Information We Collect and How We Use It

Personal Information

When signing up for Floutwork, we collect your first name and email address. This information is solely for providing and improving our service, communicating important updates, and supporting your account.

Productivity Metrics

To help you understand, visualize, and improve your productivity habits, Floutwork tracks specific activity metrics. These metrics include:

• Mouse clicks: The total number of mouse clicks within the app.

• Key presses: The total count of keystrokes (individual letters or numbers are never stored).

• Scroll actions: Instances of scrolling within Floutwork.

• Context switches: Number of times you switch between apps or tabs.

• Web app usage: The domains of websites you use (specific pages or content are not tracked).

These metrics are collected exclusively to provide you with insights into your productivity patterns, enabling you to identify strengths, areas for improvement, and achieve your productivity goals. You maintain full control over these insights, and you can manage, delete, or completely disable productivity metric tracking from the Productivity Dashboard under Settings.

AI Chat Features

Floutwork offers AI-driven productivity enhancements powered by third-party AI services (e.g., OpenAI, Anthropic Claude, Google Gemini, Perplexity, Grok). Messages you send to and receive from these AI models are stored within Floutwork to facilitate seamless interaction and continuity. These messages may also be processed and temporarily stored by the respective AI providers in accordance with their own privacy policies, available on their official websites. Floutwork maintains API-level agreements with these providers that prohibit the use of your data for model training.

AI Memory

Floutwork's AI assistant can create and store "memories" — short summaries of preferences, context, and information you share during conversations or within your notes. These memories allow the AI to provide more personalized and contextually relevant responses over time. AI memories are:

• Generated automatically from your interactions with the AI assistant and your notes.

• Visible to you at all times within the Floutwork app.

• Fully within your control — you can view, delete individual memories, or delete all memories at any time from the AI settings. When you delete a memory, it is permanently removed from Floutwork's servers.

When you delete a memory, it is permanently removed from Floutwork's servers.

Contextual Search (RAG) and Embeddings

To provide relevant AI responses grounded in your own content, Floutwork generates mathematical representations (called "embeddings") of your notes, tasks, AI conversations, and uploaded files. These embeddings are used solely to help the AI find and reference your content when answering questions. Embeddings are:

• Derived from your content and stored securely on Floutwork's servers.

• Not human-readable — they are numerical vectors that represent the meaning of your content.

• Not shared with third parties — only the relevant text snippets retrieved through embeddings are sent to AI providers when you use the AI assistant.

• Deleted when you delete the associated source content (e.g., deleting a note also deletes its embeddings).

AI Model Training

Your content, conversations, memories, and embeddings are never used to train, fine-tune, or improve any AI models — whether Floutwork's own systems or those of third-party AI providers. Floutwork's agreements with AI providers explicitly prohibit the use of your data for model training purposes.

Automated Data Processing

Floutwork uses automated processing to enhance your productivity experience. This includes:

• Generating embeddings from your content to power contextual AI search.

• Extracting AI memories from your conversations and notes.

• Analyzing productivity metrics to generate insights and visualizations.

These automated processes do not make decisions that produce legal or similarly significant effects on you. They are used solely to improve the functionality and relevance of Floutwork's features. You can disable AI features or delete any automatically generated data (memories, embeddings) by deleting the associated source content or through the AI settings in the app.

Outlook and Gmail Integration

Floutwork's built-in apps, including Calendar (within the Tasks app) and Inbox Cleaner, offer integrations with Outlook and Gmail. All email and calendar data accessed through these integrations are stored exclusively on your device. Floutwork never transmits or stores this sensitive information on our servers or third-party systems. This integration uses OAuth authentication provided by Google and Microsoft, securely authorizing Floutwork to interact with your accounts without accessing or storing your passwords. You can revoke access at any time directly within the Floutwork app.

Password Vault and Third-Party Website Login Information

Passwords you store in Floutwork’s Password Vault app, including login credentials for third-party websites, are securely encrypted and stored solely on your device. These credentials facilitate faster logins via autofill features. Passwords and login information are never transmitted to Floutwork servers, ensuring your sensitive credentials remain private. You have complete control and can permanently delete your vault data or opt out of saving passwords anytime via the Password Vault app settings.

Log Data

To enhance service quality, we collect log data such as device identifiers, operating system versions, app configuration details, usage times, and app performance metrics. This data helps us identify and resolve technical issues and continuously improve your user experience.

