Privacy Policy

When you use WatchFlow, we collect information necessary to provide and improve our services. This includes:

Account Information

• Name, email address, and phone number provided during registration (optional at sign-up; the app asks for a number before you can use it, and it is used for account communication, alerts and support)
• Business name and billing address
• Password (stored in hashed form; we never store plaintext passwords)

Business Data

• Inventory records, listings, and associated images you create within the platform
• Deals, contacts, invoices, and notes managed through the CRM and pipeline features

Usage & Analytics Data

• Log data such as IP address, browser type, pages visited, and timestamps
• Device information including operating system and screen resolution
• Diagnostics such as error reports, performance signals, and security events used to keep the service reliable

Website & App Analytics

We run our own first-party analytics on our marketing website, our signup and login pages, and inside the WatchFlow app. It records:

• Pages you view and how long you spend on them, how far you scroll, and which buttons and links you click
• How you arrived: the referring page, campaign tags in the link (UTM parameters), and ad click identifiers (such as Google, Microsoft, Meta, TikTok, or LinkedIn click IDs)
• Device type, browser, operating system, screen and window size, language, and time zone
• Your IP address and the approximate location (country, region, city) derived from it
• On signup forms, which fields you start filling in -- never the values you type
• JavaScript errors that occur on the page
• Inside the logged-in app, which sections of the app you open

Analytics never captures what you type, and never captures inventory, customer, contact, or other business data inside the app. We may also derive the same kind of visit records (pages, referrer, device, IP address) from our server access logs. To recognize repeat visits, we store a random first-party identifier in your browser's local storage and in a cookie named wf_vid. If you create an account, your earlier visits from the same browser are linked to your account so we can understand how you found WatchFlow. We use this data to understand how people find and use WatchFlow, to improve the product, and to measure our own ads (see Ad Measurement below). We do not sell it, and we do not use it to target you with ads.

Website Chat

If you use the chat on our website, we keep what you write and use it to answer you and improve our service. Please don't include payment card numbers or other sensitive details in the chat.

Unfinished Sign-ups

If you type your email address into our sign-up form but leave before creating an account, we keep that email address and the first name you entered so we can send you one reminder email with a link to finish signing up. We send only that one email, every reminder has a link to stop it, and we delete the information after 30 days. We do not keep it if your browser sends a Global Privacy Control signal.

Advertising and Measurement

We advertise WatchFlow on other services, including Google and ChatGPT. When you arrive from one of our ads, we and our advertising partners use cookies and similar technologies to measure how well our ads work. This includes whether a visit from an ad later leads to activity with WatchFlow, such as creating an account or subscribing. We do this only if you accept marketing cookies.

To do this we may share the following with our advertising partners:

• information about the ad you clicked
• the date and time of your activity
• device and browser details, including your IP address
• your contact details (such as email address and phone number) in hashed form, a one-way code that does not reveal the original value
• for subscriptions, the amount paid

Our partners use this information to tell us which ads perform. They handle it under their own privacy policies: Google and OpenAI.

We do not use this information to show you ads on other websites, and we never sell your data. We do not place measurement code inside the logged-in app. Some events, such as a first payment, are sent from our servers when that step is completed, and only if you accepted marketing cookies when you first visited.

You can say no at any time: decline or turn off marketing cookies in our cookie settings, or use a browser that sends a Global Privacy Control or Do Not Track signal. If you do, we share nothing with advertising partners.

First-party session recording on public pages

We may record how visitors use WatchFlow’s public website and signup pages to understand navigation, identify problems, and improve the signup experience. Recordings can be viewed live and replayed by authorized WatchFlow administrators. We mask all form inputs and sensitive text, including email addresses and phone numbers, and block payment fields, payment frames, and security challenges. We do not record the signed-in WatchFlow app, canvas content, audio, or video. Recordings are stored privately on WatchFlow’s server and deleted after 30 days. Recording follows your analytics consent choices and is disabled when you reject analytics or enable Global Privacy Control or Do Not Track. Where our consent controls require opt-in, recording starts only after you accept analytics.

