18 years old and capable of forming a binding contract. This Agreement is governed by the laws of the United States and, to the extent applicable, the laws of the State of Texas, without regard to its conflict of laws principles. You agree that any dispute arising under this Agreement shall be resolved in the courts of Texas, unless otherwise required by applicable law. (If you are a U.S. customer, you and Flow agree to resolve disputes on an individual basis and not via class actions or jury trials, to the extent permitted by law.)

2. The Flow Keeping Service

Description: Flow Keeping is an online accounting and bookkeeping platform that allows you to manage your financial records and integrate with various third-party services. Flow may be used directly by business owners and also by outside bookkeepers or accountants to manage their clients’ finances through the platform. Key features of Flow include: (a) aggregation of financial data (such as bank transactions, sales, and expenses) from third-party sources via APIs; (b) bookkeeping and accounting tools to organize transactions, generate reports (income statements, balance sheets, general ledgers, etc.), and prepare financial statements; and (c) an optional Bookkeeping Service where professional bookkeepers can, at your request, assist in categorizing transactions and maintaining your books. By using Flow, you instruct us to share data across our platform as needed to provide these services.

 

Account Registration: To use Flow Keeping, you must create an account and provide accurate, up-to-date information. You are responsible for maintaining the confidentiality of your login credentials and for all activities that occur under your account. Please use a strong, secure password and notify us immediately if you suspect any unauthorized access to your account. You agree to keep your contact and business information current and accurate at all times. Flow is not liable for any loss or issues arising from your failure to provide accurate information.

 

Account Roles: If you are the primary account owner (subscriber), you control who may access your Flow Keeping account. You may invite outside accountants, bookkeepers, or other users to collaborate on your organization’s data within Flow. You are responsible for managing these invited users’ access levels and for all actions taken by such users on your account. If you are an accountant or bookkeeper using Flow on behalf of a client, you represent that you have the client’s authorization to use their data on Flow and to agree to this Agreement on their behalf. The subscriber (client) can revoke an invited accountant’s access at any time, and is responsible for resolving any disputes with invited users regarding access. You agree that you will only input or share personal data of third parties (such as your clients’ or employees’ information) if you have all necessary permissions or legal rights to do so.

3. License Grant and Permitted Use

Subject to your compliance with this Agreement and payment of any applicable fees, Flow grants you a limited, non-exclusive, non-transferable, revocable license to access and use the Flow platform and software solely for your internal business purposes (or, if you are an accountant, for providing services to your clients). This license does not give you any ownership of, or rights to, Flow’s software or intellectual property. All rights not expressly granted to you are reserved by Flow and its licensors.

 

Restrictions: You agree not to, and not to attempt to: (a) copy, modify, distribute, sell, or lease any part of the Flow Keeping software or services; (b) reverse engineer or decompile the software, or attempt to extract the source code, except to the limited extent allowed by law; (c) use Flow for any unlawful purpose or in violation of any law or regulation (including but not limited to those related to financial data or privacy); (d) use Flow to transmit any viruses, malware, or harmful content, or otherwise undermine the security or integrity of our systems; or (e) sublicense or allow third parties to use the service (except invited users or your clients as permitted by this Agreement). You also agree to abide by any usage limits (such as transaction volumes or API call limits) that we may impose to ensure fair use of the service.

4. Your Data in Flow Keeping

Ownership of Data: You retain all rights and ownership to the financial data, documents, or other content you or your invited users upload or enter into Flow. We do not claim ownership of your raw data. However, by inputting data into Flow, you grant us a worldwide, royalty-free license to use, copy, transmit, store, and back up your data as needed to operate and maintain the services for you. This includes, for example, using and analyzing your data to display it back to you in reports, to troubleshoot issues, to secure and improve our services, and to develop new features or offerings. We will not use your identifiable financial information for any purpose outside the scope of providing and improving the Flow service, except as permitted by our Privacy Policy or required by law.

 

Data of Others: If you upload or provide personal data of others (for instance, information about your employees, customers, or clients), you represent and warrant that you have obtained all necessary consents or rights to do so, and that Flow may process such data for the purposes of providing the service to you. Flow will process any personal data on your behalf in accordance with our Privacy Policy and any data processing addendum that might apply.

 

Data Backup and Export: You are responsible for maintaining copies of your data submitted to Flow. While we implement backups and redundancy, data loss is an unavoidable risk in any digital service. We encourage you to periodically export or back up important records. Flow is not liable for any loss of data, except to the extent required by law or explicitly promised in this Agreement.

5. Third-Party Services and Integrations

Supported Integrations: Flow allows you to connect and import data from various third-party services and financial institutions, including but not limited to Plaid (for bank account connectivity), Shopify, WooCommerce, Stripe, Amazon, Square, eBay, Walmart, Clover, and others. These integrations enable Flow to fetch your financial information such as: bank account transactions and balances, e-commerce sales data (orders, revenues, COGS, fees, sales tax), payment processing details (transaction amounts, processing fees, payouts), and other accounting-related data from those platforms. By choosing to connect any third-party account or service to Flow, you authorize Flow to act as your agent to access and retrieve your information from those third-party services on your behalf. For example, if you link your bank accounts via Plaid, you grant us and Plaid the right, power, and authority to access your financial institution accounts and transmit your financial data to Flow.

 

Third-Party Terms: Your use of third-party services (through an integration with Flow or otherwise) is subject to those third parties’ own terms and privacy policies, which may require you to grant them certain rights or consents. For instance, if you connect an account via Plaid, your data will be transferred and processed by Plaid in accordance with Plaid’s End User Privacy Policy. Similarly, integrating Flow with platforms like Shopify or Stripe may be governed by agreements you have with those providers. It is your responsibility to review and comply with any such third-party terms. We provide links or integration options for your convenience, but we do not endorse or assume responsibility for third-party services. Any third-party product or service is independent of Flow; if you incur fees or encounter issues using them, those are between you and the third party.

