Privacy Policy

Effective Date: November 29, 2025

Venture Flow (“we,” “us,” “our”) is committed to protecting your personal, business, and operational information with the highest level of care. This Privacy Policy explains what information we collect, how we use it, how we access and handle your systems, and the rights available to you.

By using our website, purchasing our services, or providing information to us, you agree to this Privacy Policy.

1. INFORMATION WE COLLECT

1.1 Personal Information You Provide

We collect information that you voluntarily provide, which may include:

  • name

  • email address

  • billing information

  • address

  • phone number

  • communication preferences

  • form responses

  • business profile details

We do not store or process full payment card numbers. These are handled by secure payment processors (see Section 5.5).

1.2 Business & Operational Information

To deliver advisory, diagnostic, and implementation services, we may collect or be given access to:

  • business workflows and SOPs

  • operational systems or backend structures

  • launch plans, calendars, or data

  • sales, performance, and analytics data

  • configurations of tools, integrations, and platforms

  • subscriber or customer information (as required by the project)

This information is used strictly for delivering the Services.

1.3 System Access Information

To perform implementation work, you may grant us access to business systems, such as:

  • payment platforms (Stripe, PayPal)

  • email service providers

  • CRMs

  • automation platforms (Make, Zapier)

  • scheduling systems

  • course platforms

  • analytics tools

  • cloud storage or dashboards

We only access the systems necessary for the agreed scope of work.

Whenever possible, we request user-level access instead of password sharing.

1.4 Automatically Collected Information

When you visit our website, we may automatically collect:

  • IP address

  • device type

  • browser details

  • cookies and tracking technologies

  • website navigation behavior

This information helps us improve our site and user experience.

2. HOW WE USE YOUR INFORMATION

We use your personal and business information to:

  • deliver the Services you purchased

  • prepare diagnostic analysis or reports

  • configure systems, tools, automations, and workflows

  • communicate about project timelines and requirements

  • send booking confirmations and onboarding messages

  • process payments and invoices

  • respond to questions or support needs

  • maintain internal records

  • improve our services and website performance

We do not sell your information, share it with advertisers, or use it for marketing outside the scope of your engagement.

3. ACCOUNT ACCESS & SECURITY

3.1 How We Handle System Access

When you provide access to your tools and platforms, Venture Flow will:

  • use secure access methods whenever available

  • restrict access internally to personnel working on your project

  • store passwords only when necessary and only for the duration of the project

  • never share your credentials externally

  • remove access when the project is complete

  • operate within the scope of work agreed upon

We do not make changes unrelated to the project or outside your explicit instructions.

3.2 Sensitive Data Handling

In the course of implementation work, we may view operational or customer data, such as:

  • subscriber lists

  • customer records

  • transaction history

  • automation logs

  • internal dashboards

We do not export, download, or store customer data unless required for the project and explicitly agreed upon.

We will never use your customer or subscriber information for our own business purposes.

3.3 No Liability for Client-Side Security Practices

Venture Flow is not responsible for:

  • compromised accounts due to weak or reused passwords

  • passwords shared through insecure channels

  • unauthorized access by client team members or contractors

  • platform-level vulnerabilities or breaches

  • changes you or your team make during implementation

Clients remain fully responsible for the ongoing security of their accounts.

4. HOW WE PROTECT YOUR INFORMATION

Venture Flow uses reasonable physical, administrative, and technical safeguards to protect your information, including:

  • secure internal workflows

  • limited-access storage

  • encrypted communication channels when applicable

  • restricted access to sensitive systems

  • prompt removal of access after project completion

  • careful handling of credentials and business data

No method of electronic transmission is completely secure. We cannot guarantee absolute security, but we apply industry-standard practices at all times.

5. DATA SHARING

We only share your information when necessary.

5.1 Internal Team & Subcontractors

We may share limited information with internal contractors or authorized personnel assisting with your project.
All individuals follow the same confidentiality and security obligations outlined in this Policy.

5.2 Service Providers

We use third-party providers for:

  • scheduling

  • email delivery

  • file storage

  • communication

  • website hosting

  • automation infrastructure

They may have limited access to necessary data but are not authorized to use it beyond what is required for service delivery.

5.3 Payment Processors (Stripe & Paythen)

Venture Flow does not collect or store full payment card information.

Payments are processed by:

  • Stripe

  • Paythen

These processors collect, store, and process payment information under their own Privacy Policies and Terms.

You can review their policies here:

Stripe Privacy Policy: https://stripe.com/en-ca/privacy
Stripe Terms of Service: https://stripe.com/en-ca/legal/ssa

Paythen Privacy Policy: https://paythen.co/privacy
Paythen Terms of Service: https://paythen.co/terms

Venture Flow is not responsible for:

  • how Stripe or Paythen store or handle your financial data

  • subscription renewals, retries, declines, or failed charges

  • technical issues or outages on their platforms

  • chargeback decisions or payment disputes

Payment-related questions must be directed to the applicable platform.

5.4 Legal Requirements

We may disclose information to comply with:

  • law enforcement

  • regulatory inquiries

  • court orders

  • legal obligations

5.5 Business Transfers

If Venture Flow undergoes a merger, acquisition, or corporate restructuring, your information may transfer as part of business assets, subject to this Policy.

6. DATA PROCESSING & ROLE CLARIFICATION

6.1 Client as Controller; Venture Flow as Processor

When you grant us access to systems containing business, subscriber, or customer data:

  • You remain the data controller

  • Venture Flow acts as a data processor

We will:

  • process data only according to your instructions

  • access only systems necessary for the project

  • not use data outside the agreed scope

  • remove access upon project completion

  • ensure subcontractors follow equivalent protections

  • not export or retain customer data unless required for the project

6.2 No Monitoring Obligation

After delivery, Venture Flow does not monitor:

  • automations

  • dashboards

  • analytics

  • subscription activity

  • API triggers

  • webhook responses

  • platform changes or outages

Monitoring or maintenance must be contracted separately.

6.3 Data Backup Responsibility

The Client is solely responsible for backing up:

  • CRM data

  • automations

  • subscriber lists

  • email campaigns

  • course assets

  • workflow configurations

Venture Flow is not liable for:

  • data loss

  • overwritten configurations

  • duplicated or deleted contacts

  • platform errors affecting stored data

7. DATA RETENTION

We retain data only as long as necessary to:

  • deliver the Services

  • maintain records for legal or tax purposes

  • comply with regulatory obligations

System access and credentials are deleted upon project completion.

Clients may request deletion of personal information at any time.

8. YOUR RIGHTS

Depending on your location, you may have rights to:

  • access your information

  • request correction

  • request deletion

  • withdraw consent

  • request restrictions on processing

  • receive a copy of your data

To exercise these rights, contact:
customerservice@theventureflow.co

We may need to verify your identity before proceeding.

9. INTERNATIONAL TRANSFERS

Your information may be stored or processed in Canada or other jurisdictions based on the tools we use.

We take reasonable steps to ensure adequate protections regardless of location.

10. CHILDREN’S PRIVACY

Our Services are not intended for individuals under 18.
We do not knowingly collect data from minors.
If such data is identified, it will be deleted.

11. CHANGES TO THIS POLICY

We may update this Privacy Policy periodically.
The “Effective Date” reflects the most recent version.
Continued use of our Services constitutes acceptance of any changes.

12. CONTACT

For privacy questions, contact:
customerservice@theventureflow.co