Session Replay & Heatmaps (Microsoft Clarity)

On our marketing website and our signup page -- never inside the logged-in app -- we use Microsoft Clarity to understand how visitors use those pages. Clarity records how you interact with the page, such as mouse movements, clicks, taps, and scrolling, together with device and browser details, so we can view session replays and aggregated heatmaps. Clarity is not loaded if your browser sends a Do Not Track or Global Privacy Control signal.

Google Preferred Sources Button

Our public website (not the WatchFlow app) loads a script from Google (news.google.com) to show an optional “Add WatchFlow as a preferred source on Google” button. Google may receive standard request data such as your IP address when the page loads; see Google's privacy policy.

Payment Information

• Billing details required to process your subscription
• Payment card information is handled entirely by Stripe and is never stored on our servers

Communication Data

• When distributing listings via WhatsApp or Telegram, message content passes through their respective infrastructure

Photos, Camera, and Files

• If you upload watch photos, logos, invoices, or other files, we store and process those files only to provide the product features you request
• If you use camera-based scanning or capture features in a browser or mobile wrapper, camera access is used only after you grant permission and is not used in the background

We use the information we collect for the following purposes:

• To operate, maintain, and improve the WatchFlow platform
• To process transactions and manage your subscription
• To distribute your listings to the platforms and channels you select
• To generate AutoCaption listing captions (processed securely)
• To run AI Import, when it is enabled for your account (see below)
• To answer you in Speedy AI, the in-app assistant, when you send it a message (see below)
• To let an AI assistant you connect, such as ChatGPT or Claude, work with your WatchFlow data when you ask it to (see below)
• To provide dealer storefront functionality
• To send transactional emails such as billing receipts and account notifications
• To provide customer support and respond to your inquiries
• To detect and prevent fraud, abuse, or security incidents
• To analyze usage trends, understand how people find WatchFlow, and improve our product

We will never sell your personal information to third parties. We use your listing data and inventory information only to deliver the services you have requested and, as described under Speedy AI below, to improve them.

AI Import

AI Import turns an existing inventory record -- a spreadsheet, PDF, photo, document, pasted text, or a link -- into draft inventory rows. It is off by default and is enabled by WatchFlow for individual accounts. It runs only when you upload or paste something and start an import. When you give a link, WatchFlow fetches that page on your behalf.

• The contents of what you import -- which may include watch details, prices, customer and contact names, and notes -- are sent to Anthropic's Claude API to extract structured rows. Nothing else from your account is sent.
• The results are drafts. Nothing is added to your inventory or contacts until you review the rows and confirm them.
• The imported text and the draft rows are stored in your account with the import so you can review them.
• We log usage metadata for each request (such as the number of tokens processed) for billing and abuse monitoring.
• Under Anthropic's commercial terms, Anthropic does not use API inputs or outputs to train its models by default, and deletes them from its systems within 30 days, except where longer retention is needed to enforce its usage policy or comply with the law. See Anthropic's Privacy Center for details.

Speedy AI (in-app assistant)

Speedy AI is the assistant in the Help panel. You tell it what you want in plain words, and it looks things up or gets a change ready for you. It is included with Pro, Team and Enterprise plans, it is not available to runner seats, and it runs only when someone on your account sends it a message.

