Privacy Policy

Effective October 5, 2026. Last updated October 10, 2026.

1. Who we are

EarnFlow Inc. ("EarnFlow", "we", "us") is a software company headquartered at 1 University Avenue, Toronto, ON M5J 2P1, Canada. We provide an operations platform for field service businesses (the "Service"). Our privacy officer can be reached at privacy@earnflow.ca.

2. Controller and processor

The Service is used by businesses ("Customers") to manage their own customers, employees, jobs and finances. For the information a Customer and its users enter into the Service ("Customer Data"), the Customer decides why and how it is used and is the controller (or the organization responsible under PIPEDA); EarnFlow processes it on the Customer's instructions as a service provider. If you are an end customer or employee of an EarnFlow Customer and have questions about your information, please contact that business first; we will help them respond.

For information about the people who sign up for, use and interact with EarnFlow itself, such as account holders, website visitors and support contacts, EarnFlow is the controller and this policy describes our own practices.

3. What we collect

Information you provide

Account information: name, email address, password (stored as a hash), phone number if you enable text-message two-factor authentication, role and organization.
Organization information: business name, address, currency, catalog, settings and billing details. Card details are collected and stored by Stripe, not by EarnFlow.
Customer Data you enter: details of your customers (names, addresses, emails, phone numbers, notes, complaints), employees (contact details, working hours, skills, time off, HR notes you choose to record), jobs, visits, estimates, invoices, payments, service agreements, documents, photos and messages.
Text messages: if your organization turns on texting, the texts exchanged with its customers through its business number, each customer's texting consent (the words they agreed to, when, how, and who recorded it) and opt-out replies such as STOP and START. For carrier registration we collect the business's legal name, address, tax or business number (stored encrypted) and an authorized contact.
Online booking requests: what a person enters on an organization's booking page (name, contact details, service address, the work needed, preferred times, optional photos and texting consent), together with their IP address and browser for spam prevention and as evidence of consent.
Communications with us: support requests, demo requests and feedback, including optional survey answers such as how you heard about EarnFlow or why you didn't subscribe after a trial.

Information collected automatically

Usage and device information: pages and features used, request identifiers, IP address, browser or device type, operating system, app version, language and time zone, used for security, troubleshooting and improving the Service.
Audit events: a record of changes made in the Service (who, what, when, from which address) kept for the Customer's compliance purposes. Secrets are never recorded.
Push token: if you enable push notifications in a mobile app, a device token (from Apple or, on Android, Google Firebase Cloud Messaging) used only to deliver notifications. It is bound to your sign-in session and removed when you sign out.
Review request links: when an organization asks a customer for a review, whether and when the customer opened the review page through EarnFlow's link. We don't learn whether a review was written.
Location: only when you take an action that uses it (see section 7).

Information from others

Stripe: subscription status, invoices and, for online, QR-code and Tap to Pay invoice payments, confirmation that a payment was made, its reference and the card brand and last four digits shown on receipts. We never receive full card numbers.
Intuit (QuickBooks Online): if an organization connects QuickBooks, the identifiers of the customers, items, invoices and payments it syncs, payments recorded in QuickBooks against synced invoices, and the connection's status. Access tokens are stored encrypted.
Twilio: delivery status of texts and the replies customers send to the organization's number.
Email delivery: whether an email we sent on your behalf was delivered, bounced or unsubscribed.

4. How we use information

To provide, operate and secure the Service, including signing you in, enforcing permissions, scheduling, invoicing and delivering emails, texts and notifications on your instructions.
To keep evidence of texting consent and to honour opt-outs: a STOP reply stops texts to that number from the organization until the person replies START.
To bill subscriptions and count users.
To respond to support requests, under the access controls described in section 6.
To send operational messages such as trial and billing notices, security alerts and changes to our terms.
To analyse aggregate usage to improve the Service and plan capacity. We do not sell personal information and we do not use it for third-party advertising.
To comply with law, enforce our terms and protect EarnFlow, our Customers and the public.