Cookies

Cookies are utilized to improve service quality and personalize your experience by understanding your usage patterns. You can manage or disable cookies through your browser settings.

Third-Party Service Providers

We engage trusted third-party services to enhance Floutwork's functionality. These providers fall into the following categories:

• Analytics providers: To understand app usage patterns and improve usability.

• AI language model providers: To power AI chat and productivity features (e.g., OpenAI, Anthropic, Google, Perplexity, xAI). These providers process your data only to generate responses to your queries and are contractually prohibited from using your data for model training.

• Cloud infrastructure providers: To securely host and store your data.

• Communication providers: To deliver transactional emails such as account notifications.

All providers access only the minimal necessary information and adhere strictly to confidentiality and data security obligations. A current list of specific subprocessors is available upon request by contacting hello@floutwork.com.

Security

Your data security is paramount. We employ advanced encryption technologies, secure storage practices, and industry-standard security measures to protect your personal information. However, please note that no method of internet transmission or electronic storage is entirely infallible.

Google Account Authentication

Accounts are added to the Service using OAuth authentication mechanism provided by Google. OAuth is a secure mechanism which gives the Service access to your Google or Outlook account data without letting us know your password. This token is valid during your use of the Service. If you remove an account, all data associated with the account will be deleted.

We only use the authorization to support certain Service features that let you manage your emails/calendar events at your discretion and on your behalf. This information is stored locally on your device, and not stored on our servers or any third-party servers.

The Service will require access to your Google account(s) and user data for the following purposes:

• To access and retrieve your email messages (i) to display a count of unread messages; (ii) to display your unread, read, draft, deleted, archived, sent, and flagged email messages; (iii) to read, display, retrieve, and download any files attached to your email messages; and (iv) to move messages you choose to your Archive or Trash folders;

• To access your Google account(s) in order to send email messages from your account(s) through the Service;

• To access your Google account(s) in order to read, send, and book calendar events on your behalf and at your discretion;

Floutwork's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Data Sharing and Disclosure

Floutwork never sells, trades, or rents your personal information. Any data shared externally is aggregated and anonymized strictly for analytical purposes aimed at improving our service.

Children’s Privacy

Our services are not intended for users under 13 years of age. If we discover personal information from individuals under this age, we will immediately delete it from our servers. If you are a parent or guardian and you are aware that your child has provided us with personal information, please contact us so that we will be able to do necessary actions.

Links to External Sites

Floutwork may provide links to third-party websites. We encourage you to review the privacy policies of external sites, as we do not control or assume responsibility for their data practices.

Data Retention

ersonal data collected by Floutwork is retained only as long as necessary to provide services, comply with legal obligations, or resolve disputes. Unnecessary data is regularly purged. Specific retention practices include:

• AI chat messages: Retained until you delete the conversation.

• AI memories: Retained until you delete individual memories or all memories.

• Embeddings: Retained until the associated source content (note, task, conversation, or file) is deleted, at which point embeddings are also permanently removed.

• Productivity metrics: Retained until you delete them or disable tracking.

• Account data: Retained until you delete your account, at which point all associated data is permanently removed.

• Third-party AI providers: May retain copies of your AI interactions for up to 30 days in accordance with their data processing agreements, after which they are deleted.

Your Rights and Choices

You have complete control over your data and can:

• Access, correct, or delete your personal information.

• Download your data.

• Opt-out of productivity metric tracking.

• Disconnect email and calendar accounts anytime.

• View, delete individual, or delete all AI memories.

• Delete AI conversations, which also removes associated memories and embeddings.

• Delete notes, tasks, and files, which also removes associated embeddings.

• Request a complete deletion of all your data by contacting our support team.

These actions can be executed directly within the Floutwork app or by contacting our support team.

International Users

Floutwork is operated from the United States. If you access Floutwork from outside the United States, please be aware that your data may be transferred to, stored, and processed in the United States, where data protection laws may differ from those in your jurisdiction. By using Floutwork, you consent to the transfer of your information to the United States and its processing there. We apply the same privacy protections described in this policy to all users regardless of location.

Policy Updates

We periodically review and update our Privacy Policy to align with service enhancements and regulatory requirements. Changes become effective upon posting on this page, and we encourage regular review to stay informed.