Flowstate Privacy Policy
Effective date: July 1, 2026
Last updated: July 1, 2026
Who we are
Flowstate ("Flowstate," "we," "us") is a sales-coaching application for home-services technicians, operated by Flowstate Coaching LLC. This policy explains what we collect, why, how we handle it, and the choices you have. Questions: isaacdaniels512@gmail.com
Flowstate helps a technician improve. A technician records a sales visit, the app transcribes and grades it against a coaching rubric, and returns written coaching. Flowstate grades the technician, not the customer. We design the product to keep customer information to a minimum.
A note about recording
Flowstate records conversations that happen during in-home sales visits. Recording conversations is regulated by federal and state law, and in some states every person in the conversation must consent before recording. Technicians are responsible for obtaining any consent required by law and by company policy before recording. The app is designed for one-party-consent states (such as Georgia), where the technician's own consent to record is enough; it also supports an all-party-consent mode, with an in-app consent step, that a company can require. If you are a customer and do not want to be recorded, tell the technician and they can stop.
Information we collect
From technicians who use the app:
- Account information: name, email address, role (tech, coach, or admin), and the team you belong to. We store a salted hash of your password (PBKDF2-HMAC-SHA256), never the password itself.
- Recordings of sales visits that you choose to record — kept only momentarily (see Retention).
- Transcripts generated from those recordings.
- Scores and coaching reports generated from the transcripts, including per-step scores, ethical-lens scores, the Service Promise check, and written coaching.
- Consent records for each recording: that consent was confirmed, the method, and the consent mode in effect.
- A free-text job label that you choose for each call (e.g. "Water heater, Smyrna").
Information about other people that may appear in a recording:
- A recording may capture the voice and words of the customer and any other person present, and may incidentally include information they speak aloud (a first name, an address, the problem being discussed). We do not ask for, create profiles of, or maintain a separate database of customers. Any such information is incidental to recording the technician's side of the conversation.
Automatically:
- Basic technical information needed to operate the service (e.g. a request includes an IP address to reach our servers). We do not retain server access logs beyond what is operationally necessary for security and reliability.
- We do not use third-party advertising or tracking SDKs.
How we use information
- To transcribe, grade, and return coaching on your recorded visits.
- To show your history, progress, and (if your team uses them) a coach view and an opt-in leaderboard.
- To operate, secure, and support the service.
- To comply with law and enforce our Terms.
We do not sell your information, and we do not use it for advertising.
How grading and transcription work (subprocessors)
To provide the service we send audio and transcript text to providers that perform transcription and grading on our behalf:
- Transcription: Deepgram (or OpenAI Whisper as an alternate).
- Grading (AI coaching): Anthropic (Claude).
- Practice-mode voice synthesis: Deepgram (Aura text-to-speech) — used only to speak the fictional practice customer's lines and practice feedback aloud; the text of those fictional lines is the only thing sent for synthesis.
- Hosting and storage: Render.
These providers act on our instructions to deliver the service. Audio and transcript text sent to these APIs is processed to deliver the service and, under each provider's standard API business terms, is not used to train their models. Each of these providers is contractually bound to protect your data with safeguards that are the same as or equivalent to those described in this policy, and may not use it for any other purpose.
Before any recording or practice session is sent to these providers, the app shows you a disclosure naming them and describing exactly what is sent, and asks for your explicit agreement. You can review that disclosure anytime in Settings → Privacy.
How we share information
- Within your company: your coach or admin can see team-level performance and, per your company's policy, individual coaching reports. The leaderboard is opt-in and shows only a first name and an average score, never call contents.
- Subprocessors: as described above, to run the service.
- Legal: if required by law, or to protect rights, safety, or the integrity of the service.
- Business transfer: if Flowstate Coaching LLC is involved in a merger, acquisition, or sale of assets, information may transfer as part of that deal, subject to this policy.
We do not otherwise share your information.
Retention and deletion
- Audio is not retained. A recording is used only to produce your transcript and grade, and the raw audio is deleted as soon as it has been transcribed and graded. We keep the transcript, score, and coaching report — not the audio.
- Coaching history: transcripts, scores, and reports are kept as part of your coaching history until you delete your account (or your company offboards you), so you and your coach can track progress over time.
- Account deletion: you can delete your account at any time from the app's Settings screen. Deleting your account permanently removes your account and all of your calls, transcripts, scores, reports, and practice sessions from our active systems.
- Backups: deleted data may persist in encrypted backups for up to 30 days before being overwritten.
Security
- Traffic between the app and our servers is encrypted in transit (HTTPS/TLS).
- Authentication tokens are signed; passwords are stored only as salted PBKDF2 hashes; the sign-in token is held in the device Keychain. Access is limited to what is needed to run the service.
- No method of storage or transmission is perfectly secure, and we cannot guarantee absolute security.
Your choices and rights
- Access and deletion: you can view your data in the app and delete your account from Settings.
- The leaderboard is off by default and entirely opt-in.
- Depending on where you live, you may have additional rights (to access, correct, or delete personal information). To make a request, contact isaacdaniels512@gmail.com.
Customers who were recorded
If you were a customer on a recorded visit and have questions, or want a recording reviewed or deleted, contact isaacdaniels512@gmail.com and we will work with the technician's company to address your request, consistent with law. (Note: raw audio is not retained after grading; transcripts may exist.)
Children
Flowstate is a workplace tool for technicians and is not directed to children. We do not knowingly collect information from anyone under 18.
Changes to this policy
We may update this policy. We will post the updated version with a new "Last updated" date and, where appropriate, notify users in the app.
Contact
Flowstate Coaching LLC
isaacdaniels512@gmail.com
3540 Odessa Way, Loganville, GA 30052