How we handle your data

Flow CRM holds your whole book of business, so here is the plain-English version of what we keep and what we do with it.

What we store: Your customers' names, addresses, phone numbers and email addresses. Their equipment, with model and serial numbers, install dates and warranty dates. Your jobs, notes and job photos. Your quotes, including the customer's typed signature, the IP address and browser used to sign. Your maintenance agreements and the reminders sent for them. Your team members' names, emails and roles.
Who can see it: Your company, by role: the owner and admins see everything, technicians see the customers and jobs assigned to them. Every company's records are kept separate; nobody from another company can reach yours. Nobody at Flow CRM looks at your records unless you ask us for help with them.
We do not sell it: We never sell, rent or share your customer records with advertisers or other companies. Your customers only hear from us on your behalf: a quote you sent, a reminder you scheduled, a booking confirmation.
Services that touch it: Stripe handles billing; we never see your card number. Google Maps turns customer and technician addresses into map coordinates so you can dispatch the nearest tech. Our email provider delivers quotes and reminders. Flare receives error reports when something breaks, without customer records in them. Google Analytics tells us which parts of the app are used, with no customer names or addresses attached.
Taking it with you: Your customer data is yours. Email us at any time and we send you a full CSV export of customers, equipment, jobs, quotes and agreements, usually the same business day. If you cancel, you keep access until the end of the period you paid for, your records stay readable for 90 days after that, and then they are deleted. Ask and we delete them sooner.
Keeping it safe: Everything travels over HTTPS. Logins support passkeys and two-factor authentication. Job photos and import files are stored outside the public web root and served only to people in your company. Backups are kept so a mistake can be undone.

Questions about any of this: email hello@flowcrm.com. Last updated October 11, 2026.