Privacy Policy

Last updated

Last updated: July 16, 2026

Overview

PaidFlow AI is an AI-powered payment collection assistant designed to help freelancers manage payment reminders, email follow-ups, and collection status tracking. This Privacy Policy explains how we collect, use, store, share, and protect information when you use PaidFlow AI.

Information we collect

We collect only the information needed to provide the payment collection workflow, operate the app, maintain account access, support subscriptions, improve reliability, and protect the service from misuse.

Account information

When you create an account, we may collect your name, email address, login information, account status, and subscription status.

Collection case information

When you create a collection case, we may collect client name, client email address, project name, payment amount, currency, due date, collection stage, reminder frequency, payment confirmation status, collection completion date, and related collection history.

Reminder and email information

PaidFlow AI stores information related to payment reminders, including email subject, email body, reminder status, delivery status, open detection status, open count, reminder sent date, and timeline events.

Email tracking is used only to help users understand whether a reminder may have been delivered or opened. PaidFlow AI does not treat email opens as proof of payment.

Optional supporting documents

You may upload supporting documents related to a collection case. In Version 1, PaidFlow AI does not perform OCR, invoice extraction, accounting analysis, or automatic payment detection on uploaded documents.

Subscription information

If you subscribe to PaidFlow AI Pro, your subscription is processed by Google Play or another authorized payment provider. PaidFlow AI may store subscription-related status information such as plan type, subscription status, renewal or expiration information, and purchase provider.

PaidFlow AI does not directly collect or store your payment card information.

Technical and push notification information

We may collect and process limited technical and notification-related information necessary to operate, secure, and deliver the service, including app version and platform information, Firebase installation identifiers, Firebase Cloud Messaging registration tokens, notification permission and preference status, notification delivery and interaction events where available, app usage events, error logs, authentication status, and security logs.

A Firebase installation identifier identifies an installation of the app and does not by itself directly identify a person or physical device. PaidFlow AI does not use notification identifiers for advertising or marketing.

How we use information

We use collected information to create and manage accounts, create and manage collection cases, generate AI-assisted reminder emails, send reminder emails, track delivery and open status, display timelines and dashboard statistics, stop reminders after payment confirmation, manage Free and Pro access, provide support, improve reliability and security, prevent abuse, deliver service-related push notifications, route notifications to the correct signed-in user and device, store notification preferences, and prevent duplicate email-open notifications.

We do not use collection case data to automatically determine whether payment has been received. Payment confirmation is always controlled by the user.

AI processing

PaidFlow AI uses AI services to generate payment reminder content. The information sent for AI reminder generation may include client name, project name, amount, currency, due date, collection stage, reminder number, and relevant collection context.

AI-generated content is used only to help create reminder emails. PaidFlow AI does not provide legal, financial, accounting, or debt collection advice.

Email delivery and tracking

PaidFlow AI uses email delivery providers such as SendGrid to send reminder emails. To send and track reminders, we may share necessary email-related data with our email service provider, including recipient email address, sender information, email subject, email body, delivery metadata, open tracking events, and custom identifiers needed to connect email events to the correct collection case.

Email open tracking may not always be accurate because some email apps block tracking images or prevent tracking pixels from loading. Email tracking is informational only and is not used to infer payment completion.

When SendGrid reports an email open event, PaidFlow AI may send an optional push notification to the user who owns the related collection case. An email open event indicates that the email or its tracking content was opened or loaded. It does not confirm that the recipient read the entire message, acknowledged the payment request, intends to pay, or completed payment. Push notifications are informational only and do not change the payment status of a collection case.

How we share information

We do not sell your personal information. We may share limited information with service providers only when necessary to operate PaidFlow AI, including AI processing providers, email delivery providers, cloud hosting and database providers, app store subscription providers, analytics, security, error monitoring, customer support tools, and push notification providers such as Google Firebase Cloud Messaging.

Firebase Cloud Messaging may process application version information, Firebase installation identifiers, registration tokens, and related technical information necessary to deliver notifications.

We may also disclose information if required by law, legal process, security obligations, or to protect the rights, safety, and integrity of PaidFlow AI and its users.

Subscription and payment providers

PaidFlow AI subscriptions are handled through Google Play or another authorized payment provider. These providers may process payment, billing, subscription, refund, and account-related information according to their own policies. PaidFlow AI does not directly process credit card payments.

Data retention

We retain user data for as long as necessary to provide the service, maintain collection history, comply with legal obligations, resolve disputes, prevent abuse, and support account recovery. Collection history and timeline records are preserved so users can review past payment collection activity.

If you request account deletion, we will delete or anonymize personal information where reasonably possible, unless retention is required for legal, security, fraud-prevention, or operational reasons.

Data security

We use reasonable technical and organizational measures to protect user information, including authentication controls, server-side API key protection, access restrictions, database privacy rules, secure third-party service providers, and monitoring for misuse or unauthorized access.

No system is completely secure. We cannot guarantee absolute security of information transmitted or stored through the service.

Your choices and rights

Depending on your location, you may have rights to access your personal information, correct inaccurate information, request deletion of your account or personal data, object to certain processing, request a copy of your data, or withdraw consent where applicable.

You may enable or disable PaidFlow AI notifications in Account settings and change notification permissions through Android system settings. To make a request, contact us at the support email listed below.

Children's privacy

PaidFlow AI is intended for freelancers, small business owners, and professional users. PaidFlow AI is not intended for children under 13, and we do not knowingly collect personal information from children. If you believe a child has provided personal information to PaidFlow AI, please contact us so we can take appropriate action.

International data processing

PaidFlow AI may process data through service providers located in different countries. By using PaidFlow AI, you understand that your information may be processed outside your country or region, subject to applicable laws and safeguards.

Third-party links

PaidFlow AI may contain links to third-party services, such as app store subscription management pages or support resources. We are not responsible for the privacy practices of third-party websites or services.

Website Analytics

We may use Google Analytics to understand website traffic, page visits, device type, referral sources, and general usage patterns. We do not use analytics to collect payment details, client names, invoice content, or collection case information.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time. When we make changes, we will update the Last updated date. Continued use of PaidFlow AI after changes means you accept the updated Privacy Policy.

Contact us

If you have questions about this Privacy Policy or want to request access, correction, or deletion of your data, contact us at personaguideai@gmail.com.