Privacy Policy

1. Introduction

This Privacy Policy explains how Outer Edge Limited ("we", "us", or "our") collects, uses, stores, and protects your personal information when you use the EA Flow platform ("Platform") at eaflow.ai.

By using the Platform, you consent to the collection and use of your information in accordance with this Privacy Policy. If you do not agree with this Privacy Policy, please do not use the Platform.

2. Who We Are

EA Flow is operated by:

For privacy enquiries, please contact us at: g@pty.ai

3. Information We Collect

3.1 Information You Provide

We collect information that you voluntarily provide when using the Platform, including:

• Account information: name, email address, and contact details
• Profile information: job title, organisation, and other professional details
• Content: any data, text, notes, tasks, questions, and other information you enter into the Platform
• Calendar data: information synced from connected calendar services
• Knowledge base content: documents, procedures, and reference materials you upload
• Conversation logs: interactions with the AI assistant

3.2 Information Collected Automatically

When you access the Platform, we may automatically collect:

• Device information: browser type, operating system, and device identifiers
• Usage data: pages visited, features used, and interaction patterns
• Log data: IP address, access times, and referring URLs

4. How We Use Your Information

We use your information for the following purposes:

• To provide and maintain the Platform: operating the service and enabling its core functionality
• To process AI features: enabling the AI assistant and vectorisation capabilities
• To improve the Platform: analysing usage patterns to enhance features and user experience
• To communicate with you: sending service-related notifications and responding to enquiries
• To process payments: managing subscriptions and billing
• To comply with legal obligations: meeting regulatory and legal requirements

5. Third-Party AI Services

5.1 AI Service Providers

The Platform utilises artificial intelligence services from third-party providers to deliver its functionality:

• OpenAI: Used for database vectorisation, which enables intelligent search and retrieval of your content
• Anthropic (Claude): Used to power the AI chatbot assistant

5.2 Data Processing by AI Providers

By using the Platform, you acknowledge and agree that your Content is transmitted to these third-party AI services via their APIs for processing. These providers may have access to your data as necessary to provide their services. We recommend reviewing the privacy policies of OpenAI and Anthropic to understand how they handle data.

We use these services via their standard API offerings. While we implement appropriate security measures when transmitting data, we cannot guarantee how data is processed or retained by these third-party providers once it leaves our systems.

6. Data Storage and Hosting

The Platform is hosted using the following infrastructure providers:

• Vercel: Application hosting and delivery
• Supabase: Database storage and management

Your data may be stored and processed in data centres located outside of New Zealand or Australia. By using the Platform, you consent to this transfer and storage of your data.

7. Data Sharing

7.1 We Do Not Sell Your Data

We do not sell, rent, or trade your personal information to third parties for marketing purposes.

7.2 Limited Sharing

We may share your information only in the following circumstances:

• With AI service providers: As described in Section 5, for the purpose of providing Platform functionality
• With infrastructure providers: For hosting and data storage purposes
• With your Executive Assistants: If you are a Principal, your authorised EAs will have access to the information you choose to make available
• To comply with law: When required by law, regulation, or legal process
• To protect rights: To protect our rights, property, or safety, or those of others

8. Your Responsibilities

8.1 Data Shared at Your Own Risk

Any data you share on the Platform is done at your own risk. You are responsible for ensuring that you have the right to share any personal information relating to third parties that you enter into the Platform.

8.2 Executive Assistant Access

We do not take any responsibility for how your data is used by your Executive Assistant. It is your responsibility to ensure that any Executive Assistants you authorise are trustworthy and bound by appropriate confidentiality and data protection obligations. You should implement your own agreements and safeguards with your EAs.

9. Data Retention

We retain your personal information for as long as your account is active or as needed to provide you with the Platform services.

Upon account termination or deletion request, we will retain your data for thirty (30) days, after which it will be permanently deleted from our systems. Please note that:

• Backup copies may persist for a limited additional period
• Data already transmitted to third-party AI providers is subject to their retention policies
• We may retain certain information as required by law or for legitimate business purposes

10. Data Security

We implement reasonable technical and organisational measures to protect your personal information against unauthorised access, alteration, disclosure, or destruction. However, no method of transmission over the internet or electronic storage is completely secure.

We do not guarantee the security of your data and are not liable for any unauthorised access, data breaches, or data loss.

11. Your Rights

Subject to applicable law, you may have the following rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information
• Portability: Request a copy of your data in a portable format

To exercise any of these rights, please contact us at g@pty.ai. We will respond to your request within a reasonable timeframe and in accordance with applicable law.

12. New Zealand Privacy Act 2020

This Privacy Policy is intended to comply with the New Zealand Privacy Act 2020 and the Information Privacy Principles. If you are a New Zealand resident, you have the right to access your personal information and request corrections. You may also lodge a complaint with the Office of the Privacy Commissioner if you believe we have breached your privacy.

13. Australian Privacy Principles

For users in Australia, this Privacy Policy is intended to comply with the Australian Privacy Principles under the Privacy Act 1988 (Cth). You have the right to access your personal information, request corrections, and lodge complaints with the Office of the Australian Information Commissioner.

14. Children's Privacy

The Platform is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected personal information from a child, we will take steps to delete that information.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. If we make material changes, we will notify you by email or by posting a notice on the Platform. Your continued use of the Platform after such changes constitutes your acceptance of the updated Privacy Policy.

16. Contact Us

If you have any questions, concerns, or complaints about this Privacy Policy or our data practices, please contact us at: