Privacy Policy
This Privacy Notice for Renew Flow LLC ("we," "us," or "our") describes how and why we might access, collect, store, use, and/or share ("process") your personal information when you use our services ("Services"), including when you:
- Visit our website at https://renewflow.co or any website of ours that links to this Privacy Notice
- Download and use our mobile application Renew Flow, or any other application of ours that links to this Privacy Notice
- Use Renew Flow. Renew Flow is a mobile SaaS application (iOS and Android) and web platform built for small health and wellness businesses, especially Traditional Chinese Medicine (TCM) clinics, herbalists, acupuncturists, and herbal tea shops. The app helps practitioners manage client bookings, mandatory intake forms, telehealth consultations, patient portals (including tongue photo uploads), herbal recipe creation and front-of-house handoff, payments, refunds, and reporting, while maintaining HIPAA-conscious health data handling.
- Engage with us in other related ways, including any marketing or events
Questions or concerns? If you do not agree with our policies and practices, please do not use our Services. Contact us at charlie@renewflow.co.
Summary of key points
What personal information do we process? When you visit, use, or navigate our Services, we may process personal information depending on how you interact with us and the Services, the choices you make, and the products and features you use.
Do we process sensitive personal information? Some information may be considered special or sensitive in certain jurisdictions. We may process sensitive personal information when necessary with your consent or as otherwise permitted by applicable law. This can include health-related information submitted through intake forms, patient portals, or similar features when you or a clinic use the Services.
Do we collect information from third parties? We do not collect personal information from third parties for our core marketing site practices described here, except as needed through service providers that help us operate the Services (for example hosting or payment processors) under appropriate agreements.
How do we process your information? We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law. We may also process your information for other purposes with your consent. We process your information only when we have a valid legal reason to do so.
How do we keep your information safe? We use organizational and technical measures to protect personal information. No electronic transmission or storage method is 100% secure, so we cannot guarantee absolute security.
What are your rights? Depending on where you live, you may have rights under applicable privacy law. You can exercise rights by contacting us or by submitting a data subject access request.
1. What information do we collect?
Personal information you disclose to us
We collect personal information that you voluntarily provide when you express interest in our Services, fill out the trial or contact form, create an account, use the app, or otherwise contact us.
Examples include name, clinic name, city, email, phone, typical patient volume, tools you use today, and any message you send. If you use the clinical product features, additional information may include booking details, intake responses, payment-related data, herbal recipe and inventory data, and patient portal content (such as progress notes or tongue photos) as provided by you or your clinic users.
Sensitive information
When you or a clinic use clinical features, we may process health-related information. We do so only as needed to provide the Services, with appropriate safeguards, and as permitted by law (including with consent where required).
Information automatically collected
When you visit the website, we may automatically collect technical data such as IP address, browser type, device information, and pages visited, through standard server logs or similar tools used for security and performance.
2. How do we process your information?
We process information to:
- Provide and operate the Services (including trials, accounts, bookings, intake, payments, and related features)
- Send appointment reminders and other service messages you have opted into, including SMS text messages
- Respond to inquiries and trial requests
- Send administrative and service-related communications
- Protect security, prevent fraud, and troubleshoot
- Comply with legal obligations
- Improve the Services, with your consent where required
3. When and with whom do we share personal information?
We may share information with service providers who help us operate the Services (for example hosting, email delivery, payment processing, SMS delivery, analytics, or infrastructure), under contracts that require them to protect the data. We may also share information if required by law, to protect rights and safety, or in connection with a business transfer. We do not sell your personal information.
SMS and mobile information
If you opt in to Renew Flow text messages, we use your mobile number only to send the messages you requested, such as appointment reminders and related service alerts.
We do not sell or share mobile phone numbers or SMS opt-in consent with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties.
The above excludes text messaging originator opt-in data and consent; this information will not be shared with any third parties. Message frequency varies. Message and data rates may apply. Reply STOP to cancel. Reply HELP for help. Consent to receive texts is not required to use the Services.
Google API Services
Renew Flow's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
Specifically, if a practitioner connects their Google Calendar, we use that access only to keep their Renew Flow appointment schedule in sync with their Google Calendar — creating, updating, and removing calendar events that correspond to real bookings. We do not use Google Calendar data for advertising, and we do not sell it, and we do not share it with any other company.
Renew Flow does use a third-party AI service (Anthropic's Claude API) to help summarize a patient's intake form for their practitioner. This is a separate feature with no connection to Google Calendar — data from a connected Google account is never sent to Claude or any other AI service, and is never used to train any AI model.
4. How long do we keep your information?
We keep personal information only as long as necessary for the purposes described in this notice, unless a longer period is required or permitted by law. When we no longer need the information, we delete or anonymize it where feasible.
5. How do we keep your information safe?
We implement technical and organizational security measures designed to protect personal information. Despite our efforts, no method of transmission over the Internet or electronic storage is completely secure.
6. Your privacy rights
Depending on your location, you may have rights to access, correct, delete, or restrict processing of your personal information, to withdraw consent, or to appeal certain decisions. To exercise these rights, email charlie@renewflow.co, call +1 (646) 678-2550, or submit a data subject access request.
California residents may have additional rights under state law, including the right to request information about disclosures for direct marketing purposes under the Shine the Light law.
7. Controls for do-not-track features
Most browsers include a Do-Not-Track setting. There is no uniform legal standard for responding to DNT signals at this time. We will update this notice if that changes.
8. Do we make updates to this notice?
Yes. We may update this Privacy Notice from time to time. The updated version will be indicated by an updated date at the top. Material changes may be highlighted on the site or notified by email where appropriate.
9. How can you contact us about this notice?
Email: charlie@renewflow.co
Phone: +1 (646) 678-2550
Mail: Renew Flow LLC, 1265 Barry Ave, Apt 102, Los Angeles, CA 90025, United States
10. How can you review, update, or delete your data?
Based on applicable law, you may request access to, correction of, or deletion of personal information we hold about you. Submit a data subject access request or email charlie@renewflow.co.