 

Data from Third Parties: Flow does not guarantee the accuracy or availability of data obtained from third-party sources. We do not modify or verify third-party account information for accuracy. For example, if your bank or e-commerce platform provides incorrect or delayed information, Flow is not responsible for any errors, deficits, or losses arising from that inaccurate or late data. Additionally, third-party providers may change or discontinue their integration interfaces (APIs) without notice, which could affect Flow’s ability to connect to those services. You agree that Flow is not liable for any interruption of service, data unavailability, or errors caused by third-party actions or systems. You are responsible for any fees that third-party services may charge for data access or integration (for example, a bank or app might charge for API use).

6. Optional Bookkeeping Services

Flow may offer an optional Bookkeeping Service whereby professional bookkeepers (“Flow Bookkeepers” or “Experts”) will assist you with managing and reconciling your financial records through the Flow platform. If you choose to subscribe to or use Flow’s Bookkeeping Service, the following additional terms apply:

• Authorization to Access Data: By signing up for the bookkeeping service, you authorize our Bookkeepers to connect to, access, review, and modify (edit or categorize) your financial records within your Flow account as needed to perform the bookkeeping tasks you have requested. This means our Bookkeepers may view your transactions, upload or download data, create or edit journal entries, and otherwise interact with your accounting information in Flow on your behalf. This access will continue until you cancel the bookkeeping service or revoke the Bookkeeper’s access (if applicable).

• Scope of Service: Flow’s Bookkeeping Service is intended to assist with routine bookkeeping activities such as transaction categorization, account reconciliation, and financial statement preparation. It is not an audit, forensic accounting, or financial advisory service. The Bookkeepers do not provide legal or tax advice under this Agreement. We cannot guarantee to identify fraud, misappropriation, or irregularities in your finances — the service relies on the information you and your systems provide. Flow Bookkeepers will perform services using reasonable care, but the accuracy and completeness of your books remain your responsibility as the business owner.

• Your Responsibilities: You agree that you retain ultimate responsibility for your financial records and compliance obligations. This includes: (a) Providing timely, accurate, and complete information and documentation to Flow and the Bookkeepers about your accounts, transactions, invoices, expenses, and other financial activities; (b) Implementing and maintaining any internal controls needed for your operations (e.g. controls to prevent fraud or errors), and complying with all laws and regulations applicable to your business (such as tax filings, recordkeeping requirements, etc.); (c) Reviewing any reports or financial statements prepared by Flow or its Bookkeepers for accuracy and making management decisions based on your own judgment – you are responsible for approving how transactions are categorized and for any final financial submissions (e.g. tax returns) to authorities; and (d) Promptly notifying Flow of any discrepancies or concerns you discover in the bookkeeping work. You acknowledge that neither Flow nor its Bookkeepers will assume the responsibilities of management or of a certified public accountant for your business.

• Limitations of Liability for Bookkeeping: Flow will endeavor to provide accurate bookkeeping services, but Flow is not liable for errors or omissions if such errors are caused by incomplete or incorrect information provided by you, or by factors outside our reasonable control. If the bookkeeping service is unable to be completed or is delayed due to your action or inaction (for example, failing to provide needed statements on time), Flow is not in breach of this Agreement for that reason. In the event Flow’s Bookkeepers make a material error in your books, your sole remedy is for Flow to correct the error once notified (e.g. by re-categorizing a misstated transaction in your Flow account). We do not guarantee any particular outcomes from the bookkeeping service other than the commitment to perform the agreed tasks with reasonable care.

• Termination of Bookkeeping Service: You may cancel the optional bookkeeping service at any time, subject to any notice or minimum term that was disclosed to you at signup (if applicable). Flow may also terminate or suspend the bookkeeping portion of your service (without affecting your use of the self-service software) if you breach these terms or if we discontinue the offering. Upon termination of the bookkeeping service, Flow Bookkeepers will no longer access your account (except as needed for any final handover of data). However, your Flow software account will remain active unless separately terminated.

Any additional guidelines or terms provided to you at the time of signing up for the Bookkeeping Service (for example, service plans, response times, or guarantees) are incorporated into this Agreement by reference. In case of conflict with the general terms, those additional bookkeeping-specific terms will prevail for the bookkeeping services.

7. Fees and Payments

Subscription and Fees: Flow may be offered on a subscription basis or with certain features requiring payment. You agree to pay all applicable fees for the plan and services you select, as described at the time of purchase or subscription. Pricing and payment terms (billing frequency, renewal, etc.) are presented when you subscribe and are also available on our website or within the platform. If you add paid services (such as the Bookkeeping Service or additional integrations) or exceed usage limits that incur additional fees, you agree to pay those fees. All fees are in U.S. dollars unless otherwise specified, and are exclusive of any taxes (such as sales or use tax) which, if applicable, will be added to your bill.

 

Billing and Renewal: You authorize Flow (or our third-party payment processor) to charge your provided payment method (such as a credit card or bank account) for the recurring subscription fees and any other accrued charges (such as one-time service add-ons). Subscriptions will automatically renew at the end of each billing cycle (e.g. monthly or annually) unless you cancel beforehand. We may adjust the fees or introduce new charges for a new renewal term by providing advance notice (for example, by email or through the service) in accordance with applicable law. If you do not agree to fee changes, you may cancel your subscription before the new fees take effect; continued use of Flow into the renewal term will constitute acceptance of the new prices.

 

Late Payments: If we cannot charge your payment method or your account is past due, we reserve the right to suspend or terminate your access to the service (or portions of it) until payment is made. You are responsible for any reasonable costs and expenses we incur in collecting overdue amounts, including legal fees. Except where prohibited by law, all purchases and subscription fees are non-refundable. Partial use of the service or partial periods of subscription (if you cancel mid-term) will not entitle you to a refund. However, if you believe an invoicing or billing error has occurred, please contact us so we can review and correct any mistake.

8. Privacy and Confidentiality

Your privacy is very important to us. By using Flow, you agree to the collection and use of your information as outlined in our Privacy Policy (see below). Our Privacy Policy describes what data we collect from you, how we use and protect it, and with whom we share it. Please review it carefully. In the event of any conflict between this Agreement and the Privacy Policy regarding personal data, the Privacy Policy will govern.

