PULSE FLOW Privacy Policy

Introduction

Pulse Flow ("we," "us," or "our") is committed to protecting the privacy and security of your personal information. This Privacy Policy explains what information we collect, how we use and share it, and the rights and choices available to you when you use our online platform available at thepulseflow.com (the "Site"), as well as our iOS and Android applications (collectively, the "Apps" or the "Platform").

By accessing or using the Platform, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with its terms, please discontinue use of the Platform. This Policy is intended to comply with applicable global data protection laws, including the General Data Protection Regulation (GDPR), the California Consumer Privacy Act (CCPA/CPRA), and other applicable privacy frameworks.

1. Information We Collect

We collect information in the following categories:

1.1 Personal Identification Information

Collected during account registration and ongoing account management, this includes:

• Full name and username
• Email address and phone number
• Account password (stored using industry-standard hashing; we do not store plaintext passwords)

1.2 Business Information

To verify your organization and administer your account, we collect:

• Business name, address, and contact details
• Billing and administrative information necessary to fulfill your subscription

1.3 Operational and Staff Data

To facilitate your event and field operations management, we process:

• Staff names, job roles, and assigned login credentials
• Event and operational details entered into or generated by the Platform

1.4 Voice Data and AI-Processed Content

When you use our "Charlie" AI assistant in push-to-talk (PTT) features, we collect and process:

• Raw Voice Recordings: Audio clips captured during PTT interactions. Retention periods are 30 days for Free Tier accounts and 90 days for Paid Tier accounts, after which recordings are permanently deleted.
• Transcripts: Textual transcriptions generated from voice recordings, retained in our secure database for operational history and audit purposes. Transcripts are retained until you submit a deletion request.
• AI Analysis Outputs: Intent extraction and business logic outputs generated by our AI engine. These are used solely to deliver Platform functionality.

1.5 Zone Tracking and Location Data

Pulse Flow does not use GPS or precise geolocation tracking. Our "Zone Tracking" feature infers staff presence and operational context from mentions and communications within PTT radio conversations to generate real-time operational snapshots. No precise device coordinates are collected or stored.

1.6 Usage and Technical Data

We automatically collect technical and usage information to operate, maintain, and improve the Platform, including:

• Pages visited, features accessed, session duration, and interaction logs
• IP address, browser type and version, operating system, and device identifiers
• Hardware capability data required to support physical PTT button mapping

1.7 Financial and Billing Data

Payment transactions are processed securely by Stripe, Inc. We do not receive or store your full credit card number or other sensitive payment instrument details on our servers. We do retain:

• Transaction reference identifiers
• Credit usage logs and billing history for accounting and audit purposes
• Subscription status and renewal records

For information on how Stripe handles your payment data, please review Stripe’s Privacy Policy at stripe.com/privacy.

2. How We Use Your Information

We use the information we collect for the following lawful purposes:

• Service Delivery: To provide, operate, and maintain the Platform, including real-time voice synchronization, AI-driven task management, and PTT functionality.
• Account and Subscription Management: To manage user accounts, process subscription payments, track Charlie credit usage, and send administrative alerts.
• Customer Support: To respond to inquiries, troubleshoot issues, and fulfill your requests.
• Communications: To send technical notifications, security alerts, and—with your prior consent—marketing updates. You may withdraw your consent to marketing communications at any time by using the opt-out mechanism in any such communication.
• Security and Fraud Prevention: To monitor for, detect, investigate, and prevent unauthorized access, fraudulent activity, and misuse of the Platform.
• Legal Compliance: To comply with applicable laws, regulations, legal processes, and enforceable governmental requests.
• Platform Improvement: To analyze usage trends and improve the performance, features, and user experience of the Platform. Where possible, such analysis is performed on aggregated or de-identified data.
• Data Integrity and Backup: To maintain business continuity through secure, redundant data storage practices.

3. How We Share Your Information

We do not sell your personal information. We may share information only in the following limited circumstances:

3.1 Service Providers and Sub-Processors

We engage trusted third-party service providers to help us deliver the Platform. These include hosting and infrastructure providers, payment processors (Stripe), and external AI analysis engines. All service providers and sub-processors are contractually required to: (a) process your data only on our documented instructions; (b) implement appropriate technical and organizational security measures; and (c) not use your data for their own independent purposes, including the training of AI or machine learning models.

3.2 Legal Obligations and Rights Protection

We may disclose your information when required by applicable law, regulation, court order, or valid governmental process, or where we have a good-faith belief that disclosure is reasonably necessary to: protect the rights, property, or safety of Pulse Flow, our users, or the public; or detect, prevent, or respond to fraud, security threats, or other illegal activity.

3.3 Business Transfers

In the event of a merger, acquisition, financing, reorganization, bankruptcy, or sale of all or a portion of our assets, your information may be transferred as part of that transaction. We will provide notice before your personal information is transferred and becomes subject to a different privacy policy.