Where consent is required, for example for AI features or marketing email, we ask for it and you may withdraw it at any time.

5. AI features

Some features of the Service use a large language model provided by Anthropic, PBC ("our AI provider"), currently to draft estimates from a description of the work (the "Estimator"); when an organization approves a support access for it, to help our support staff answer a question by reading that organization's account read-only for the time allowed ("EarnFlow Support AI"); and, where offered to an organization, to answer questions and prepare changes in the EarnFlow Assistant. These features:

Ask for your consent first. Before anything is sent to our AI provider, the Service shows what will be shared and asks you to agree. Consent is recorded per person and versioned; if what is shared changes, you are asked again. You can withdraw consent at any time from the feature itself. For EarnFlow Support AI, the approval of the support access is the consent, and the organization can revoke the access at any time.
Send only what the feature needs: for the Estimator, your description of the work, the job title, the customer's name, your priced catalog and up to three similar past estimates. HR-sensitive fields (employee notes, performance notes, emergency contacts), payment processor references, stored payment-method details, clock-in locations and file contents are never sent.
Do not train on your data. Our agreement with our AI provider does not permit it to use our Customers' data to train or improve its models.
Never act alone. Output is a draft or a proposal that a person reviews. The model never sets a price; prices come from your catalog.
Are metered. We record token usage per organization and per person so that administrators can see and limit it, and for our own cost reporting.

The dispatch optimizers (including route optimization) and the operations agents (customer communications, collections, revenue recovery, recurring service, capacity, review requests) do not use a language model and do not send data to our AI provider. Route lines and drive times are requested from Google Maps Platform using stop coordinates only.

Subprocessors that host and operate the Service on our behalf: our hosting provider in Canada (the server that runs the Service, with its database, document storage and backups), Stripe (billing, online payments and Tap to Pay), Twilio (customer texting and text-message sign-in codes), Anthropic (AI features, with consent), Google (Maps Platform for geocoding, maps and routing, and Firebase Cloud Messaging for Android push), Cloudflare (Turnstile spam protection on booking pages), our transactional email provider and Apple (push notifications). The current list, with locations, is at earnflow.ca/legal. Each is bound by contract to protect the information and use it only to provide its service to us.
Your organization. Information you enter is visible to the other members of your organization according to the roles and permissions its administrators set. Administrators can see audit events, including sign-ins, for their organization.
The people you communicate with. When you send an estimate, invoice, agreement, text or visit update, the recipient sees your business name and the content you approved.
Services you connect. If your organization connects QuickBooks Online, the customers, items, invoices and payments it chooses to sync are sent to Intuit under your organization's own agreement with Intuit. If your organization links to a review site, customers who click go to that site.
EarnFlow support staff, only under a support access grant that an administrator of your organization approves, with a stated reason and scope, for a limited time. Every read under a grant is recorded in your audit trail, and you can revoke a grant at any time. If the grant includes our AI support agent, it is named on the request and is read-only.
Legal requirements and protection. We may disclose information if required by law or legal process, or to protect the rights, property or safety of EarnFlow, our Customers or others. We will notify the affected Customer where permitted.
Business transfers. If EarnFlow is involved in a merger, acquisition or sale of assets, information may be transferred as part of that transaction, subject to this policy.

7. Location, photos and devices

Location is collected in two ways. First, when you take an action that uses it: clocking in or out, starting or ending a break, "share my location" and "On my way"; it is captured once, at that moment. Second, while you are checked in, if you agree to share your location when you check in: your position is then reported every few minutes, including from the iPhone app in the background, so your organization can see where its crews are and route their day. You are asked at every check-in, you can check in without sharing, and sharing stops when you check out. Location is never collected while you are checked out. Your organization can see the locations attached to your actions and, while you share, your latest position and the positions reported during that check-in. Route lines and drive times are requested from Google Maps Platform using stop coordinates only.

Photos you attach to jobs are uploaded to your organization's private document storage, scanned for malware and visible to members with permission. The mobile apps use the system photo picker, so they never access your whole library.

