Privacy Policy

SetFlow is a production platform for commercial photography and film studios. We help you run projects, manage clients, send estimates and contracts, take payments, and deliver finished media. This policy explains what information we collect, how we use it, and the controls you have. It applies to setflow.ca, the application at app.setflow.ca, and every related service we operate.

We keep this deliberately plain. If anything here is unclear, email us at hello@setflow.ca and we will walk you through it.

Information we collect

We collect only what we need to run your studio on SetFlow:

• Account information. Your name, email address, password credentials, studio name, and team member details when you invite collaborators.
• Studio content. The projects, clients, contacts, estimates, contracts, invoices, call sheets, schedules, and media you create or upload while using SetFlow.
• Payment information. Billing details for your subscription and, where you take client payments, the transaction records needed to reconcile them. Card numbers are handled by our payment processor and never touch our servers.
• Usage and device data. Basic logs such as IP address, browser type, and the actions taken in the app, used to keep the service secure and reliable.

How we use your information

We use the information above to:

• Provide, maintain, and improve the SetFlow application and its features.
• Process subscription billing and the client payments you initiate.
• Send transactional messages: invitations, contract and invoice notifications, receipts, and security alerts.
• Protect against fraud, abuse, and unauthorized access, and to meet our legal obligations.

We do not sell your data, and we do not use your studio content to build advertising profiles.

How your data is stored and protected

Your studio content is stored privately. Access is isolated per studio at the database level, so one studio can never read another’s projects, clients, or media. Data is encrypted in transit and at rest.

When you share media or documents with a client (a proofing gallery, a contract to sign, an invoice to pay), SetFlow generates a signed, expiring link scoped to that specific item. These links can be revoked or expired at any time, so access ends the moment you decide it should.

We run on established cloud infrastructure with managed databases and object storage. Our providers maintain their own security and compliance programs; we build on top of them with least-privilege access and regular review.

Payments

Payments are processed by Stripe. When you pay for a subscription or a client pays an invoice through SetFlow, card details are sent directly to Stripe and handled under their security standards. We receive only the information needed to confirm and reconcile a transaction, never full card numbers. Stripe’s handling of payment data is governed by their own privacy policy.

Service providers

We share information with a small number of vendors who help us operate SetFlow: cloud hosting and database infrastructure, our payment processor, and our transactional email provider. Each acts on our instructions, handles data only to provide their service to us, and is bound to protect it. We do not share your studio content with anyone else.

Cookies

SetFlow uses a small number of first-party cookies, and only the ones needed to run the service. We do not use advertising, marketing, or cross-site tracking cookies, and there is no third-party analytics on the app, so there is no consent banner to click through.

• Sign-in session (strictly necessary). Cookies that keep you securely logged in as you move between pages. Without them you cannot sign in, so they are set whenever you use the app and are exempt from consent.
• Language preference (functional). A cookie that remembers your chosen interface language so the app stays in it.

You can clear or block cookies in your browser settings, but the sign-in session cookie is required to use SetFlow. Blocking it will stop you from logging in. We never place your personal or studio data in a cookie.

Your rights and choices

• Export anytime. Your data is yours. You can export your projects, clients, and financial records from SetFlow whenever you want.
• Access and correction. You can view and update your account and studio information directly in the app.
• Deletion. You can delete content, and you can ask us to close your account and remove your data, subject to records we must retain for legal and accounting reasons.

To make any of these requests, email hello@setflow.ca.

Data retention

We keep your data for as long as your account is active. After you close your account, we remove your studio content within a reasonable period, except where we are required to retain certain records, such as invoices and payment history, to comply with tax and accounting law.

Changes to this policy

We may update this policy as SetFlow evolves. When we make material changes, we will update the date above and, where appropriate, notify you in the app or by email. Continued use of SetFlow after an update means you accept the revised policy.

Contact

Questions about privacy or your data? Reach us at hello@setflow.ca.