Privacy Policy

1. Who we are

HPA Flow (the website at hpaflow.com and the HPA Flow app) is run by HPA (“we”, “us”). This policy explains how we handle personal information, in line with the Australian Privacy Principles in the Privacy Act 1988 (Cth). Questions? Email privacy@hpaflow.com.

2. What we collect

• Your account: your name, email address and profile picture, which Google shares when you sign in with it. We never see your Google password.
• What you tell us: your answers in the interview, and what we make from them: your maps, reviews, fixes and check-ins, and any edits or notes you add.
• Your team: your team's name, and the names and email addresses of people you invite. If you hand part of the interview, or a single question, to a teammate, their answers become part of your map.
• Settings: how often you'd like check-ins, and how you'd like to be reminded (email or phone).
• Technical information: things like your IP address, browser or device type and app version, which our providers log when you use the service, and a notification token if you turn on phone notifications.

Please don't put sensitive information (health details, for example) into your answers: HPA Flow doesn't need it to map your business.

3. How we use it

• To run the interview, draw your map, write your review and suggest fixes.
• To let your team answer the parts you hand them, and show their answers on your map.
• To send the emails the service needs: team invites, parts and questions handed to you, and check-in reminders (which you can turn off).
• To keep the service secure, fix problems, and answer you when you get in touch.
• To understand how HPA Flow is used, so we can make it better.

We don't sell your personal information, and we don't use it for advertising.

4. AI

The interviewer is an AI. To ask you questions and map your answers, we send your conversation and map to third-party AI model providers, who process it to give us a reply. What the AI writes can be wrong, so check anything important before you act on it.

5. Who can see it

• You. Your maps are yours. Nobody else on HPA Flow sees them unless you hand part of one to someone, or share it.
• Your team. When you hand someone part of a map, they see that part, the business's basics, and the names of the processes around it, but not your review or fixes. You, and anyone who handed it on, can read their conversation for that part, and they're told so before they start.
• People with a share link. If you share your review, anyone with the link can read it until you stop sharing.
• Our service providers, who handle information for us to run HPA Flow: hosting and our database (Convex, Netlify), sign-in (Google), email (Sequenzy), AI model providers, and app updates and phone notifications (Expo, Google Firebase).
• When the law requires it, or to protect the safety of people or the service.

6. Where it's stored

Our service providers store and process information outside Australia, mainly in the United States. We use providers we trust to protect it, but the laws where it's held may differ from Australia's.

7. How long we keep it

We keep your information while you have an account. When you delete your account, we delete your maps, team, settings and sign-in. Parts of other people's maps that you answered stay on their maps, as they were when you left, because they belong to that map. Copies in our providers' backups and logs can take a little longer to disappear.

8. Your choices

• See and edit your maps any time in HPA Flow.
• Delete your account, and everything in it, from the account menu (web) or account sheet (app).
• Turn check-in reminders off, or stop sharing a review, whenever you like.
• Ask us for a copy of your information, or to correct it, by emailing privacy@hpaflow.com.

9. Keeping it safe

Information travels encrypted, sign-in goes through Google, and access to our systems is limited to the people who run HPA Flow. No service is perfectly secure, but we take care, and we'll tell you if a breach is likely to cause you serious harm.

10. Children

HPA Flow is for businesses, and isn't for anyone under 18.

11. Changes

If we change this policy, we'll update the date at the top, and tell you in the app or by email if the change is significant.

12. Questions and complaints

Email privacy@hpaflow.com and we'll get back to you within 30 days. If you're not happy with our answer, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au. See also our Terms of Service.