Device identifiers. The mobile apps use a push token to deliver notifications and a per-session identifier for security. They do not use advertising identifiers and do not track you across other companies' apps or websites.

Working offline. So technicians can work without signal, the mobile apps keep a copy of the signed-in person's upcoming route, the jobs they opened, checklists and notes, and changes waiting to sync, in the app's private storage on the device. It is erased when they sign out or delete their account.

Tap to Pay on iPhone reads the customer's card with the phone's contactless reader. Card data is handled by Apple and Stripe and never reaches EarnFlow.

8. Cookies and similar technologies

The web app uses strictly necessary cookies for sign-in (a secure, HttpOnly refresh-token cookie and a CSRF token) and local storage for preferences such as your theme. This website uses no advertising or analytics cookies. Details are in our Cookie Policy.

9. Retention

Customer Data is kept for as long as the organization's account is active. When a subscription ends, the organization is paused and nothing is deleted; an owner can subscribe again to restore access or ask us to delete the organization. We delete or anonymise an organization's data within 90 days of a verified deletion request, except as described below.
Audit events are kept for the life of the organization because they exist to evidence what happened; they never include secrets or message bodies.
Texting consent and opt-out records are kept for the life of the organization as evidence of consent, even after the customer record is changed.
Billing records are kept for seven years as required by Canadian tax law.
Backups are retained for a limited period and overwritten on a rolling basis.
Support correspondence is kept for up to three years.

10. Security

We protect information with encryption in transit (TLS), encryption of secrets at rest, two-factor authentication, role-based permissions, per-organization data isolation, private malware-scanned document storage, a tamper-evident audit trail and customer-approved support access. Our practices are described in the Security overview. No system is perfectly secure; if we learn of a breach affecting your information, we will notify your organization and, where required, regulators without undue delay.

11. Your rights

Depending on where you live, you may have the right to access, correct, export or delete your personal information, to withdraw consent, to object to or restrict certain processing, and to complain to a privacy regulator. In Canada, this includes rights under PIPEDA and applicable provincial laws; in the European Economic Area and United Kingdom, rights under the GDPR and UK GDPR; in California, rights under the CCPA/CPRA. We do not sell or share personal information for cross-context behavioural advertising and we do not discriminate against anyone for exercising their rights.

You can update most account information in Settings. For other requests, email privacy@earnflow.ca; we respond within 30 days and may need to verify your identity. If your request concerns data held by an EarnFlow Customer about you, we will refer it to that Customer and assist them.

12. Deleting your account

Any person can delete their own account from Settings → Delete Account on the web or in the mobile apps, confirming with their password (and a two-factor code if enabled). Deletion erases your personal data, including your name, email, phone number and two-factor secrets, and revokes every session and device token. Business records you created (jobs, invoices, messages) remain with the organization, attributed to a deleted user, because they belong to the organization. Owners must transfer ownership of their organization before deleting their account. Residual copies in backups are removed on the backup rotation schedule.

To delete an entire organization and its Customer Data, an owner can email privacy@earnflow.ca from the owner's account address.

13. International transfers

EarnFlow is based in Canada, and the Service, including its database and stored documents, is hosted in Canada. Some subprocessors process information in the United States or elsewhere. Where information leaves the country in which it was collected, we rely on contractual protections (including Standard Contractual Clauses for transfers from the EEA and UK) and the subprocessor's security commitments. A Data Processing Agreement is available on request from legal@earnflow.ca.

14. Children

The Service is for businesses and is not directed to children under 16. We do not knowingly collect personal information from children; if you believe a child has provided information to us, contact us and we will delete it.

15. Changes to this policy

We may update this policy as the Service and the law change. We will post the new version here with its effective date and, for material changes, notify account owners by email or in the app at least 30 days in advance.

16. Contact

Privacy Officer, EarnFlow Inc.
1 University Avenue
Toronto, ON M5J 2P1
Canada
privacy@earnflow.ca

If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada or your local data protection authority.