Privacy Policy

Last updated: 20 September 2026

Regentflow (regentflow.io) is operated from Australia ("Regentflow", "we", "us", or "our"). This policy explains what information we collect when you use our tools and shop, how we use and protect it, and the choices you have.

1. Information we collect

• Account details — your email address and name when you sign up.
• Business data you enter — invoices, quotes, customers, stocktakes, rosters, ordering lists, to-do lists, and other content you create in tools that save to your account.
• Details about other people that you enter — for example staff names, emails and phone numbers on a roster, customer details on an invoice, or supplier contacts on an order list. You are responsible for having the right to give us those details, and for telling those people how their information is used.
• What people do on a link you share — when your staff or helpers open a roster, stocktake or to-do link, we store the name they type and what they enter or tick, so their work shows up on your sheet. They don't need an account, and we don't ask them for anything else.
• Shop order data — your name, email, phone number (optional), and shipping address when you place an order, including guest checkout.
• Uploads — photos and PDFs you submit for AI scanning, artwork or text you upload for custom products, and any screenshot you attach to a support message. Photos you scan are deleted right after the scan finishes — we keep the text the scan produced, not the photo. Support screenshots are stored privately, are never given a public link, and are deleted on the schedule in section 5. Artwork for custom products works differently: it needs a web address so previews and our print partner can reach it, which means anyone who has that exact address can view the image — treat product artwork as something that will be printed, not as a private file.
• Usage basics — things like credit usage, plan tier, and basic analytics used to operate the service and enforce plan limits.
• Payment details — handled entirely by Stripe. We never see or store your card numbers.

Tools that keep your files on your device. The PDF tools, the PDF editor and the calculators do their work entirely in your browser. Your files are never uploaded to us — they don't leave your device at all, and we never hold a copy.

Tools that keep your work in your account. Voice Sheet, Cost Builder, Create & Print signs and the resume builder also run in your browser, but while you're signed in we automatically save the one item you're working on to your account, so it's still there if you clear your browser or switch to another device. This happens in the background — you don't have to press save. We keep only the current draft, not a history: each save replaces the last, and clearing or starting a new one removes it. If you use the resume builder without signing in, nothing is sent to us.

In both cases, using an AI feature sends the content you run it on to our AI provider so it can be processed. That is the one thing that always leaves your device, in every tool.

2. How we use your information

• To provide and operate the tools — saving, processing, and exporting your work.
• To fulfil shop orders — producing, shipping, and updating you about them.
• To manage your account, billing, credits, and subscription.
• To send transactional email — receipts, order updates, and account emails from regentflow.io addresses. We honour unsubscribe and suppression requests for non-essential mail.
• To maintain and improve the service — diagnostics and aggregated analytics.
• To meet our legal, accounting, and regulatory obligations.

We do not sell your personal information, and we do not use your content to train AI models. Where a tool sends your text or images to our AI provider to do its job, we use a paid plan whose terms prohibit that provider from using your prompts or the results to improve their own models.

3. Service providers

We share information with a small number of providers, only so they can do their job for us:

• Stripe — payment processing for plans, credits, and shop orders.
• Printify and its print partners — production and shipping of shop orders. We share your order details and shipping address with them; depending on the fulfilment location shown on the product, this may be processed overseas, including in the USA or EU.
• Our cloud database and hosting provider — secure storage of your account and business data, authentication, and running the platform.
• Google (Gemini API) — when you use AI features, the relevant content (text, images being scanned, briefs) is sent directly to Google's Gemini API to produce your results.
• Email delivery provider — sending transactional mail on our behalf.
• Cloudflare Turnstile — bot protection on forms.

4. Overseas disclosure

Some of the providers above operate outside Australia, so your data may be processed overseas — for example by Stripe, our hosting provider, Google (Gemini API), and Printify's print partners in the USA, EU, Canada, or UK depending on where your order is fulfilled. We only work with providers that commit to protecting your information.

5. Data retention

We keep your account data and content for as long as your account is active or as needed to provide the service. Shop order records are kept as long as needed for warranty, accounting, and tax purposes. If you ask us to close your account, we delete your personal data within a reasonable time, except records we're legally required to keep.

Some things are deleted automatically, on a schedule:

• Photos you scan — deleted right after the scan is processed, with a nightly sweep as a backstop for any that slip through. The spreadsheet the scan produced is yours and stays in your account.
• Custom product artwork — previews made while you design are removed after 7 days. Artwork attached to a placed order is kept 120 days so we can reprint if something goes wrong, then removed. Images and logos you save onto your own shop products stay for as long as the product does.
• Stocktake change history — the record of individual edits is kept 30 days; the activity log (who counted, who joined) is kept 180 days.
• Support screenshots — removed after 180 days, both the file itself and the reference to it. Deleting a support message removes its screenshot straight away.
• Our email delivery log — the record of which transactional emails were sent, kept 90 days for support and deliverability checks.
• Payment event records — the ledger we use to avoid processing the same payment twice, kept 45 days.

6. Your rights

You can ask to access, correct, or delete your personal data at any time. To do so, email info@regentflow.io or use the contact form and we'll action it. You can also contact us to raise a concern about how your data is handled, and we'll respond within a reasonable time.

7. Cookies & local storage

We use cookies and browser storage to keep you signed in, remember your preferences, and hold the working copy for the tools described in section 1. Those stay on your own device and never reach anyone else.

We also use Google Analytics to see how the site is found and used — which pages people open, and whether an order followed. It sets its own cookies, which last up to two years and can recognise a returning browser. You can switch it off for every site with Google's opt-out add-on or by blocking cookies in your browser — the shop and the tools work either way.

Two more are set for the site to work at all: one from our network provider that tells automated traffic from real visitors, and one that records which version of the site served your page. We don't use advertising cookies.

8. Security

All traffic is encrypted in transit, your content is stored with access controls enforced at the data layer, and payment details never touch our servers. No online service can guarantee absolute security, but we maintain safeguards designed to protect your information against unauthorised access, loss, or misuse.

9. Changes to this policy

We may update this policy from time to time. When we do, we'll post the new version here and update the date above; for material changes we'll also notify you by email or in the app. Continued use after an update means you accept the revised policy.

10. Contact us

Questions about this policy? Use the contact form or email info@regentflow.io.