• What is sent. When you send Speedy a message, we send it to Anthropic's Claude API together with what Speedy needs to answer: the page you have open and its filters, the records it looks up for you (such as watches, contacts, invoices and reports), your team's Speedy memory (see below), and any photo you attach. Before November 2026, an earlier Help assistant worked the same way; it has been replaced by Speedy AI.
• It sees only what you can see. Speedy looks things up as you, with your seat's permissions. If your seat can't see costs, customers or invoices, neither can Speedy. One account's data is never used to answer another account.
• Nothing changes without you. Speedy shows a preview of every change. Nothing is saved until you tap Confirm.
• Learning and improvement. Speedy learns how your team works (its team memory and account profile) to get better for your account. We also review conversations, requests and usage to improve Speedy for everyone. One account's data is never shown to another account, and Anthropic does not use your data to train its models. The same Anthropic terms described under AI Import above apply.
• What we keep. We keep your Speedy conversations, and a record of each lookup and change Speedy prepared, so you can look back at them. You see only your own conversations. Authorized WatchFlow staff can review conversations to keep Speedy accurate and safe (see Administrative Access). We keep your conversations while your account is active. When the account is deleted, they are deleted from the live service and removed from backups as they age out, as described in the Backups row of this table (Section 08). We keep usage counts (such as tokens used), without the text, to set fair-use limits.
• Team memory. Speedy can remember how your team works, such as shorthand, default terms and corrections, when someone asks it to remember something or corrects it. WatchFlow staff may also add an item when helping you set up. Each team's memory stays with that team, is kept while your account is active, and is deleted from the live service when the account is deleted (removed from backups as they age out, as described in the Backups row of this table (Section 08)). The owner or an admin can see everything Speedy remembered and delete any item at any time.
• Turning it off. The account owner can turn Speedy AI off for the whole team in Settings → Optional sections. WatchFlow can also switch it off for everyone.
• AI cost. During the beta, Speedy AI is included with your plan at no extra charge. Usage limits apply. If we introduce usage-based pricing later, we will tell you before anything is charged.

We test Speedy on protected copies of account data to keep it accurate. The copies are deleted after each test. These tests run through the same AI service Speedy uses, under the same rules.

AI connector (ChatGPT/Claude)

On Pro, Team and Enterprise plans you can connect WatchFlow to an AI assistant you use yourself, such as ChatGPT or Claude. Nothing is shared until you add the WatchFlow connector in that assistant and press Allow in WatchFlow. After that, the assistant can look up the WatchFlow data your seat can see, when you ask it to. It can change data only if the account owner turns on “Let the assistant add & edit” (off by default); each change is shown to you as a preview first and saved only after you type the confirm phrase shown in the chat. Sending an email, or changing a customer's email, phone or WhatsApp number, also needs your tap in WatchFlow. What WatchFlow returns to your assistant is handled by that assistant's provider (for example OpenAI or Anthropic) under your own account and settings with them. The owner can switch the connector off for the whole team or for one person, and you can disconnect an assistant at any time in Settings → Connections → AI assistants. We keep a log of what each connected assistant looked up and changed; the details of each request are cleared after 30 days.

We process your personal data under the following legal bases:

• Contract Performance -- Processing necessary to provide the WatchFlow service you signed up for, including account management, listing distribution, and deal tracking
• Legitimate Interest -- Platform security, fraud prevention, service improvement, and website and product analytics
• Consent -- Marketing communications, optional third-party integrations, and analytics where our consent controls require opt-in. You may withdraw consent at any time
• Legal Obligation -- Tax records, regulatory compliance, and responding to lawful data requests

Authorized WatchFlow staff may access your account under controlled conditions for customer support, troubleshooting, security, billing, and legal purposes. All administrative access is:

• Logged and auditable -- Every administrative session and every change an administrator makes is recorded with who, what, and when
• Limited -- Some staff sessions are read-only; any change is logged separately
• Time-limited -- Access sessions expire automatically
• Restricted -- Only authorized WatchFlow staff can access accounts, and only for the purposes listed above

You may request a record of administrative access to your account at any time by emailing support@mywatchflow.com. We will never access your account without a legitimate business or support reason.

WatchFlow shares data only with a small set of carefully selected sub-processors that are essential to operating the platform. Each service receives the minimum data necessary to perform its function on your behalf. We do not sell your data to third-party advertising networks or data brokers.

Third-Party Service Providers

The table below enumerates every third party that may process data on our behalf, the data they receive, and where they are located. Each provider operates under its own privacy policy and a Data Processing Agreement (DPA) with WatchFlow where applicable.

Integrations You Choose to Connect

The following services receive data only if you connect them yourself. Each is off until you connect it, and you can disconnect it at any time.

We share only the minimum data necessary for each service to perform its function. We do not sell your data to advertising networks or data brokers, and we do not load third-party advertising trackers on our website or in the app. The only advertising-related sharing is the ad-measurement report to OpenAI described in Section 01. See the providers' own privacy policies for details: Stripe, Cloudflare, DigitalOcean, Resend, Anthropic, Twilio, Sentry, Better Stack, Microsoft (Clarity), OpenAI, WhatsApp, Whapi, Telegram, Google.

