Privacy Policy
We believe your sales relationships and pipeline data are strictly confidential. Here is how we collect, handle, and protect your information.
AI follow-up suggestions and daily summaries
When AI is enabled and you choose Generate suggestion, Follix sends the selected lead’s name, company, status, scheduling details, shortened notes and up to eight recent follow-ups to OpenAI to create a draft. Dedicated email and phone fields are excluded, but information written in notes may be included. Do not include sensitive information you do not want processed by this service.
Follix keeps at most one current AI draft per lead for reuse for up to 24 hours; expired drafts are removed by the maintenance cleanup or subsequent generation cleanup. Usage counters limit requests without keeping a separate prompt history. Drafts do not send messages or change lead records automatically.
Free accounts may request up to 10 new AI follow-up drafts per calendar month; saved draft reuse does not consume another draft. Full AI features, including the Daily Account Summary, require an active Pro subscription. When AI is enabled, a Pro user visiting the signed-in workspace can generate a daily account summary using aggregate lead counts, follow-up counts, and totals by currency. Contact names, addresses and notes are not sent for this summary. One current summary per account is kept and replaced on a later day’s visit. No summary is generated while the user is away. Aggregate daily token and estimated cost totals are kept for billing monitoring without customer content.
OpenAI requests use response storage disabled. Provider processing and retention are governed by the applicable OpenAI account settings and OpenAI API data controls; disabling response storage does not itself guarantee zero retention.
No Data Selling: We do not sell, rent, trade, or monetize your personal information or your leads' contact details.
No AI Model Training: We never use your proprietary pipeline records, deal notes, or message drafts to train public AI models.
Full Data Ownership: Export your complete contact list and follow-up history at any time with one click.
Right to Be Forgotten: Request full permanent deletion of your account and related records whenever you choose.
Information We Collect
We collect information in three distinct categories to provide and secure our follow-up tools:
A. Account & Profile Information
When creating an account, we collect your full name, email address, password hash, workspace settings, and notification preferences.
B. Customer Pipeline & Follow-Up Data
Information you deliberately input regarding your prospective deals: lead names, company titles, estimated deal values, interaction logs, follow-up dates, and tags.
C. Technical & Telemetry Data
Standard network logs, IP addresses, browser types, session timestamps, and device diagnostics necessary to maintain uptime, protect against unauthorized intrusions, and troubleshoot performance.
How We Use Your Information
We process your data strictly to deliver the promised services:
- Generating your daily morning queue and calculating deal values at risk.
- Sending timely reminders via configured notification channels (email, Telegram, browser).
- Managing subscriptions, invoices, and payment processing through Stripe.
- Monitoring infrastructure health, uptime, and fraud prevention.
Subprocessors & Third-Party Service Providers
We partner with trusted third-party service providers ("Subprocessors") to run application infrastructure, bill subscriptions, and send transactional alerts. Each vendor is vetted for stringent security and privacy standards:
We do not share data with third parties for their independent commercial advertising purposes.
Data Retention & Account Deletion
We retain your Customer Data for as long as your account remains active. If you close your account, your data will be permanently expunged from our production databases within 30 calendar days.
Backups are rotated and automatically deleted on a rolling 30-day schedule. To request immediate manual purging of all records, submit a request to privacy@follix.io.
Security Safeguards
We enforce multi-layered defense to safeguard sensitive information:
- Encryption in Transit: All communications between your browser and our servers are encrypted using modern TLS 1.3 protocols.
- Credential Hashing: Passwords are protected using salted cryptographic hashes; our staff cannot view plaintext passwords.
- Network Isolation: Production databases are isolated in private virtual networks with strict least-privilege access rules.
For comprehensive technical details, please inspect our Security Overview.
Your Privacy Rights (GDPR & CCPA)
Depending on your location, you have statutory rights regarding your personal information, including:
- Right of Access: Request a complete copy of the personal data we hold about you.
- Right to Rectification: Update or correct inaccurate records directly in your account.
- Right to Erasure ("Right to be Forgotten"): Request deletion of your records without undue delay.
- Right to Data Portability: Receive your lead records in a machine-readable format.
To exercise these rights, submit your request to privacy@follix.io. We respond to all verified requests within 30 days.
Cookies & Local Storage
We use strictly necessary session cookies and local storage tokens to keep you securely signed in and preserve your UI preferences (e.g. sidebar state). We do not use third-party behavioral tracking cookies or cross-site ad networks.
Contacting the Privacy Team
For privacy inquiries, data subject access requests, or questions regarding our processing practices:
Have questions regarding legal policies or data privacy?
Find product guidance in our help center or contact us.