 

Both parties agree to keep confidential any non-public information obtained about the other party through the use of the service or interaction with the platform, except as necessary to perform the service or as required by law. For example, we will treat your financial data as confidential and will not disclose it to third parties except as permitted by this Agreement (including the Privacy Policy) or as you direct. Likewise, if you as an invited accountant gain access to a client’s data, you agree to treat that client’s information as confidential and only use it for purposes of serving that client.

9. Intellectual Property

Flow’s Intellectual Property: Flow (and/or its affiliates and licensors) owns all rights, title, and interest in and to the Flow platform and services, including all related software, code, databases, algorithms, trademarks, logos, content, and documentation, except for the data or content you upload. The design, look and feel, and all underlying technology of the Flow services are protected by intellectual property laws. You agree not to remove any proprietary notices or labels on the platform. This Agreement does not grant you any ownership of any of Flow’s trademarks or logos, and you shall not use them without our prior written consent.

 

Feedback: We welcome feedback, comments, and suggestions for improvements to Flow. If you provide any feedback or suggestions, you agree that we are free to use or not use them without restriction or compensation to you, and without any obligation to attribute them to you. Any improvements or modifications to the service based on your feedback are solely owned by Flow.

10. Disclaimers of Warranties

“As-Is” Basis: Flow is provided on an “as is” and “as available” basis to the maximum extent permitted by law. While we strive to offer a reliable and secure service, we make no warranty that the platform will meet all of your requirements, or that it will be uninterrupted, error-free, or completely secure. We expressly disclaim any and all warranties and conditions of any kind, whether express, implied, or statutory, including but not limited to any implied warranties of merchantability, fitness for a particular purpose, title, non-infringement, or accuracy of data. No information or advice obtained from Flow or through the service shall create any warranty not expressly stated in this Agreement. You are responsible for your use of the service and any decisions made based on information provided by the service. For example, any financial reports or suggestions generated by Flow are for your internal use only and you should consult professional advisors (accountants, tax experts) before relying on them for compliance or decision-making.

 

Third-Party Disclaimers: We do not guarantee or warrant any third-party service or data (including those integrated through APIs) within the Flow platform. Those are provided for your convenience and are outside of our control. Flow is not responsible for any errors, delays, or issues caused by third-party providers, as noted in Section 5 above. You bear the risk of using any third-party integrations.

 

Some jurisdictions do not allow the disclaimer of certain warranties, so some of the above disclaimers may not apply to you. In such cases, any implied warranty is limited to the minimum warranty period permitted by law (for example, the warranty provided by law, if any, shall be limited to 60 days).

11. Limitation of Liability

Indirect Damages: To the fullest extent permitted by law, in no event will Flow or its affiliates, officers, employees, agents, partners, or licensors be liable for any indirect, incidental, special, consequential, or punitive damages arising out of or in connection with this Agreement or your use of (or inability to use) Flow. This includes, without limitation, damages for lost profits, lost data, business interruption, goodwill, or procurement of substitute services, even if we have been advised of the possibility of such damages.

 

Liability Cap: Flow’s total aggregate liability for all claims arising from or related to the service or this Agreement will not exceed the greater of (a) the total amount of fees you paid to us for the service in the twelve (12) months immediately preceding the event giving rise to the claim, or (b) USD $100.00. If you use a free version of Flow or are in a trial period, Flow’s total liability shall not exceed USD $100. This limitation is cumulative and not per-incident.

 

Third-Party Data and Losses: Without limiting the generality of the above, Flow and its providers are not responsible for any losses or damages resulting from: (i) the accuracy, reliability, or completeness of any information retrieved from third-party accounts (such as banking or sales data); (ii) any unauthorized access to or use of your account due to your failure to safeguard your account credentials; (iii) any downtime or service interruptions outside our reasonable control, including issues attributable to telecommunications, hosting, or integrator partners; or (iv) any actions or omissions by an invited user, accountant, or bookkeeper to whom you granted access to your Flow account.

 

Essential Purpose: You acknowledge that the fees charged for Flow (if any) reflect the allocation of risk set forth in this Agreement and that Flow would not be able to provide the service on an economically feasible basis without these limitations. The limitation of liability specified in this Section will survive and apply even if any limited remedy specified in this Agreement is found to have failed of its essential purpose.

 

Some jurisdictions do not allow the exclusion or limitation of certain damages. If any exclusion of damages is prohibited by law, to the extent legally permissible, our liability is limited to the smallest amount allowed by law.

12. Indemnification

You agree to indemnify, defend, and hold harmless Flow and its affiliates, and each of their respective officers, directors, employees, and agents (the “Flow Parties”) from and against any and all third-party claims, demands, lawsuits, damages, losses, liabilities, costs, and expenses (including reasonable attorneys’ fees) that arise out of or relate to: (a) your misuse of the Flow service or any violation of this Agreement; (b) your violation of any law or regulation (including privacy and data protection laws or financial regulations) in connection with your use of Flow; or (c) any content or data you input into Flow, including claims that providing or processing such data through the service infringes or violates the rights of a third party. This indemnification obligation will survive any termination of your account or this Agreement. Flow reserves the right, at its own expense, to assume the exclusive defense and control of any matter subject to indemnification by you (without limiting your indemnification obligations), in which case you agree to cooperate with Flow in defending such claim and you shall not settle any such claim without Flow’s prior written consent.

13. Termination and Suspension

By You: You may stop using Flow at any time. You may also terminate this Agreement by closing your account and discontinuing all use of the service. If you are on a paid subscription and wish to cancel, you should do so via the account management settings or by contacting us; termination will be effective at the end of your current billing period unless otherwise stated. (No pro-rated refunds are provided for mid-period cancellations, except where required by law or explicitly provided in a promotion or plan terms.)

 

By Flow: We may suspend or terminate your access to Flow (or any part of the service, including any third-party integrations) immediately upon notice to you if: (a) you breach any provision of this Agreement or we suspect fraudulent or unlawful activity in your account; (b) you fail to pay any fees due (if applicable) after a payment reminder; (c) we are required to do so to comply with a legal requirement or court order; or (d) we decide to discontinue the service or a portion thereof. In certain cases of minor breaches, we may provide you with an opportunity to cure the breach before termination, if practicable. We will not be liable to you or any third party for termination of your account in accordance with this Agreement.

