FITOUT FLOW — PRIVACY POLICY

Effective Date: 31.05.2026
Last Updated: 31.05.2026


1. INTRODUCTION

This Privacy Policy describes how Fitout Flow ("the App", "we", "our", "us") collects, uses, stores, and protects your information when you use our mobile application.

By creating an account and using Fitout Flow, you agree to the practices described in this Policy. If you do not agree, please do not use the App.


2. WHO WE ARE

Fitout Flow is operated by National Joinery Group, located at Sydney Australia.

For privacy-related questions or requests:
- Email: fitoutflow@gmail.com

3. INFORMATION WE COLLECT

We collect only what is necessary to provide the App's core functionality.

3.1 Account Information

- Name — provided by you during registration or profile setup. Displayed in the App so team members can see who created or completed tasks.
- Email Address — provided by you during registration. Used for authentication, account recovery, and important service communications.
- User ID — automatically generated by our authentication provider (Firebase). Internal unique identifier linking your account to your data.

3.2 Content You Create

- Photos and Videos — task completion photos, on-site documentation, defect images.
- Other User Content — task descriptions, comments, plan names, unit information, project metadata.
- PDF Floor Plans — architectural PDFs you upload for use within the App.

This content is only visible to members of the same project workspace.

3.3 Diagnostic Information

- Crash Reports — sent automatically when the App crashes, used to diagnose and fix stability issues.
- Non-Fatal Error Logs — sent when recoverable errors occur, used to improve reliability.

Crash and diagnostic data is linked to your User ID so we can correlate issues to specific accounts when needed. It is not used for advertising or any commercial purpose.

3.4 What We Do NOT Collect

- Your location (precise or coarse)
- Your contacts or address book
- Your browsing or search history outside the App
- Health, fitness, or biometric data
- Financial or payment information
- Advertising identifiers (IDFA, device advertising ID)
- Audio recordings
- Information about other applications on your device


4. HOW WE USE YOUR INFORMATION

Your data is used solely to operate the App:

- Authenticate you and provide secure access to your projects
- Enable team collaboration — display task ownership, comments, and updates
- Sync your data across your devices and your team
- Diagnose technical issues and improve App stability
- Communicate important service updates (account security, terms changes)

We do not:

- Use your data for advertising or marketing
- Sell your data to third parties
- Share your data with data brokers
- Track you across other apps or websites
- Use your data to train AI models without explicit consent


5. THIRD-PARTY SERVICES

Fitout Flow uses the following third-party services provided by Google LLC:

- Firebase Authentication — manages user accounts and login credentials
- Firebase Cloud Storage — stores uploaded photos and PDF documents
- Firebase Cloud Functions — processes App requests and business logic
- Firebase Crashlytics — collects crash reports and non-fatal error logs

Data processed by these services may be stored on Google Cloud infrastructure in the United States or other countries where Google operates. Google's privacy practices: https://policies.google.com/privacy

We do not use Firebase Analytics, AdMob, or any third-party advertising SDK.


6. DATA SHARING

We do not share your personal data with parties outside the Company, except:

- Within your project workspace — your tasks, comments, photos, and name are visible to other members of the same project, by design.
- Service providers — Google Firebase, as listed in Section 5, processes data on our behalf under data protection agreements.
- Legal compliance — when required by law, court order, or to protect our legal rights.
- With your explicit consent — for any other disclosure.


7. DATA RETENTION

- Account data (name, email, User ID) — retained until you delete your account.
- Project content (tasks, photos, comments) — retained until you or your workspace administrator deletes it, or until the workspace is closed.
- Crash and diagnostic logs — retained for up to 90 days.
- Backups — retained for up to 90 days after deletion.

When you delete your account, your personal data is removed from active systems within 30 days.


8. YOUR RIGHTS

Depending on your jurisdiction, you may have the right to:

- Access — request a copy of your personal data
- Correct — update inaccurate or incomplete data
- Delete — request removal of your account and associated personal data
- Export — receive your data in a portable, machine-readable format
- Restrict — limit certain types of processing
- Object — object to processing based on legitimate interest
- Withdraw consent — where processing is based on consent

To exercise any of these rights, email fitoutflow@gmail.com from the email address associated with your account. We respond within 30 days.


9. ACCOUNT DELETION

You can request account deletion by emailing fitoutflow@gmail.com from your registered email address.

Upon deletion:

- Your account is deactivated immediately
- Your personal data is removed from active systems within 30 days
- Backups containing your data are purged within 90 days
- Project content you created may remain visible to your team if it has been collaboratively used, but is no longer linked to your personal identity


10. DATA SECURITY

We use industry-standard security measures to protect your data:

- All network communication is encrypted using HTTPS/TLS
- Data is stored on Google Cloud infrastructure with enterprise-grade security
- Access to your account requires authentication
- Passwords are never stored in plain text
- We follow secure development practices and regularly review our code

While we take reasonable precautions, no system is 100% secure. We cannot guarantee absolute security but commit to notifying affected users in the event of a data breach.


11. CHILDREN'S PRIVACY

Fitout Flow is intended for use by professionals in the construction, fitout, and joinery industries. The App is not directed at children under the age of 13. We do not knowingly collect personal data from children under 13. If we become aware that we have collected such data, we will delete it promptly.

If you are a parent or guardian and believe your child has provided us with data, contact us at fitoutflow@gmail.com


12. INTERNATIONAL DATA TRANSFERS

Your data may be transferred to and processed in countries other than the one in which you reside, including the United States and other jurisdictions where Google Cloud operates. We rely on Google's safeguards, including Standard Contractual Clauses, to ensure your data is protected in accordance with applicable laws.


13. JURISDICTION-SPECIFIC PROVISIONS

13.1 Australian Users

If you are an Australian resident, we comply with the Privacy Act 1988 (Cth) and the Australian Privacy Principles. Complaints may be submitted to the Office of the Australian Information Commissioner (OAIC) at https://www.oaic.gov.au


14. CHANGES TO THIS POLICY

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. Material changes will be communicated:

- Through an in-App notification, or
- By email to your registered address, or
- By updating the "Last Updated" date at the top of this Policy

Continued use of the App after changes constitutes acceptance of the updated Policy.


15. CONTACT

For privacy-related questions, requests, or complaints:

Email: fitoutflow@gmail.com
Company:National Joinery Group