Privacy Policy

1. Information We Collect

a) Visitors to westeadyflow.com

When you submit the "Get in touch" form on our marketing site, we collect your name, email address, phone number (optional), business type, website URL, and any message you include. This information is used solely to respond to your inquiry. Visitors who do not submit a form are not personally identified.

b) SteadyFlow clients (account holders)

When you create a SteadyFlow account, we collect your email address for authentication purposes via Supabase. We may also collect billing contact information if payment processing is enabled. Your account email is used to authenticate you, deliver monthly performance reports, and communicate platform updates.

c) AI chat widget users (end users / patients)

When an end user of a SteadyFlow-powered chat agent submits a lead capture form inside the chat interface, we collect their name, email address, and phone number. This data is delivered to the business operating the agent (our client) and may be forwarded to their CRM system. End users who interact with the chat but do not submit a form are not personally identified beyond an anonymous session ID.

d) Chat conversation content

Messages exchanged in SteadyFlow chat agents, including questions asked and AI-generated responses, are stored in our database. These conversations may include information about health concerns, symptoms, or other personal topics that users voluntarily share. Conversation records are associated with an anonymous session ID unless the user submits a lead form, at which point the conversation is linked to that lead record.

e) IP addresses and usage logs

We collect IP addresses for rate limiting and abuse prevention. IP-based counters are stored for a rolling 1-hour window and automatically deleted. We do not build behavioral profiles or use IP addresses for advertising.

f) Cookies and local storage

The SteadyFlow admin platform uses session cookies to maintain authentication state for logged-in client accounts. These are strictly functional cookies and are not used for advertising. The chat widget may use browser local storage to maintain conversation continuity within a single session. We do not use advertising cookies, retargeting pixels, or fingerprinting on any part of our platform. To understand how our website is used, we operate our own first-party analytics on westeadyflow.com (see Section 3): it stores a single random visitor identifier in your browser's local storage — not a cookie — and records anonymous activity such as pages viewed, links clicked, and scroll depth. It does not collect your name or email unless you choose to submit our contact form. In addition, westeadyflow.com uses Google Analytics, a third-party measurement service provided by Google that sets its own cookies and processes data on Google's systems; see Section 3 for details and Section 4 for the provider.

g) Prospective customers (business outreach)

We occasionally identify businesses that may be a good fit for SteadyFlow by reviewing publicly available websites. In doing so, we may collect business contact information that the business has published itself, such as a practice name, public email address, and a general description of its services. We use this information only to send a brief introductory email about SteadyFlow. Every outreach email identifies us and includes a way to opt out; if you ask us not to contact you, we will not email you again. We do not purchase contact lists or obtain contact information from data brokers.

2. How We Use Your Information

• Respond to sales or support inquiries submitted via our contact form
• Authenticate client accounts and maintain login sessions
• Deliver lead contact information to the business operating the AI agent you interacted with
• Provide AI-assisted chat responses using your messages as context
• Identify and log unanswered questions to help clients improve their knowledge base
• Prevent abuse and enforce rate limits using IP address data
• Generate aggregate usage statistics and monthly performance reports for our clients
• Send transactional emails such as lead notifications and monthly reports
• Send occasional educational or marketing emails to individuals who submit the contact form on westeadyflow.com. You may unsubscribe at any time using the link in any email.
• Send a brief introductory email to businesses whose contact information is publicly listed on their own website. You may opt out by replying, and we will not contact you again.

We do not use your information for advertising, sell it to data brokers, or share it with any third party beyond what is described in Section 3.

3. Cookies, Analytics, and Advertising

We use a small number of functional cookies on the admin platform to maintain login sessions. We do not use advertising cookies or retargeting pixels, and we do not run Meta Pixel, Google Ads conversion tags, or similar advertising tools on any part of our platform. We do not use your information for cross-site advertising, and we do not share data with advertising networks for that purpose.

To understand how westeadyflow.com is used, we run our own first-party analytics that we host ourselves, recording anonymous activity directly in our own database. We store a single randomly generated visitor identifier in your browser's local storage (not a cookie) so we can tell repeat visits apart, and we log anonymous events such as which pages are viewed, which links and buttons are clicked, scroll depth, time on page, and the referring site or campaign that brought you here. We do not store your IP address with this first-party activity, and we honor your browser's "Do Not Track" setting by collecting nothing in our own analytics when it is enabled.

