← ChatFlow CRM

Privacy Policy

Last updated: October 23, 2026

ChatFlow provides customer messaging, CRM and connected-account tools, including authorized ChatGPT/MCP connections. Channel availability depends on the connected provider and account permissions.

1. Data we access

We only access data after you explicitly connect an account and grant consent. Depending on the channels you connect, this may include:

2. How we use your data

We use connected data to provide messaging, CRM, reminders, analytics, authorized publishing and AI assistance. If configured by the workspace, eligible won deals may trigger Meta advertising conversion attribution. We do not sell customer data. See the ChatGPT/MCP disclosure below for the data and recipients involved.

3. Storage and security

Data is stored on secured infrastructure with encryption in transit (HTTPS) and access controls. Access tokens are stored securely and are never exposed to your browser or to other customers. We retain your data only while your account is active or as needed to provide the service.

4. Data deletion

You can disconnect any connected account at any time from ChatFlow → Settings, which immediately stops all further access. To request full deletion of your stored data, see our Data Deletion instructions or email support@chatflow.biz. We delete your data within 30 days of a verified request.

5. Third parties

We use infrastructure and AI providers to operate ChatFlow. Authorized channel actions share required data with the channel provider. Connecting ChatGPT or another MCP client shares tool inputs and results with OpenAI or that client under its own terms and account settings. See the disclosure below for categories, retention and controls.

6. Meta Platform compliance

Our use and transfer of information received from the Meta / Instagram APIs adheres to the Meta Platform Terms and Developer Policies, including limitations on how platform data may be used.

7. TikTok Platform compliance

Our use of information received through TikTok API for Business is limited to the customer-communication features authorized by the connected Business Account. ChatFlow does not initiate a TikTok direct-message conversation with a person who has not contacted that business, and public comment replies remain on the relevant public post.

8. Contact

Fastdev LLP (ТОО «Fastdev»), Office 15, 294/2 Gagarin St, Almaty, Kazakhstan. Questions about this policy or your data: support@chatflow.biz.

9. ChatGPT and MCP connections

Data returned by tools

When an owner or administrator authorizes ChatGPT or another MCP client, requested tool results are sent to OpenAI or that selected client. Results may include the connected member's display name, workspace name and a stable opaque profile identifier; customer names, phone numbers, channel identifiers and group names; and contact, conversation, deal, stage, account, teammate, label and reminder identifiers needed to select records and perform follow-up actions. The profile tool does not return the member's login email, and the team tool does not return employee roles or job titles.

CRM, messages and account information

Depending on the requested tool, results include deal titles, values, notes and pinned case comments, customer and teammate assignments, pipeline stages and outcomes, archive state, record dates, CRM links and pagination cursors; customer message text or attachment placeholders, previews, employee sender names, message dates, delivery/read state, labels and AI auto-reply state; reminder text, due dates and completion state; connected business account names, handles, WhatsApp numbers and channel/provider capabilities; social post captions, text, links, identifiers, dates, visibility and processing state; Instagram comments, author usernames, replies and moderation state; aggregate Instagram/Threads reach, views, followers and engagement; and subscription tier/status, usage counts, limits, permission switches and billing/grace dates. Free-text messages, notes and uploaded content may themselves contain personal or business information. Tools return selected workspace records, not raw channel payloads, authentication secrets, raw provider errors or diagnostic logs.

Purposes and recipients

We use these inputs and results to find and summarize customer records, draft replies, update CRM records, manage reminders, explain usage and perform authorized messaging, moderation, draft uploads or publication. Sending and publication require separate workspace switches. Public social posts and comment replies are visible to their audience; customer messages and attachments go to the selected recipients. Requested actions transmit their content and required routing information to the connected channel provider, such as Meta, TikTok or Telegram. ChatFlow's hosting, storage and AI service providers process data to operate the service. OpenAI or another selected MCP client receives tool inputs/results under that provider's own terms, privacy policy and account settings, including its applicable retention and model-improvement controls; ChatFlow does not control that provider's subsequent processing. We do not sell customer data.

Configured advertising attribution

If a workspace has configured supported Meta advertising attribution, moving an eligible deal to a won stage can send a conversion event to Meta. That event contains the click-to-WhatsApp identifier, WhatsApp business account identifier, event type and time, and, for a purchase event, value and currency. This is attribution for the workspace's advertising. The move_deal tool describes this side effect before use.

Uploads and public file links

prepare_media_upload returns a one-time upload URL, permitted content type and size, upload deadline and a tokenized media URL. The upload ticket expires after one hour. After upload, anyone possessing the media URL can download the file for seven days without signing in; treat the URL as sensitive and upload only files intended for that access. The file/link can also be shared with the selected channel provider or MCP client. If an uploaded attachment is sent in a customer conversation, ChatFlow creates a separate message attachment copy retained with that conversation, beyond the temporary link's seven-day lifetime.

Retention, security and controls

CRM records, messages, attachments and connected-account information are retained while needed to provide the active workspace service or meet applicable obligations, until deletion under our deletion process. Temporary MCP media follows the one-hour/seven-day limits above. For security and troubleshooting we also process connection identifiers, last-use times, rate-limit counters, hashed network identifiers and error diagnostics; these are not returned in tool results. Connected-channel credentials are stored on the backend and are not returned by MCP tools; the authorized MCP client receives its own connection credential, and upload/media URLs are limited-purpose access capabilities. Owners can disable agent sending/publication, revoke an MCP key or OAuth connection in ChatFlow, and disconnect channel accounts. Revocation blocks future access through that credential; it does not erase messages already sent, public posts or information already delivered to OpenAI, another client or a channel provider. Use that provider's controls for its retained copies. To request access, correction or deletion of ChatFlow-held information, contact support@chatflow.biz; verified full-deletion requests follow section 4's 30-day process.