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Privacy Policy

Your privacy matters to us. This policy explains how FloHub collects, uses, and protects your information.

1. Introduction

Welcome to FloHub’s Privacy Policy. This policy describes how we collect, use, and safeguard your personal information when you use our website and mobile applications. We are committed to transparency and respecting your privacy rights.

2. Information We Collect

We collect the following categories of information:

Account Information

  • Email address
  • Name and profile details

User Content

  • Journal entries and personal notes
  • Tasks, habits, and productivity data
  • Meeting notes and calendar-related information

Technical & Usage Data

  • App usage and interaction data
  • Device information (such as OS version, app version, and device type)
  • Performance and diagnostic data, including crash reports

Notifications

  • Push notification tokens used to deliver reminders and updates

Location Data (Optional)

  • Weather: if you allow location access in your browser or device, we use your device's current location to show the weather where you are. Your coordinates are sent to our weather service to retrieve the forecast and a place name and are not saved to your account. If you don't allow location access, we estimate an approximate location from your time zone instead
  • Location-based reminders: when you add a location reminder to a task or habit, we store the place you choose (its coordinates, a reminder radius, the place name, and whether to remind you on arriving or leaving) with that task or habit so it syncs across your devices
  • Location reminders are monitored on your device by the operating system (iOS region monitoring or Android geofencing). Your ongoing location and movements are not sent to or stored by FloHub — we only store the places you have chosen
  • On iOS, location reminders only need “While Using the App” permission. On Android, reminders can only be delivered while the app is closed if you grant “Allow all the time” (background) location permission; this is used solely to deliver the location reminders you have set
  • Location access is optional. You can decline or revoke it at any time in your browser or device settings; weather will fall back to an approximate location and location reminders will stop being delivered

Health & Fitness Data (Optional)

  • On our iOS app, if you grant permission, we read step count, walking/running distance, heart rate, resting heart rate, heart rate variability, sleep, and Apple's State of Mind data from Apple Health
  • On our Android app, if you grant permission, we read the equivalent metrics (steps, distance, heart rate, resting heart rate, heart rate variability, and sleep) from Google Health Connect
  • Health data sync is off by default and is only enabled for the specific metrics you turn on in Settings
  • FloHub only reads health data — we never write, modify, or delete any data in Apple Health or Google Health Connect

3. How We Use Your Information

We use your information to:

  • Provide, operate, and improve FloHub
  • Sync data across devices
  • Deliver reminders, notifications, and updates
  • When you allow location access, show local weather and deliver task and habit reminders when you arrive at or leave a place you've chosen
  • Enable AI-assisted features such as intelligent search and insights
  • When you opt in, correlate steps, distance, heart rate, and other Apple Health or Google Health Connect data with your journal entries to surface patterns and insights
  • Monitor performance, stability, and reliability

Your personal data is not sold and is not used for advertising purposes.

4. AI Processing

FloHub uses AI services to automatically process user content in order to provide features such as summaries, insights, and enhanced search. If you have opted in to Health & Fitness Data, that data (e.g. steps, distance, heart rate) is included alongside your journal entries as context so AI-generated insights can reflect it.

  • AI processing is limited to providing functionality to you
  • User content is not used to train global or shared AI models
  • User content is not reviewed by humans
  • Data is encrypted in our databases

5. Data Storage & Security

FloHub stores data using cloud infrastructure hosted on AWS via Neon, with services deployed through Vercel.

Security measures include:

  • Encryption of data in transit and at rest
  • Restricted access controls
  • Ongoing monitoring and security updates

No system is completely secure, and users are responsible for protecting access to their own devices.

6. International Data Transfers

Your data may be processed or stored in locations outside your country of residence as part of operating a global cloud infrastructure. We take reasonable steps to ensure appropriate safeguards are in place.

7. Data Sharing

We do not sell personal data. We may share information with trusted third-party service providers solely to operate FloHub, including:

  • Cloud hosting and infrastructure
  • Authentication services (e.g. calendar integrations)
  • Error and performance monitoring
  • AI service providers
  • Email and notification delivery
  • Weather and reverse-geocoding providers (Open-Meteo, and BigDataCloud as a fallback), which receive the coordinates of your location, without your name or account details, to return the forecast and a place name

We may also disclose information if required by law or to protect our rights.

8. Your Rights

Depending on your location, you have the right to:

  • Access your personal data
  • Request correction of inaccurate data
  • Delete your account and associated data (processed immediately)
  • Export your data in a portable format
  • Opt out of non-essential communications

These rights apply under applicable laws, including GDPR, the Australian Privacy Principles, and similar regulations.

9. Data Retention

We retain personal data only for as long as necessary to provide FloHub, comply with our legal obligations, resolve disputes, and enforce our agreements.

Active Accounts

  • Account information and user content (journal entries, tasks, habits, notes, and calendar-related data) are retained for as long as your account remains active

Inactive Accounts

  • If you haven’t signed in to or opened FloHub for 90 days, we’ll email you to ask whether you want to keep your account
  • If there’s still no activity 30 days after that email (we send a reminder 7 days before, and a final notice about 24 hours before), your account is deactivated. Your data is kept, and signing in or using the link in our emails restores it
  • 14 days after deactivation, the account and its data are permanently deleted, as described under Account Deletion below
  • Signing in at any point, or clicking “Keep my account” in any of these emails, cancels the process
  • This never applies to accounts with an active subscription or a lifetime purchase

Account Deletion

  • When you delete your account, your personal data and user content are deleted from our active systems immediately
  • Residual copies may persist in encrypted backups for up to 30 days before being permanently purged as part of our standard backup rotation

Health & Fitness Data

  • Health data synced from Apple Health or Google Health Connect is retained only for as long as the corresponding sync setting remains enabled
  • If you disable a health metric or delete your account, the associated health data is deleted from our active systems immediately

Location Data

  • Coordinates used to look up the weather are not saved to your account
  • Places saved for location reminders are kept only as long as the reminder exists, and are deleted when you remove the reminder, delete the task or habit, or delete your account

Technical, Usage & Diagnostic Data

  • App usage data, device information, and performance or crash diagnostics are retained for up to 12 months for troubleshooting and service improvement, after which they are deleted or anonymized
  • Push notification tokens are retained only while notifications remain enabled and are removed when you disable notifications or delete your account

Legal & Compliance Retention

  • Where required by law, or to establish, exercise, or defend legal claims, we may retain limited records (such as billing or transaction history) beyond the periods above, for as long as legally required

10. Children’s Privacy

FloHub is intended for users aged 13 and over. We do not knowingly collect personal data from children under 13.

11. Updates to This Policy

We may update this Privacy Policy from time to time. Material changes will be communicated through the app or via email.

12. Contact Us

If you have questions about this Privacy Policy or your data, contact us at:

Email: privacy@flohub.app

Last updated: September 27, 2026