This first-party analytics data is anonymous until and unless you submit our contact form. If you do, we associate that submission with your prior browsing on our site so we can understand which pages help people decide to reach out. This information is used only to improve our own website and is never sold or shared with advertising networks.

In addition to our own analytics, westeadyflow.com uses Google Analytics 4, a measurement service provided by Google LLC. Google Analytics sets its own cookies in your browser (for example, _ga and _ga_*) to distinguish visitors and measure traffic, and the data it collects is processed by Google in accordance with Google's Privacy Policy. We use Google Analytics for aggregate website measurement only. You can opt out of Google Analytics across all websites by installing Google's official browser opt-out add-on at tools.google.com/dlpage/gaoptout, or by blocking cookies in your browser settings.

4. Third-Party Services

We use the following service providers to operate the platform. Each processes data on our behalf under their own privacy terms:

We do not knowingly use third-party services that sell, rent, or share data for advertising purposes.

5. Data Retention

We retain data for as long as it is needed to fulfill the purpose for which it was collected:

• Chat conversations and lead records: retained until deleted by the client operating the agent, or until the client account is terminated. Following account termination, we will make commercially reasonable efforts to delete or anonymize associated data.
• Contact form submissions sent to us: retained in our operational email until no longer needed for business purposes, typically no longer than 2 years.
• IP-based rate limit data: stored for a rolling 1-hour window and automatically deleted.
• Client account credentials: retained until the account is closed.

You may request deletion of your data at any time by contacting us at the address in Section 14.

6. Health-Related Information

Some SteadyFlow agents are deployed by healthcare and wellness practices. Users of those agents may voluntarily share health-related information in the chat. SteadyFlow is a technology platform provider and does not directly provide medical services. We do not use health information shared in chat conversations for any purpose other than generating a response within that conversation. The healthcare practices operating these agents are responsible for their own compliance obligations under applicable law, including HIPAA where it applies. If you have concerns about how a specific practice handles your health information, contact that practice directly.

7. Children's Privacy

Our services are not directed to children under 13. We do not knowingly collect personal information from children under 13. If you believe a child has submitted personal information through our platform, contact us and we will delete it promptly.

8. Your Rights

Depending on where you live, you may have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate information
• Request deletion of your personal information
• Opt out of marketing or non-essential communications
• Unsubscribe from email communications by clicking the unsubscribe link in any email or by contacting us directly
• Receive a copy of your data in a portable format
• Withdraw consent where processing is based on consent

To exercise any of these rights, email ashton@westeadyflow.com with a description of your request. We will respond within 30 days. For requests related to data held within a client's agent, we may need to involve that client to fulfill the request.

9. California Residents (CCPA / CPRA)

Under the California Consumer Privacy Act and California Privacy Rights Act, California residents have the right to know what personal information is collected and for what purpose, the right to delete it, the right to correct it, and the right to opt out of its sale or sharing. We do not sell personal information and do not share it with third parties for cross-context behavioral advertising. To submit a request, email ashton@westeadyflow.com. We will not discriminate against you for exercising these rights.

10. Colorado Residents (CPA)

Under the Colorado Privacy Act, Colorado residents have the right to access, correct, delete, and obtain a copy of their personal data, and to opt out of the processing of their personal data for purposes of targeted advertising, the sale of personal data, or profiling. We do not sell personal data and do not use personal data for targeted advertising or profiling. To submit a request, email ashton@westeadyflow.com. If you believe we have not adequately responded to your request, you have the right to appeal by contacting us at the same address.

11. International Users

SteadyFlow is operated in the United States and primarily serves US-based businesses and their customers. If you are located outside the United States and submit information to us, your information will be processed and stored in the US. If you have questions about your data or wish to exercise any privacy rights that may apply under your local law, contact us at ashton@westeadyflow.com and we will respond to your request.

12. Security

We use industry-standard practices to protect the information we collect, including encrypted data in transit via TLS, access-controlled databases, and rate limiting to prevent abuse. Our infrastructure is hosted on Vercel and Supabase, both of which maintain their own security programs. No system is perfectly secure. If you have reason to believe your information has been compromised, contact us immediately at ashton@westeadyflow.com.

13. Changes to This Policy

We may update this policy from time to time. Material changes will be reflected in an updated "last updated" date at the top of this page. Continued use of our services after changes are posted constitutes acceptance of the revised policy.

14. Contact Us

SteadyFlow
ashton@westeadyflow.com
(719) 659-9858