WatchFlow lets you connect your own Gmail or Microsoft mailbox so that invoices you send reach your customers from your own address rather than ours. Connecting a mailbox is entirely optional — the feature is off until you choose to connect one, and you can disconnect at any time. If you never connect a mailbox, nothing in this section applies to you.

What permission we ask for

We request a single, send-only permission from each provider:

• Google: gmail.send — permission to send mail on your behalf, and nothing else.
• Microsoft: Mail.Send — the equivalent send-only permission.

We deliberately do not request permission to read, search, download, organise, modify or delete your mail, and we do not request access to your contacts, calendar, or files. These are the narrowest permissions that allow the feature to work.

What we store, and for how long

• Authorisation tokens issued by Google or Microsoft, encrypted at rest, used solely to send the messages you ask us to send. They are stored until you disconnect the mailbox or delete your account.
• The email address of the connected mailbox, so we can show you which account is connected.
• A record of each invoice email you send — recipient, subject, message, and time sent — so that the invoice has an accurate history. This is the same record we keep for invoices sent by any other method.

We do not copy, index, or retain the contents of your mailbox, because we never have access to it.

What we never do

• We do not read your incoming mail.
• We do not use Google or Microsoft user data to train, and we do not transfer it for the purpose of training, any artificial-intelligence or machine-learning model — personalised or generalised.
• We do not sell or transfer this data to advertising networks, data brokers, or information resellers.
• We do not use this data for advertising, profiling, or any purpose other than sending the messages you have asked us to send.

Limited Use

WatchFlow's use of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Disconnecting

You can disconnect a mailbox at any time from Settings → Email inside WatchFlow, which deletes the stored authorisation tokens immediately. You can also revoke WatchFlow's access directly from your Google Account permissions page or your Microsoft account privacy settings. Revoking access stops all future sending; invoice history already recorded in your own account is unaffected.

If you add a mobile number under Billing & Plan → Payment alerts, WatchFlow uses it only to send you account notifications about your own WatchFlow subscription (for example, a declined payment, a reminder before your account becomes read-only, or a payment-received confirmation) and one-time verification codes to confirm the number. Texts are off until you confirm your number with a code.

Message frequency varies. Message and data rates may apply. Reply STOP to opt out or HELP for help. You can also turn text alerts off or remove your number at any time on the same screen.

We do not sell, rent or share your mobile number or SMS opt-in consent with third parties or affiliates for their marketing or promotional purposes. Numbers are sent only to our SMS provider (Twilio) to deliver these messages.

The phone number you give when you sign up is used to contact you about your account and to help with support requests. Giving it at signup does not turn on text alerts or sign you up for marketing texts; the automated texts described above go only to a number you confirm under Payment alerts.

We retain your data only as long as necessary to deliver the WatchFlow service, meet legal and tax obligations, and protect against fraud. To close your account and erase your data, follow the steps on Delete Your Account. The table below sets out the retention schedule for each category of data we hold.

Data Retention Schedule

You may request early deletion at any time by choosing Delete account in Settings, or by emailing support@mywatchflow.com. After deletion is confirmed, your data follows the schedule above. We honor a 30-day grace period during which you can cancel using the link in the confirmation email, or from your account while signed in.

Your data may be transferred and processed in jurisdictions outside your own:

• Data is primarily stored and processed in secure data centers in the United States
• If data is transferred internationally, we ensure adequate protection through standard contractual clauses and equivalent safeguards
• We will always inform you if your data is processed outside your jurisdiction

We take the security of your data seriously and implement industry-standard measures to protect it:

• All data is encrypted in transit using TLS/SSL protocols
• Account credentials and connected-service tokens are encrypted at rest using AES-256 encryption, and passwords are stored only as one-way hashes
• Backups are encrypted before they leave our servers
• Access to production systems and customer accounts is restricted to authorized staff and logged
• We perform regular backups to prevent data loss
• Our infrastructure is hosted on secure, reputable cloud providers

While we employ rigorous security practices, no method of transmission or storage is 100% secure. We encourage you to use a strong, unique password for your WatchFlow account and to notify us immediately if you suspect any unauthorized access.

