Privacy Policy

Sponsor Flow is provided by Automation Consulting Services ("we", "us"). This policy explains what information Sponsor Flow collects, how it is used and shared, how long it is kept, and the choices you have. It covers the Sponsor Flow web app and the data it receives from Google and Microsoft when you connect your account.

• Your account: your name, email address, password (stored only as a one-way hash), the firm you belong to and your role.
• What you and your firm add: deals, teasers and CIMs you upload or forward, CRM records such as companies and contacts, notes, tasks, lists, email templates, signatures and files you attach to emails.
• Data from a mailbox or calendar you connect, described in detail below.
• Technical data: server logs of requests to Sponsor Flow (such as time, address requested and IP address), kept to run and secure the service. We use a sign-in cookie and a cookie that remembers your light or dark theme. We do not use advertising or third-party analytics cookies.

Connecting your Gmail, Google Calendar, Outlook mailbox or Outlook calendar is optional. You choose to do it yourself, for your own account, under Settings → Email, and Google or Microsoft asks for your consent first. With your permission, Sponsor Flow accesses:

• Your email messages (Gmail "read" access, Microsoft Mail.Read). Sponsor Flow reads the messages you send and receive from the time you connect, and from the previous 12 months only if you choose to import them. From each message it uses the sender and recipients, the date, the subject, the message text (up to 20,000 characters), the names of any attachments, and the headers needed to keep replies in the same conversation. It uses them to add the people you correspond with to your firm's CRM, to show your emails with each contact on that contact's record, to let you reply from Sponsor Flow, and to confirm that an email sent from Sponsor Flow was delivered to your Sent folder. Attachment files in your mailbox are not downloaded. Spam, trash, drafts and messages matching your firm's filters are skipped.
• Sending email as you (Gmail send access, Microsoft Mail.Send). Sponsor Flow sends an email from your address only when you press Send in Sponsor Flow, or for a mass send you have scheduled, which you can cancel until it goes.
• Your calendar events (Google Calendar events access, Microsoft Calendars.ReadWrite). Sponsor Flow reads the time, title and attendees of your events to log meetings with your contacts on their records and add attendees to your firm's CRM, and adds or removes events in your calendar for meetings you book or cancel in Sponsor Flow.
• Your basic profile (name and email address), to know which account you connected.

Who at your firm can see what was read is set by your firm's owners and admins, as one of: who an email was with and when; that plus its subject; or the full email. You can always see your own email in full. People at your firm can see that your mailbox is connected and when it was last checked.

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

In particular, for data from Google and Microsoft accounts:

• We use it only to provide and improve the features described above, which you can see in Sponsor Flow.
• We do not sell it, and we do not use it for advertising, including retargeting or interest-based advertising.
• We do not use it to develop, improve or train artificial intelligence or machine learning models. Sponsor Flow uses AI models to analyse deal documents you upload; it does not send data from your mailbox or calendar to those models.
• We do not allow people to read it, except with your explicit permission (for example, when you ask us to look into a problem), where it is needed for security purposes such as investigating abuse, to comply with the law, or in aggregated, anonymised form for our internal operations.
• We transfer it to others only as described in "Who we share information with" below.

• To provide Sponsor Flow: screening deals, running your firm's CRM, sending and logging email, and syncing meetings.
• To keep Sponsor Flow secure, prevent abuse, and fix problems.
• To send you messages about your account, such as sign-in links, password resets and reminders you set up.
• To comply with the law.

We do not sell personal information. We share it only:

• Within your firm, under the visibility settings your firm's owners and admins choose.
• With apps you connect yourself. If you connect another app, such as an AI assistant, to Sponsor Flow under Settings → Connected apps, it can read the Sponsor Flow data you allow on its consent screen. It can read your logged emails only if you tick Emails there, and only those you could see in Sponsor Flow yourself. You can disconnect it at any time.
• With the service providers that run Sponsor Flow for us, under contracts that let them use the data only to provide their service: Google Cloud (hosting, database and file storage), Anthropic, directly or through Amazon Web Services (analysing the deal documents you upload), Amazon Web Services (sending Sponsor Flow's own emails, such as sign-in links), and Postmark (receiving deal emails forwarded to your firm's Sponsor Flow address). Data from your mailbox and calendar is stored on Google Cloud; it is not sent to the AI provider.
• When the law requires it, or to protect the rights and safety of our users or the public.
• If our business is sold or merged, to the new owner, who must keep honouring this policy.

• All traffic to Sponsor Flow is encrypted (HTTPS).
• Email messages, deal documents, attached files and the access tokens for connected accounts are stored encrypted (AES-256-GCM), in addition to the encryption of the underlying storage.
• Each firm's data is kept apart from every other firm's by the database itself, and a person's drafts, outbox and private files are kept from their colleagues the same way.
• Access to production systems is limited to the people who need it to run Sponsor Flow.

• Disconnecting a mailbox or calendar (Settings → Email → Disconnect) stops all access straight away, and revokes and deletes our access tokens. You can also remove Sponsor Flow's access from your Google Account or Microsoft account.
• Contacts already added and emails and meetings already logged stay part of your firm's CRM records after you disconnect, so your firm keeps its history with its contacts. To have the emails read from your mailbox deleted, ask your firm's admin or write to us at [privacy contact email].
• Drafts are kept until you send or discard them. Files you attach to an email are deleted once no draft, template, signature or unsent email uses them.
• When a firm closes its account, or you ask us to delete your account, we delete the data within 30 days, except where the law requires us to keep it. Copies in backups are overwritten on their normal schedule.

You can see and correct your account details in Sponsor Flow, disconnect any mailbox, calendar or connected app at any time, and ask us for a copy of your personal information or for it to be deleted. Depending on where you live, you may have further rights under local law. To make a request, write to [privacy contact email]. If your firm manages your account, we may pass your request to your firm.

Sponsor Flow is for businesses and is not meant for anyone under 18.

We will post any change here with a new effective date, and tell account holders in advance of any change to how we use data from Google or Microsoft accounts.

Automation Consulting Services
[Registered business address]
[privacy contact email]