Who We Are
VultFlow is a business software platform for irrigation and field-service operations. It helps customers manage teams, properties, schedules, job completion, invoices, and client communications.
When an organization signs up for VultFlow, that organization usually controls the operational and client data entered into the service. In those situations, VultFlow generally acts as a service provider or processor on behalf of the customer organization. We may also act as a controller for our own business records, account administration, security logs, support records, and legal compliance data.
Information We Collect
- Account and profile information, such as name, email address, first and last name, profile photo, language preference, locale, platform role, organization membership, and sign-in metadata.
- Organization and billing setup information, such as tenant name, branding, office address, tax settings, and business contact details.
- Customer and property information entered by our customers, such as client names, phone numbers, email addresses, property addresses, validated map coordinates, notes, service history, seasonal status, and system-report values.
- Operational job data, such as schedules, truck assignments, service types, timestamps, completion notes, recommendations, supply usage, approval requests, and activity logs.
- Media and voice content, such as completion photos, voice recordings, and transcripts created when users choose to use voice-based completion features.
- Invoice and payment information, such as invoice line items, payment status, Stripe customer identifiers, payment intent identifiers, amount paid, currency, and billing contact details. We do not store full payment card numbers or card security codes on our own systems.
- Device and local app data, such as authentication session data stored securely on device, app language/theme preferences, and in-progress job drafts stored locally to help prevent data loss.
How We Use Information
- To provide and operate the VultFlow services, including scheduling, dispatch, property management, invoicing, approvals, and team coordination.
- To authenticate users, manage accounts, enforce permissions, and secure customer environments.
- To process optional voice-completion workflows, including transcription and structured extraction of job details from recordings.
- To send transactional emails such as approval requests, invoices, and manual customer communications initiated by authorized users.
- To validate addresses, calculate routes or property context, and improve data accuracy in customer records.
- To process payments and reconcile invoice status.
- To maintain service quality, troubleshoot issues, prevent abuse, comply with law, and protect our users, customers, and business.
Mobile Permissions
The VultFlow mobile app requests only the permissions needed for specific features you choose to use.
- Microphone access is used only if you choose voice transcription or voice-assisted job completion.
- Camera and photo-library access are used only if you choose to attach completion photos to a job.
- As of the effective date above, VultFlow does not request precise background location, contacts, or advertising-ID access in the production mobile app.
Data Retention
We retain information for as long as necessary to provide the services, satisfy our contractual obligations to customers, maintain security and audit records, resolve disputes, enforce agreements, and comply with legal obligations.
Customer workspace data is typically retained while the customer account remains active and for a reasonable period afterward unless a different retention period is required by contract or law. Locally stored draft data remains on the device until it is cleared, overwritten, or the app is removed. Voice recordings, transcripts, job photos, and invoice records may remain associated with the related job or invoice record until deleted under the customer's retention practices or our legal obligations.
Security
We use administrative, technical, and organizational safeguards designed to protect information against unauthorized access, loss, misuse, or alteration. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.
International Data Transfers
VultFlow and our service providers may process information in countries other than the one where you are located. By using the services, you understand that information may be transferred to and processed in jurisdictions with different data-protection laws, subject to contractual, legal, and technical safeguards where required.
Your Choices and Rights
Because VultFlow is primarily a business-to-business platform, requests about customer, property, job, invoice, and similar workspace data should usually be directed first to the organization administrator or business that uses VultFlow and controls that data.
Depending on your location and the nature of the data, you may have rights to request access, correction, deletion, restriction, or objection. You may also be able to withdraw permission-based access, such as microphone or photo access, from your device settings at any time.
To make a privacy request involving data controlled directly by VultFlow, contact us at [email protected]. We may need to verify your identity and authority before acting on a request.
Children's Privacy
VultFlow is intended for business use and is not directed to children under 13 or the minimum age required by applicable law. We do not knowingly collect personal information from children for consumer use.
Changes to This Policy
We may update this Privacy Policy from time to time. If we make material changes, we may provide notice through the website, app, or other reasonable means. The updated version becomes effective when posted unless otherwise stated.
Contact Us
If you have questions about this Privacy Policy or our privacy practices, contact Vult Media at [email protected].