 

Effect of Termination: Upon termination of this Agreement for any reason, your right to access and use Flow will immediately cease. If your account is terminated or deactivated, we may permanently delete your data from our systems, and you will not be able to recover that information (unless otherwise required by law or as described in our Privacy Policy regarding data retention). It is your responsibility to export any data you need before closing your account. Any provisions of this Agreement which by their nature should survive termination (such as accrued rights to payments, confidentiality obligations, indemnifications, disclaimers, and limitations of liability) shall survive.

14. Changes to this Agreement

Flow may update or modify the terms of this Agreement from time to time. If we make material changes, we will notify you by e-mail or by posting a prominent notice within the service, at least 30 days before the changes take effect, unless the change is required by law to be effective sooner or is of a purely administrative nature. We will also update the “Last Updated” date at the top of the Agreement. Your continued use of Flow after any updated Agreement becomes effective constitutes your acceptance of the revised terms. If you do not agree with a change, you must stop using Flow and, if applicable, cancel your subscription. No change will apply retroactively; any dispute between you and us will be governed by the terms in effect at the time the dispute arose.

15. General Provisions

Entire Agreement: This Agreement (including any additional terms, order forms, or policies referenced herein, such as the Privacy Policy) constitutes the entire agreement between you and Flow regarding the service and supersedes all prior and contemporaneous agreements, proposals, or representations, written or oral, concerning its subject matter. Any terms in a purchase order or other document provided by you are void and of no effect unless expressly agreed to by Flow in writing.

 

Severability: If any provision of this Agreement is held by a court of competent jurisdiction to be invalid, illegal, or unenforceable, that provision shall be enforced to the maximum extent permissible and the remaining provisions of this Agreement will remain in full force and effect. Our failure to enforce any right or provision of this Agreement is not a waiver of that right or provision.

 

Assignment: You may not assign or transfer this Agreement (or any of your rights or obligations hereunder) without our prior written consent. Any attempted assignment without consent is void. We may freely assign or transfer this Agreement to an affiliate or in connection with a merger, acquisition, corporate reorganization, or sale of all or substantially all of our assets.

 

No Third-Party Beneficiaries: This Agreement is for the benefit of the parties (and permitted successors/assigns) only. It is not intended to benefit any third party, except that Flow’s affiliates and licensors are intended third-party beneficiaries to the disclaimers and limitations of liability, and are entitled to enforce those provisions.

 

Relationship of Parties: You and Flow are independent contractors. This Agreement does not create any partnership, franchise, joint venture, agency, fiduciary, or employment relationship between us. You have no authority to bind Flow or make any commitments on our behalf.

 

Notices: We may send you notices and communications electronically (for example, via email to the address associated with your account, or via in-app notifications). You are responsible for maintaining a valid email on file for notice purposes. Official legal notices to Flow should be sent in writing to our registered business address (which will be provided upon request, or as set forth on our website), with a copy emailed to our support or legal contact.

 

Force Majeure: Flow is not liable for any delay or failure in performance of any part of the service to the extent caused by circumstances beyond our reasonable control, including but not limited to acts of God, labor disputes, internet or utility failures, supply shortages, war, terrorism, or governmental regulations.

 

By using Flow, you acknowledge that you have read this Agreement, understand it, and agree to be bound by its terms and conditions. If you have any questions about these terms, please contact us before using the service.

 

Last Updated: (August 2025)

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Flow Privacy Policy

Last Updated: August 2025

 

Introduction: Your privacy is important to Flow. This Privacy Policy explains how Flow (“Flow”, “we”, “our”, or “us”) collects, uses, discloses, and safeguards information in the course of offering our accounting software and related services. It also describes your rights and choices regarding your personal information. This policy applies to all users of Flow’s services, including business owners using our software and accountants/bookkeepers using the platform to manage client data. By using Flow, you consent to the practices described in this Privacy Policy. If you do not agree with this policy, please do not use the service.

 

Please note that this Privacy Policy is to be read in conjunction with our EULA (Terms of Service). In case of any inconsistency between this Privacy Policy and the EULA with respect to privacy matters, this Privacy Policy will govern.

1. Information We Collect

We collect personal information and business financial data in order to provide and improve the Flow service. The information we collect can be grouped into the following categories:

• Information You Provide Directly: When you register for Flow or communicate with us, you may provide personal identifying information. This includes:

  • Account Registration Data: your name, email address, phone number, company name, business type, billing address, and login credentials (such as username and password) when you sign up for an account. If you are an accountant creating an account to manage clients, this may include your practice or firm name and relevant contact information.

  • Financial Setup Data: details you input about your business finances – for example, your company’s chart of accounts, tax settings, and beginning balances when setting up the accounting system.

  • Bookkeeping Inputs: any information you manually enter into Flow’s accounting system, such as transaction descriptions, invoices, expense entries, journal entries, attachments (receipts or bills), notes, or custom financial data. If you use our bookkeeping service or otherwise communicate with a Flow Bookkeeper, you might provide additional documents or clarifications about transactions.

  • Customer Support and Communications: information you provide when contacting us for help, feedback you send, or survey responses. This can include your email, the content of your messages, and other contact information. We may also collect details you share with us during any phone support calls or chat support.

• Information from Linked Third-Party Accounts: Flow integrates with various third-party services to automatically import financial data. With your permission, we collect data from the accounts you connect to Flow, which may include:

  • Bank and Credit Card Data (via Plaid): If you connect your bank accounts or credit cards through our banking integration partner (e.g., Plaid), we will receive financial account information such as account holder name, account type, account balances, transaction history (deposits, withdrawals, purchases), transaction descriptions, dates, and amounts. Note: Flow itself does not see or store your bank login credentials; those are handled by the trusted integration partner (Plaid) securely. By using the bank connection feature, you authorize Flow and Plaid to access and transmit your financial information from your bank to our platform. Plaid’s use of your information is governed by Plaid’s Privacy Policy.

