SQUAREBOX FLOWPrivacy
Policy
How Squarebox Flow collects, uses, and protects your information.
May 2026
Last updated: May 2026
1. Overview
Squarebox Flow (“SBF”, “we”, “us”) operates squareboxflow.com and the Squarebox Flow All-In-One Builder & CRM platform. This policy covers how we collect, use, and protect your data across both our Done-For-You managed services and our DIY platform.
2. Information We Collect
- Account info: name, email, phone, business name
- Payment info: processed via Stripe (we don’t store card details)
- Platform usage: CRM data, call recordings, website analytics, automation logs
- AI interactions: call transcripts, chat logs, AI receptionist recordings
- Marketing: email engagement, ad interactions, quiz responses
- Cookies: analytics (Google Analytics, Microsoft Clarity), advertising (Meta Pixel)
3. How We Use Your Data
- Provide and improve our services (DFY and DIY platform)
- Process payments and manage subscriptions
- Train and optimise AI systems for your business
- Send service communications and marketing (with consent)
- Analyse usage to improve the platform
- Comply with legal obligations
4. AI & Call Recording Disclosure
- AI receptionist calls are recorded and transcribed
- Recordings are used for service delivery, quality assurance, and AI training
- Call recording complies with Australian telecommunications law
- Outbound calls include recording disclosure as required by state law
5. Data Ownership
Your Data
You own all your customer data, contacts, leads, and business information.
Our Systems
SBF owns all AI prompts, automation frameworks, voice configurations, and proprietary systems.
Platform Data
Data created on the Squarebox Flow platform belongs to you and can be exported at any time.
Website
Websites built by SBF are owned by SBF and licensed to you while subscribed (see Terms).
6. Third-Party Services
We use the following third-party services to operate. Each has their own privacy policy governing their handling of data:
- GoHighLevel — CRM & platform infrastructure
- Stripe — payment processing
- Twilio — phone & SMS
- Google — Analytics, Calendar, Business Profile
- Meta — advertising pixel
- Microsoft — Clarity analytics
- Cloudflare — hosting & security
7. Data Security
- All data encrypted in transit (TLS/SSL) and at rest
- Access restricted to authorised team members
- Regular security reviews
- We cannot guarantee absolute security of data transmitted over the internet
8. Data Retention
- Account data: retained while your account is active
- After cancellation: data retained for 30 days then deleted
- Call recordings: retained for 90 days unless otherwise agreed
- Financial records: retained as required by Australian law (7 years)
9. Your Rights
- Access your data at any time via the platform or by request
- Request correction of inaccurate data
- Request deletion of your data (subject to legal retention requirements)
- Opt out of marketing communications at any time
- Export your data in standard formats
10. Cookies
- Essential cookies: required for platform function
- Analytics: Google Analytics (GA4), Microsoft Clarity
- Advertising: Meta Pixel
You can disable non-essential cookies in your browser settings.
11. Children
We do not knowingly collect data from anyone under 18.
12. Changes
We may update this policy. Changes will be posted on this page with the updated date. Continued use constitutes acceptance.
13. Contact
Squarebox Flow
Email: [email protected]
Phone: 03 4513 0758
Melbourne, Australia