You have the following rights regarding your personal data:

• Right of Access (GDPR Art. 15) -- Request a copy of all personal data we hold about you
• Right to Rectification (GDPR Art. 16) -- Update or correct your information from your dashboard or by contacting us
• Right to Erasure (GDPR Art. 17) -- Request deletion of your account and data via the in-app feature or email; processed within 30 days
• Right to Restriction (GDPR Art. 18) -- Request restriction of processing while a complaint is being investigated
• Right to Data Portability (GDPR Art. 20) -- Export your data in a standard machine-readable JSON format via Settings
• Right to Object (GDPR Art. 21) -- Object to processing based on legitimate interests

How to Exercise Your Rights

• Export your data -- Go to Settings and choose Export my data to download a machine-readable JSON archive of your account, or email support@mywatchflow.com. The download starts right away.
• Delete your account -- In Settings, choose Delete account. You will receive a confirmation email; a 30-day grace period applies during which you can cancel using the link in the confirmation email, or from your account while signed in. After the grace period, your data is purged according to the retention schedule above.
• Rectify or access -- Most data can be updated directly in the app. For data not editable in-app, email support@mywatchflow.com.
• Object or restrict processing -- Email support@mywatchflow.com with the specific processing activity you wish to object to.
• Lodge a complaint -- You have the right to lodge a complaint with your local data protection supervisory authority (for EU/UK users) at any time.

We will respond to all verified data subject requests within 30 days. Identity verification may be required to protect your data.

CCPA Rights

California residents have additional rights including the right to know what data is collected, the right to delete, the right to opt-out of sale (we do not sell your data), and the right to non-discrimination for exercising your privacy rights.

App Store Privacy Summary

For Apple App Store privacy disclosures, WatchFlow may collect contact information, account identifiers, user content, purchase or billing status, usage data, diagnostics, and uploaded photos or files. This data is used for app functionality, account management, payments, customer support, security, analytics, and product improvement. WatchFlow does not use IDFA, does not sell personal data, and does not track users across third-party apps or websites for advertising.

Automated Decision-Making

We do not make any automated decisions that have significant legal effects on you.

You may lodge a complaint with your local data protection supervisory authority at any time. To exercise any of these rights, please contact us at the address provided below. We will respond to all requests within 30 days.

WatchFlow uses a limited number of cookies and local storage entries to operate the platform:

• Authentication cookies -- Required to keep you logged in and maintain your session
• Preference storage -- Used to remember your settings such as theme preference (light/dark mode)
• First-party analytics identifier -- A random visitor ID stored in local storage and in the wf_vid cookie (up to about 13 months), used to recognize repeat visits and, if you sign up, to link earlier visits to your account (see Section 01)
• First-party session recording -- Uses our first-party visitor and session identifiers to group recordings of public website and signup-page visits. Recording follows your analytics consent choices and is disabled when you reject analytics or enable Do Not Track or Global Privacy Control. Where our consent controls require opt-in, recording starts only after you accept analytics. You can change your analytics choice in our cookie settings.
• Microsoft Clarity cookies -- On our marketing website and signup page only, Clarity sets its own cookies to group page views into sessions for replay and heatmaps. Clarity is not loaded inside the logged-in app, or when your browser sends Do Not Track or Global Privacy Control. See Microsoft's privacy statement.

We use advertising cookies only to measure our own ads, and only if you accept them. We do not use them to show you ads elsewhere, and we never sell your data. You can change your choice at any time in our cookie settings, or clear cookies in your browser. Disabling essential cookies may affect your ability to use WatchFlow.

Who we are: WatchFlow is operated by Emuna Labs LLC, doing business as WatchFlow, 24 Mount Drive, West Long Branch, NJ 07764.

If you have any questions about this Privacy Policy, your data, or your rights, please reach out to us:

• Privacy email: support@mywatchflow.com
• Contact page: mywatchflow.com/contact

If you are in the EU or UK, you have the right to lodge a complaint with your local Data Protection Authority / supervisory authority.

We are committed to resolving any concerns about your privacy promptly and transparently. We aim to respond to all data protection requests within 30 days.