  • E-commerce and Sales Platforms: If you link an online store or sales channel such as Shopify, WooCommerce, Amazon, eBay, Walmart, or others, Flow will import relevant sales data. This includes order details (date, order ID), products or services sold, sales amounts, discounts, shipping fees, sales tax collected, payment method, and possibly buyer information relevant for accounting (e.g., customer name or ID). We also collect associated fees (for example, marketplace fees or commissions) and payout information from these platforms to help reconcile your sales revenue with bank deposits.

  • Payment Processors and Point of Sale (POS) Systems: If you integrate payment services like Stripe, Square, PayPal, Clover, or similar, Flow collects transaction records such as transaction dates, amounts, payment method, processing fees, refunds, chargebacks, and payout schedules. This data helps us record your gross revenue and fees, and to match payouts to your bank records.

  • Other Business Applications: Flow may connect with other business tools (for example, payroll systems or expense management apps) if you choose. In such cases, we would receive information necessary for accounting, such as payroll expense totals, employee expense reports, or tax withholdings, depending on the integration. We will only connect to and import from any third-party app if you actively authorize it.

  Important: Data that we receive from third-party integrations will vary based on the permissions you grant and the API provided by the third party. We will only access the data that is reasonably needed to provide the Flow service to you. For instance, linking a sales platform would not give us access to your customers’ passwords or your store’s full customer list (unless that data is part of an order needed for accounting). It would primarily give us transactional records. Each third-party service may also collect and share different categories of data about you; please review their privacy policies for details on what they share when you connect accounts.

• Information We Derive or Generate: Using the data above, Flow may generate additional information as part of providing the service:

  • Financial Records: Based on your inputs and imported data, Flow will compile records such as categorized transactions, ledger entries, and financial statements (income statements, balance sheets, cash flow statements). These are essentially a reorganized form of the data you provided or that we collected on your behalf.

  • Analytics and Usage Data: We record certain information about how you use our software. This can include log data about when you log in and what actions you take (e.g., creating an invoice, linking an account), the pages or screens you visit, and the features you use. We may also collect technical information such as your IP address, device type, browser type, and operating system when you use the Flow web or mobile app. This helps us understand usage patterns and improve performance.

  • Cookies and Tracking Technologies: We use cookies and similar technologies to enhance your experience (like keeping you logged in, remembering preferences) and to gather analytics about usage of our website. Cookies are small text files stored on your device. You can control cookie preferences through your browser settings, but note that disabling cookies might affect some functionality of the service (such as staying logged in).

• Information from Other Sources: In some cases, we might obtain information from third-party sources unrelated to integrations you connect, for example:

  • If you sign up for Flow through a referral or partner program, we might receive your basic contact info from that partner.

  • If you use a single sign-on (SSO) feature or OAuth (for example, signing in via Google or another service, if enabled), we receive identifiers needed to log you in from that provider (like your email or a token).

  • We may receive credit or identity information from service providers to verify your identity or for fraud prevention, if applicable (e.g., if we implement such features for security).

  • If you utilize a Flow feature that involves checking external databases (for instance, validating a business ID or fetching tax rates by jurisdiction), we may get data from those external sources as needed for that feature.

We aim to limit our collection to information that is relevant and necessary to provide the Flow services you use. You have choices about the information you provide: you can choose not to connect certain accounts or not to enter optional data, though doing so may limit the functionality available to you (for example, not connecting any bank may require you to manually input bank transactions).

 

Note about Third-Party Personal Data: If you input personal information about others into Flow (for example, adding your employees’ names for payroll journal entries, or your customers’ addresses on invoices), that data is considered part of your account’s information. We treat it in accordance with this Privacy Policy. However, you are responsible for ensuring you have the legal right to collect and share that information with us. If you provide us personal data about other individuals, you should ensure you are permitted to do so and have any necessary consent*.*

2. How We Use Your Information

We use the collected information for the following business purposes and in the following ways:

• To Provide and Operate the Service: First and foremost, we use your information to deliver the Flow functionality you expect. This includes:

  • Using your account and contact information to register you as a user, maintain your account, and authenticate logins.

  • Processing and aggregating the financial data you and your connected accounts provide to produce accounting records, perform calculations, and display results to you (for example, calculating your total revenue, expenses, taxes collected, etc., and generating reports or dashboards).

  • Enabling bookkeeping services if you subscribe: Our in-house or partner bookkeepers will access and review your financial data to categorize transactions and reconcile accounts on your behalf. They use your information strictly to perform the bookkeeping tasks and communicate with you about your books. (See the EULA for more details on the scope of bookkeeping services.)

  • Facilitating integrations you’ve requested: for example, using your data to create entries that match with your bank deposits, or sending transaction data to an external tax-filing plugin if you choose to do so.

  • Providing customer support: We will use information like your contact info and relevant account data to help troubleshoot issues you report, answer your questions, or provide training/guidance on using Flow.

• To Maintain, Improve, and Develop Our Services: We internally analyze usage information and feedback to improve Flow’s performance and to develop new features. For instance:

  • We monitor login attempts and usage logs to ensure reliability and to detect and fix errors or bugs in the software.

  • We analyze what features are most used (e.g., bank reconciliation vs. invoice creation) to prioritize improvements or new features.

  • We may use aggregated, anonymized financial data from all users to spot trends or common issues (for example, to improve our transaction categorization algorithms). Any anonymized or aggregated data (stripped of personal identifiers) is not considered personal information, and we may use it for any purpose, such as benchmarking or marketing insights, as long as it does not identify any individual or company.

  • If we launch new services or beta features, we might use some of your data to populate or test those features (with your permission or as allowed by law). We will inform you if your data will be used in a materially different way as part of a new feature.

• To Communicate with You: We use contact information (email, phone) to send necessary communications:

  • Service and Account Communications: We will send you communications about your account and the service, such as welcome emails, password reset verifications, billing invoices or receipts, alerts about imported data or synchronization status, and notifications of important changes (like updates to terms or privacy policy). These are considered essential communications for the service.