3.4 With Your Consent

We may share your information with third parties for purposes not described in this Policy when we have obtained your explicit consent to do so.

4. Data Retention

We retain personal information for as long as necessary to fulfill the purposes for which it was collected, comply with our legal obligations, resolve disputes, and enforce our agreements. Specific retention periods include:

• Raw voice recordings: 30 days (Free Tier) or 90 days (Paid Tier), then permanently deleted.
• Voice transcripts and AI analysis outputs: Retained indefinitely unless a deletion request is submitted by the account holder.
• Account and operational data: Retained for the duration of the account relationship and for a reasonable period thereafter as required by law or legitimate business need.
• Billing and transaction records: Retained for a minimum of seven (7) years in compliance with applicable financial recordkeeping requirements.

5. Data Security

We implement industry-standard administrative, technical, and physical safeguards designed to protect your information from unauthorized access, use, alteration, or disclosure. All data is stored on secure servers located in the United States. Measures include, but are not limited to, encryption of data in transit (TLS) and at rest, access controls and authentication requirements, and regular security assessments.

While we make every reasonable effort to protect your information, no method of electronic storage or internet transmission is completely secure. We cannot guarantee absolute security and encourage you to use strong passwords and maintain the confidentiality of your account credentials. In the event of a data breach that is likely to result in a high risk to your rights and freedoms, we will notify you and relevant authorities as required by applicable law.

6. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to operate and improve the Platform. Our cookie practices are as follows:

• Essential Cookies: Required for core Platform functionality, including session management and authentication. These cannot be disabled without affecting the usability of the Platform.
• Analytical Cookies: Used to understand how users interact with the Platform. These may be governed by the privacy policies of our analytics partners (e.g., Google Analytics). We do not store personally identifiable information in cookies—only session identifiers.
• Marketing Cookies: We do not currently use marketing or advertising cookies. Should this change, we will update this Policy and obtain appropriate consent.

Where required by law, we will obtain your consent before placing non-essential cookies on your device. You may manage your cookie preferences through your browser settings, though disabling certain cookies may limit Platform functionality.

7. Your Privacy Rights and Choices

Depending on your jurisdiction, you may have the following rights regarding your personal information. We will respond to verified requests within the timeframes required by applicable law (generally 30 days, with extensions where permitted):

• Right of Access: You may request a copy of the personal information we hold about you.
• Right to Rectification: You may request correction of inaccurate or incomplete personal information. Account holders may update profile and business data directly through account settings.
• Right to Erasure ("Right to Be Forgotten"): You may request deletion of your account data and transcripts at any time. Requests are subject to any overriding legal obligations we have to retain certain records.
• Right to Restriction of Processing: In certain circumstances, you may request that we limit the processing of your personal information.
• Right to Data Portability: Where technically feasible and required by law, you may request your personal information in a structured, commonly used, and machine-readable format.
• Right to Object: You may object to certain processing activities, including direct marketing communications.
• Right to Withdraw Consent: Where processing is based on your consent, you may withdraw that consent at any time without affecting the lawfulness of processing prior to withdrawal.
• Non-Discrimination: We will not discriminate against you for exercising any of your privacy rights.

To exercise any of the above rights, please contact us using the information in Section 11 below. We may need to verify your identity before processing your request.

8. International Data Transfers

Pulse Flow is operated from and stores data in the United States. If you access the Platform from outside the United States, your information will be transferred to and processed in the United States, which may have data protection laws that differ from those in your country.

Where required by applicable law (including the GDPR for transfers from the European Economic Area), we rely on appropriate safeguards for international data transfers, such as Standard Contractual Clauses approved by the European Commission. By using the Platform, you acknowledge that your information may be processed in the United States.

9. Children’s Privacy

The Platform is intended solely for professional use and is not directed to individuals under the age of 13 (or the applicable age of digital consent in your jurisdiction). We do not knowingly collect personal information from children. If we become aware that a child has provided us with personal information without verifiable parental consent, we will take prompt steps to delete such information from our records.

If you believe that a child has provided us with personal information, please contact us immediately at the address listed in Section 11.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or for other operational reasons. When we make material changes, we will notify you by posting the revised Policy on the Platform with an updated "Last Updated" date and, where required by law or where changes are material, by sending a notification to the primary email address associated with your account.

Your continued use of the Platform after the effective date of any revised Privacy Policy constitutes your acceptance of the changes. We encourage you to review this Policy periodically.

11. Contact Us

If you have any questions about this Privacy Policy, wish to exercise your data rights, or have a privacy-related concern, please contact us at:

We are committed to resolving privacy concerns promptly and transparently. If you are located in the European Economic Area and believe your rights under the GDPR have not been addressed to your satisfaction, you have the right to lodge a complaint with your local supervisory authority.