Privacy Policy

1. Who this applies to

This policy covers two groups: business account holders who sign up to use ReminderFlow, and the customers of those businesses whose contact information is entered into the service so they can receive appointment reminders. If you received a text or email reminder and want to stop receiving them, reply STOP to the text or use the unsubscribe link in the email — you don't need to contact us directly for that.

2. What we collect

• Account information: your name, email address, business name, and business mailing address.
• Customer information you enter: names, email addresses, phone numbers, service and appointment details for the people you're sending reminders to, and a record of whether and how they consented to receive them.
• Calendar data (only if you connect one): if you connect Google Calendar or Microsoft Calendar, we read event titles, times, descriptions, and attendee email addresses from that calendar in order to create reminders automatically.
• Billing information: handled directly by our payment processor, Stripe — we do not receive or store your card number.
• Usage activity: a log of reminders sent, imports, and calendar syncs on your account, shown to you on your dashboard.

3. Why we collect it

We use this information only to operate the service: sending the reminders you configure, keeping your dashboard and calendar sync up to date, processing payment for paid plans, and providing support if you contact us. We do not use it for advertising, and we do not sell personal information to third parties.

4. Who we share it with

We share personal information only with the service providers we use to run ReminderFlow, and only as needed for them to perform that function:

• Twilio — delivers SMS reminders.
• Resend — delivers email reminders.
• Stripe — processes subscription payments.
• Supabase — hosts our database and authentication.
• Google / Microsoft — only if you choose to connect a calendar, to read your appointment events.

Some of these providers store or process data on infrastructure located outside Canada, including in the United States. By using the service, you acknowledge your information may be stored or accessed outside Canada as a result.

5. How long we keep it

We retain account and customer data for as long as your account is active. If you close your account, or ask us to delete specific customer records, contact us and we will delete the data we control, except where we're required to keep it (for example, billing records required for tax purposes).

6. Security

We use reasonable administrative and technical safeguards to protect the information in our systems. No method of storage or transmission is completely secure, and we can't guarantee absolute security.

7. Your rights

Under BC PIPA, you have the right to:

• Ask what personal information we hold about you and request a copy of it.
• Ask us to correct inaccurate information.
• Withdraw consent to our continued use of your information, subject to legal or contractual restrictions.
• File a complaint with the BC Office of the Information and Privacy Commissioner (OIPC) if you believe we haven't handled your information properly.

8. If a business's customer is contacted by us

If you received a reminder from a business using ReminderFlow, that business is the one responsible for having obtained your consent to be contacted, and for the accuracy of your contact details — we act on their behalf as their service provider. Any questions about why you're receiving reminders should go to that business directly; you can always opt out immediately using STOP or the unsubscribe link.

9. Breach notification

If a breach of security safeguards occurs that creates a real risk of significant harm, we will notify affected individuals and the BC OIPC as required by law.

10. Changes to this policy

We may update this policy from time to time. Material changes will be reflected here with an updated date, and account holders will be asked to re-accept our terms where required.

11. Contact us

Questions about this policy, or requests to access, correct, or delete your information, can be sent through the support contact available in your ReminderFlow dashboard.