  • Support Responses: If you reach out with a question or issue, we will use your contact info to respond. We may also send follow-ups to ensure your issue was resolved.

  • Product Updates and Offers: We may send you information about new features, tips on using Flow, or offers for related services (for example, an invitation to try a new payroll integration or a promotion for our bookkeeping service). You can opt out of marketing or promotional emails at any time by clicking the unsubscribe link in those emails or adjusting your preferences in your account settings. We will not spam you; frequency of such communications will be reasonable.

  • Industry or Regulatory Notices: If there are updates in accounting standards, tax laws, or security advisories relevant to how you use our software, we might inform you to help you stay compliant or secure.

• For Security and Fraud Prevention: We are committed to protecting your data. We use information (including automated tools) to monitor for suspicious activity and to prevent fraud, hacking, or misuse of our service. For example:

  • We may log IP addresses and device information to detect if an unknown device tries to access your account, and alert you or block access until verified.

  • We use cookies or tokens to maintain your session securely and prevent unauthorized hijacking of your session.

  • Activity patterns (like rapid repetitive actions) might be analyzed to detect bots or malicious actors. If detected, we might log you out or lock an account pending investigation.

  • We may use third-party security tools or services that process some data (like login metadata) for threat detection.

  • In the event of a security incident (like a data breach or account compromise), we will use your contact information to notify you and communicate steps to mitigate any harm, as required by law and our internal policies.

• To Comply with Legal Requirements and Enforce Our Rights: We may use and retain your information as necessary to comply with applicable laws, regulations, legal processes, or governmental requests. This includes:

  • Responding to lawful requests by public authorities (such as subpoenas, court orders, or similar legal process) for purposes like tax compliance or law enforcement.

  • Using your information to enforce our agreements or policies, such as investigating potential violations of our EULA. For example, if we suspect that an account is being used for illegal activities (like money laundering or fraud), we may review relevant data and cooperate with law enforcement as appropriate.

  • If necessary, we will use data to protect our rights or property, or the rights, property, or safety of our users or others. This may involve sharing information with third parties (like law enforcement or auditors) as described in “How We Share Information” below.

• With Your Consent for Other Purposes: If we intend to use your personal information for any purpose not covered by the above, we will explain the purpose at the time we seek your consent. For example, if we were to request to use your business’s name and logo on our website as a testimonial or case study, we would ask for your explicit permission to do so.

We do not use personal information for any purposes that are incompatible with the ones listed above without first obtaining your consent. We also do not use sensitive personal data (like any bank account credentials, which we don’t see; or any personal health information, which we do not collect) for purposes other than providing our service to you.

3. How We Share Your Information

Flow Keeping understands the importance of keeping your information confidential. We are not in the business of selling personal data – we do not sell or rent your personal information to third parties for their own marketing purposes. We share information in the following limited scenarios, and with appropriate safeguards:

• With Service Providers (Processors): We employ third-party companies and individuals to help us operate the Flow service or perform functions on our behalf. These service providers may have access to personal information as needed to perform their tasks, but they are contractually obligated to use it only for our purposes and to protect it. Examples of service providers include:

  • Cloud Hosting and Storage: We use reputable cloud infrastructure providers to host our application and databases. Your data (including personal and financial data) is stored on their secure servers.

  • Data Integration Partners: As mentioned, we use Plaid to retrieve bank data – when doing so, Plaid acts as a service provider processing your financial info to deliver it to us. Similarly, other integration middleware, if any, would process data to and from third parties on our behalf.

  • Email and Communication Providers: We may use an email delivery service to send out notifications, or a telephony provider to send SMS verification codes, etc. These providers would have access to your contact info purely for sending communications.

  • Analytics and Debugging Tools: We use analytics services (which may use cookies or tracking code) to understand usage of our platform. These services might collect usage and device data (often anonymized or aggregated). We also may use debugging or error-tracking services that capture information about a crash or bug in the app when it occurs.

  • Payment Processors: If you pay for a Flow subscription or service, your credit card or bank information will be processed by a third-party payment processor. They will receive the necessary billing details to charge your card or account. (We do not store full credit card numbers on our systems; that is handled by the payment processor).

  • Bookkeeping or Support Contractors: If our bookkeeping service or customer support involves third-party contractors or partner firms, those parties may receive access to relevant data under confidentiality agreements. For example, an independent bookkeeper working with us might access your Flow data to update your books, or a support consultant might see your account info to assist you. They are bound to use the information only for providing you service through Flow, and not for other purposes.

  We strive to limit the information provided to service providers to the minimum necessary for them to perform their function. We also require that they protect your information to the same standards we do.

• With Your Authorized Third Parties: We will share your information with third parties when you specifically authorize or request us to do so. For instance:

  • If you invite an outside accountant or bookkeeper to access your Flow account as an invited user, we share your account data with that person by granting them access (under your control). They will be able to view and possibly edit information in your account depending on the permissions you give. We are not responsible for what an invited user does with data they obtain from your account, so only invite people you trust. You can revoke their access at any time.

  • If you use Flow’s platform to send data to another service – for example, if Flow adds an integration to export your data to a tax filing software or to your accountant’s system – we will share data with that service at your direction.

  • If you sign up for a special offer or program that involves an Flow partner (for example, a promotion with a banking partner), we might share contact or eligibility information with the partner, but only with your consent when you join the program.

• Within Our Corporate Family: If Flow is part of a group of related companies (subsidiaries, affiliates, etc.), we may share your information with our corporate affiliates as necessary to operate and improve the service. For example, if Flow, Inc. has a parent company or a subsidiary that provides technology or support, we might share data with them. Any such entity will honor the commitments in this Privacy Policy. In the future, if our corporate structure changes (e.g., through a merger, acquisition, or investment), your information may be transferred to a successor or affiliate company as part of that transaction. In such event, we will ensure the new entity continues to be bound by this Privacy Policy or a policy with similar protections, or we will notify you and seek consent if required by law.

