Privacy policy

FloBook LLC, doing business as FloBook.ai ("FloBook", "we") provides an AI phone receptionist to appointment businesses. This policy explains what we collect from those businesses and from the people who call them, and what we do with it.

Who the data belongs to

When a business uses FloBook, that business determines why and how its client information is used, and FloBook generally processes that information on the business's instructions. The business is responsible for its notices, permissions, settings, and lawful use of client information. FloBook also acts for its own purposes when operating accounts, securing and improving the service, preventing abuse, meeting legal obligations, and communicating with business owners.

What we collect

• From business owners and staff: name, email, phone number, business details, staff schedules, services and prices, account activity, settings, support communications, and billing records. Payment card details are handled by our payment processor; FloBook does not receive full card numbers.
• From callers and clients: phone number, name, communications, appointment and preference information, consent and opt-out records, call metadata, and whatever a person tells the receptionist. Call audio may be collected where the business enables recording. Calls may be transcribed so the assistant can operate and the business can review what occurred, subject to the business's settings and applicable law.
• From connected services: calendar availability and events, booking-system services, staff and appointments, public business-listing information, website content, and other information needed for the connections the business enables.
• From this website: pages visited, referring campaign information, device and browser data, approximate location derived from an internet address, cookie choices, and anything submitted through a claim, contact, login, or support form.

How we use information

• Provide calls, booking, scheduling, messaging, reminders, waitlists, reviews, reporting, support, and connected-service features.
• Authenticate users, apply permissions, prevent spam and abuse, investigate failures, and protect FloBook and its users.
• Operate billing, maintain records, comply with law, and enforce our terms.
• Improve reliability and the business-specific assistant using that business's information and feedback.
• Provide the dashboard support assistant, process support-chat messages with an AI model, and create or route a support request when an account user asks us to do so.
• Measure our own marketing and understand which public pages lead businesses to contact us.

Advertising cookies

When we advertise on Facebook and Instagram, we use Meta's measurement cookie to see which ads lead a business to request an onboarding call. It records the pages visited and whether the request form was submitted; it never receives your callers' details, call recordings or appointment data. Where the law requires a choice, we ask before it loads and you can decline with no loss of function. You can change your choice at any time by clearing this site's cookies in your browser, or by emailing us.

Mobile information

Mobile information will not be shared with third parties or affiliates for marketing or promotional purposes. All other categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

Google user data: Limited Use

FloBook's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. We request Google Calendar access only to read availability and to create, change, and cancel the appointments FloBook books on your behalf. We do not use Google Calendar data for advertising, we do not sell it, we do not allow humans to read it except with your explicit permission, to comply with law, or for security investigation, and we do not use it to train generalized AI models.

Call recording

Recording is a per-business setting and can be turned off. Where it is on, the disclosure played at the start of the call names the business, not FloBook. Recordings and transcripts are stored privately and served only through short-lived links to people the business has authorized. Businesses choose a retention period, after which recordings are deleted automatically.

Who we share with

We disclose information to service providers needed to run FloBook, including telephone and messaging carriers, voice-AI and model providers, hosting and storage providers, calendar and booking services a business connects, payment, email, analytics, fraud-prevention, and support providers. We may also disclose information at a business's direction, in a business transfer, to protect rights and safety, or where law requires it. Providers may process data in the United States and other countries where they operate. Where a provider offers a setting that prevents generalized model training on customer content, we use that setting. We do not sell callers' or clients' personal information or share it for cross-context behavioral advertising.

How long we keep it

We keep information only as long as reasonably needed for the purposes above. Account, billing, security, consent, and transaction records may be retained after an account closes where needed for legal, tax, dispute, fraud-prevention, and backup purposes. A business chooses its available recording and transcript retention setting, and deletion from active systems may take time to reach backups and third-party providers. Claim and contact details are kept while we follow up and for a reasonable business-record period, unless deletion is requested and no legal reason requires retention.

Your choices

A caller or client should normally contact the business they dealt with because that business controls the client relationship and can verify the request. Requests can also be sent to us. A business owner can request access, correction, export, or deletion by emailing hello@flobook.ai. Depending on where you live, you may also have rights to access, correct, delete, restrict, or object to processing, or to appeal a decision. We may need to verify identity and may retain information where law allows or requires it.

Security

We use administrative, technical, and organizational safeguards designed to protect information, including encryption in transit and at rest, account permissions, business-level data controls, restricted recording links, logging, and backups. No service can guarantee absolute security. More detail is on our AI disclosure and security page.

Children

FloBook is a business tool and is not directed to children under 13.

Changes and contact

If we make a material change we'll tell account holders by email before it takes effect. Questions: hello@flobook.ai, or FloBook LLC, doing business as FloBook.ai.