• For Legal Compliance and Protection: We may disclose your information to third parties (such as courts, law enforcement, or government agencies) if we in good faith believe that such disclosure is required to:

  • Comply with any applicable law, regulation, legal process, or valid governmental request (e.g., a court order or subpoena). We will attempt to notify you of such requests when allowed, to give you an opportunity to object or seek legal protection, but we cannot guarantee to do so in every situation (for example, we might be prohibited by law from notifying you in some cases).

  • Enforce our EULA or other agreements, or investigate potential violations thereof.

  • Detect, prevent, or address fraud, security, or technical issues (for instance, investigating a cyber attack or misuse of our service).

  • Protect the rights, property, or safety of Flow, our users, or the public, as required or permitted by law. This could include exchanging information with other companies and organizations for fraud protection or credit risk reduction (though not for commercial profit).

  • If you are using Flow as an accountant or bookkeeper for a client, and we receive a lawful request specifically pertaining to that client’s data, we may respond to that request. Generally, we consider the subscriber (owner of the Flow account) as the primary owner of the data for such purposes.

• Business Transfers: If we engage in a merger, acquisition, reorganization, bankruptcy, or sale of all or a portion of our assets, your personal and business data may be transferred as part of that transaction. We will use our best efforts to ensure the successor honors the commitments we’ve made in this Privacy Policy. If the processing of your information will be subject to a materially different privacy policy, we will endeavor to notify you in advance and give you the chance to opt out or delete your data if applicable.

• Aggregated or De-Identified Data: We may share data that has been aggregated or anonymized (so it does not identify you or your business) with third parties for various purposes. For example, we might publish insights about small business trends (like average revenue in certain industries) or share aggregated usage statistics with a research partner or marketing partner. This information will not include any personal information or confidential business data linked to you. For clarity, such sharing is not limited as it has no impact on your privacy.

No Selling of Personal Data: We do not sell personal information to third parties. In the context of U.S. privacy laws like the California Consumer Privacy Act (CCPA), “sell” is broadly defined. We confirm that we do not exchange your personal data for money. Any sharing with third parties is only as described above (service provision, your requests, etc.). If this ever changes, we will update this policy and provide opt-out mechanisms as required by law.

 

Third-Party Privacy Practices: When Flow links to or integrates with third-party services, our Privacy Policy does not cover how those third parties use your data that they collect directly from you. For example, if you click a link to a partner’s site or use an add-on application in the Flow App Marketplace (if one exists), any data collected by that partner is governed by their privacy policy. Similarly, when you connect Flow to a platform like Shopify or Stripe, the information flows in both directions – while we safeguard the data in our system, the third party’s use of the data it sends or receives is under its own policies. We encourage you to review the privacy notices of any third-party services you connect to or use in conjunction with Flow.

4. Data Security

We are committed to protecting your information. We employ a combination of administrative, technical, and physical security measures designed to safeguard personal and financial data against unauthorized access, disclosure, or loss. These measures include:

• Encryption: We use encryption to protect data in transit and at rest. For example, our website and apps enforce HTTPS for data transfer, and sensitive data stored in our databases is encrypted using industry-standard algorithms.

• Access Controls: We restrict access to personal data to authorized personnel and service providers who need it to operate our service. User passwords are stored in hashed form (we never store plaintext passwords), and we recommend you use unique, strong passwords. We also support multi-factor authentication (MFA) for additional login security (if available, we strongly encourage enabling it).

• Network and System Security: Our servers are protected by firewalls, and we regularly update our software and infrastructure to address security vulnerabilities. We utilize monitoring solutions to detect and respond to potential security threats or anomalies in our systems.

• Employee Training and Policies: Our team members are trained on the importance of data privacy and security. We have internal policies in place to ensure that any access to user data is logged and only done for legitimate reasons (such as troubleshooting an issue at your request).

• Penetration Testing and Audits: We may conduct periodic security testing and audits (internally or via external specialists) to evaluate the strength of our security practices.

• Incident Response: In the unlikely event of a data breach or security incident, we have a response plan to contain and address the issue. We will notify affected users and relevant authorities as required by law, and will take steps to remediate and prevent future occurrences.

Despite our efforts, no security measures are perfect or impenetrable. The internet by its nature carries inherent risks, and we cannot guarantee absolute security of data. You also play a role in protecting your information. Please safeguard your account credentials, use strong passwords, enable two-factor authentication, and be careful about phishing attempts or sharing access. If you suspect any unauthorized access to your account or any security vulnerabilities, notify us immediately so we can take action.

5. Data Retention

We retain your personal information and financial data for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. In general:

• As an active user, we will keep your account information, financial records, and other data for the duration of your subscription or usage of Flow so that the service functions as intended (ongoing ledger of your finances, etc.).

• If you deactivate or delete your Flow account, or if we terminate your account (as per the EULA), we will initiate the process of deleting or anonymizing the data in our possession. However, we may retain certain information for a limited period thereafter for legitimate purposes, such as:

  • Completing Transactions or Services: If there are any pending transactions or services at the time of account closure (for example, a final bookkeeping reconciliation or a billing issue), we’ll retain the data until those are completed.

  • Legal and Compliance Reasons: We might keep some records to comply with legal obligations – for instance, records of payments for accounting and tax purposes, or information required to be retained under financial regulations. Also, if we believe in good faith that retaining certain data is necessary to resolve disputes or enforce our agreements (e.g., record of consent to terms), we will retain the minimum necessary data for that purpose.

  • Backup and Disaster Recovery: Our backup systems might retain fragments of your data for a certain retention cycle even after deletion (commonly backups are cycled every few weeks). We will ensure that such data is securely stored and eventually overwritten or destroyed in the normal course. During that interim, your personal data will still be protected under this policy.

  • Statistical or Research Purposes: We may retain anonymized or aggregated data (which no longer identifies you) for historical analysis, business analytics, or statistical purposes. For example, overall financial trends across users, or system performance metrics, may be kept in an anonymized form.

When we no longer have a legitimate need to retain your personal information, we will securely dispose of it or anonymize it. If you wish to request deletion of your data sooner (for example, exercising a legal right to deletion), please see Section 7 on your rights.

6. Your Rights and Choices

Depending on your location and applicable privacy laws, you may have certain rights regarding your personal information. We strive to provide all users with reasonable access and control over their data. These rights may include:

• Access and Portability: You have the right to request a copy of the personal information we hold about you and to obtain it in a portable format. Many data points (especially financial records) you can access directly by logging into your Flow account and viewing or exporting reports. If you require a comprehensive export or assistance, contact us and we will provide you with a summary of your personal data in our systems, subject to verification of your identity.

• Rectification (Correction): If you find that any personal information we have about you is inaccurate or incomplete, you have the right to request we correct it. You can update most of your basic account details (like name, email) through your account settings. For any other corrections, reach out to us and we will rectify any confirmed inaccuracies.

• Deletion: You may request that we delete your personal information. As noted above, if you delete your account or explicitly request deletion, we will remove your personal data from our active systems, unless retention is required for legitimate business or legal purposes. If you want to delete specific information (rather than the entire account), you can often do so in the product (e.g., remove an uploaded document). For complete account deletion, contact support. Note: Deleting your data may affect your ability to use the service (for example, deleting all your financial records will make it impossible to produce reports). Also, certain data cannot be deleted if it’s required for us to maintain (e.g., transaction logs for audits), but we will inform you if that is the case.

• Objection to Processing: You have the right to object to certain processing of your data, such as for direct marketing or if you believe our processing is based on a legitimate interest that is not overriding your privacy rights. We will honor any objections required by law. For marketing emails, you can opt out anytime as mentioned. For any other objections, please contact us with details, and we will review and comply as required.

• Restriction of Processing: You can request that we temporarily restrict processing of your personal information if you contest its accuracy, prefer to restrict its use rather than delete it, or need us to preserve it for legal claims. We will mark the data as restricted and only process it for specific reasons (with your consent or legal necessity) during that period.

• Withdrawal of Consent: If we rely on your consent to process any personal data (which generally we avoid except for optional features or marketing), you have the right to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing before the withdrawal, and if the processing has other lawful grounds (like fulfilling a contract), we may continue on those grounds.

• California Privacy Rights: If you are a California resident, you have specific rights under the CCPA (California Consumer Privacy Act) regarding access, deletion, and disclosure of how we collect and use your data. We have essentially covered those rights (access and deletion) above. Additionally, California users can request information about the categories of personal information we have collected, the categories of sources, the business purpose for collection, the categories of third parties with whom we share personal info, and if we have disclosed or sold personal info (we do not sell personal info) in the past 12 months. This Privacy Policy is intended to provide that information, but you can also contact us for a tailored report. Also, California’s “Shine the Light” law allows users to request a notice identifying the categories of personal information we share with third parties for their direct marketing purposes and the contact info of those third parties. We do not share personal info for others’ direct marketing without your permission, so this should not apply, but you can inquire if needed.

• International Users: Flow is primarily intended for U.S. users. If you are using Flow from other jurisdictions (for example, the European Union or UK), you may have additional rights under GDPR or similar laws, such as the right to lodge a complaint with a supervisory authority. We will respect any such rights to the extent those laws apply to us. For instance, EU users have the rights of access, rectification, erasure, restriction, portability, and objection as described above, and also the right not to be subject to significant solely-automated decisions without human involvement (Flow does not make any legally significant decisions solely by algorithms about you; any automated analysis is just to assist you in bookkeeping).

To exercise any of your rights, please contact us at the contact information provided in Section 8. We will respond to your request within a reasonable timeframe and in accordance with applicable law (e.g., within 30 days for many requests, with extensions if allowed). We may need to verify your identity (and authority, if you are making a request on behalf of someone else such as if you’re an accountant requesting for a client’s data) before fulfilling certain requests, to ensure we don’t disclose data to an unauthorized person. If we cannot comply with a request in full (due to legal obligations or other reasons), we will provide an explanation.

7. Children’s Privacy

Flow’s services are not directed to individuals under the age of 18, and we do not knowingly collect personal information from children. Our platform is intended for use by businesses and professionals. If you are under 18, you are not permitted to use Flow or provide any personal information to us. If we become aware that a child under 18 (or a minor as defined by local law) has provided us with personal data, we will take steps to delete such information. If you believe we might have any information from or about a minor, please contact us so we can investigate and delete it.

8. International Data Transfers

Flow is based in the United States. If you are accessing our service from outside the U.S., be aware that your information will likely be transferred to, stored, and processed in the United States (and possibly other countries where we or our service providers maintain facilities). These countries may have data protection laws that are different from those in your country of residence. However, we will protect your information in accordance with this Privacy Policy and applicable law wherever it is processed.

 

If you are in regions like the European Economic Area (EEA) or UK, we will take appropriate measures to ensure that cross-border data transfers comply with relevant data protection laws. This might include using standard contractual clauses approved by the EU, or ensuring the recipient country has an adequacy decision from the EU Commission, or that the receiving US organization is certified under frameworks like the EU-U.S. Data Privacy Framework (if applicable). By using Flow, or providing us information, you explicitly consent (where required) to the transfer of your data to the U.S. and other jurisdictions as needed for our operations.

9. Updates to This Privacy Policy

We may revise or update this Privacy Policy from time to time as our services and legal requirements evolve. We will not reduce your rights under this Privacy Policy without your consent. We will post any privacy policy changes on this page with an updated effective date. If changes are significant, we will provide a more prominent notice (such as by emailing you or displaying a notice within the app) in advance of the change becoming effective. We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your information.

 

Your continued use of Flow after the effective date of an updated Privacy Policy constitutes your acceptance of the revised terms. If you do not agree to any updates, you should stop using the service and may request deletion of your data.

10. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at:

 

Flow Privacy Team
Email: sales@flowkeeping.com
Address: Flow Keeping, 6421 Southwest Blvd, Benbrook, TX 76132

 

We will do our best to address and resolve any privacy-related issues you may have. If you feel we have not adequately addressed your concerns, and applicable law provides, you may have the right to contact your local data protection authority or regulatory body.

 

Thank you for trusting Flow Keeping with your accounting needs. We are committed to protecting your privacy while providing you with a powerful financial management platform.