FocusFlowBETA

Privacy Policy

This Privacy Policy explains how FocusFlow ("FocusFlow," "we," "us," or "our") collects, uses, and discloses information when you access or use our websites, applications, and related services (the "Service"). FocusFlow is an AI-powered calendar and productivity platform built primarily for undergraduate and graduate students.

1. Information we collect

  • Account information — such as your name, email address, date of birth, school or institution, major, minor, expected graduation date, phone number, time zone, and account settings.
  • Calendar and scheduling information — such as events, tasks, assignments, projects, exams, reminders, categories, notes, locations, attendees, recurrence rules, time-blocking settings, and focus sessions you create or sync.
  • Content you provide to AI features — such as prompts, messages, and requests you send to FocusFlow's AI assistant, including when you ask the AI to work with your calendar, tasks, or attachments.
  • Attachment content — such as text extracted from files and image content you attach or connect through cloud storage providers, when you ask FocusFlow to process or analyze those files.
  • Usage and device information — such as log data, browser and operating system information, device type, and approximate location derived from IP address.
  • Productivity metrics — such as execution rates, time accuracy measurements, focus quality scores, consistency metrics, and momentum calculations derived from your activity data.
  • Educational institution information — such as institution identifiers, roles, and context information received through institutional sign-on or learning-management integrations where you connect through your school.

2. How we use information

We use information to:

  • Provide, maintain, and improve the Service, including calendar management, task tracking, reminders, focus sessions, and account management.
  • Coordinate and personalize your experience, including tailoring the Service to your schedule, preferences, and academic workload.
  • Operate AI features to help you plan, schedule, organize tasks, and get productivity insights.
  • Communicate with you about account verification, service updates, support, and general product communications.
  • Secure accounts, prevent abuse, and troubleshoot technical issues.
  • Conduct research and development to improve the Service and AI features.

3. Calendar integrations

If you connect Google Calendar or Microsoft/Outlook Calendar, FocusFlow accesses and synchronizes calendar information necessary to provide scheduling functionality.

  • Google Calendar — FocusFlow requests calendar access to read and write events. Events created through FocusFlow may include attribution identifying FocusFlow as the source.
  • Microsoft/Outlook Calendar — FocusFlow requests calendar access to read and write events through Microsoft Graph.

You can disconnect these integrations at any time through your account settings.

4. Cloud attachments

FocusFlow can connect to cloud storage providers so you can attach files to events and tasks.

  • Providers — Google Drive, Microsoft OneDrive, Dropbox, Box, and Microsoft 365 SharePoint.
  • Access — FocusFlow requests the minimum permissions needed to list and access files you choose to work with.
  • File processing — When you ask FocusFlow's AI to analyze an attachment, the relevant file content may be transmitted to FocusFlow's AI processing systems. FocusFlow does not permanently store uploaded files; file access is used to provide the requested functionality.
  • Your control — You control which files to attach and can disconnect cloud storage providers at any time.

5. AI features

FocusFlow includes an AI assistant called Aries that can help with scheduling, planning, task organization, and productivity questions.

  • What AI processes — When you use AI features, FocusFlow may send your prompts, calendar context, tasks, and attachment content (when you ask the AI to work with attached files) to third-party AI infrastructure for processing.
  • AI providers — FocusFlow uses OpenRouter and Google Gemini as AI providers, with optional local Ollama support for self-hosted deployments.
  • Session history — AI conversation history is held temporarily in active memory for the duration of your session and is not permanently stored as part of your account data.
  • Model training — FocusFlow does not currently use your information to train AI models. Feedback you provide is stored for review but is not fed back into AI training systems.
  • AI is assistance, not advice — AI-generated suggestions, including scheduling recommendations and FocusFlow Scores, are informational only. You are responsible for verifying deadlines, exam dates, class schedules, and other important information.

6. Productivity scores

FocusFlow Score is a productivity metric calculated from your activity and scheduling data. It is computed locally from your calendar and task information.

  • FocusFlow Score is informational only.
  • It does not measure academic ability, intelligence, or academic performance.
  • It should not be treated as a definitive assessment of your productivity or student success.
  • You should use it as a helpful reference, not as an objective standard.

7. Analytics and monitoring

FocusFlow uses analytics and monitoring tools to understand how students use the Service and to identify technical issues.

  • PostHog — FocusFlow uses PostHog to understand feature usage, track events, and improve the product. Analytics data may be grouped by institution for product improvement purposes.
  • Sentry — FocusFlow uses Sentry to identify and diagnose technical errors. Sentry is configured to minimize personal information in error reports.
  • What is collected — Analytics and monitoring may include session activity, feature interactions, page views, device and browser information, and diagnostic error data.
  • No advertising — FocusFlow does not use analytics or tracking data for advertising purposes.

8. Cookies and tracking technologies

FocusFlow uses cookies, local storage, and similar technologies to operate and improve the Service.

  • Essential — necessary for authentication, security, and core functionality.
  • Analytics — help FocusFlow understand how the Service is used.
  • Preferences — remember your settings and theme choices.

You can control cookie settings through your browser, but disabling cookies may limit your ability to use certain features of the Service.

9. Email communications

FocusFlow sends email messages for account-related purposes through Mailgun and Resend.

  • Account verification and password reset
  • Service notifications and updates
  • Product updates and announcements
  • Support responses where requested

You can unsubscribe from marketing emails using the link provided in those messages. Account-related emails cannot be disabled while your account is active.

10. Third-party services

FocusFlow works with third-party service providers to operate the Service. These providers may process information on FocusFlow's behalf or as needed to provide integrations you have connected.

  • Hosting and infrastructure — Vercel, Render, Neon/PostgreSQL
  • AI processing — OpenRouter, Google Gemini
  • Calendar providers — Google Calendar, Microsoft/Outlook Calendar
  • Cloud storage — Google Drive, Microsoft OneDrive, Dropbox, Box, SharePoint
  • Email delivery — Mailgun, Resend
  • Analytics — PostHog
  • Error monitoring — Sentry
  • Identity and security — Cloudflare Turnstile
  • Content — Storyblok
  • Local search — FocusFlow may operate a self-hosted search instance for certain features

When you connect third-party services, those services receive information as needed to complete the connection. Your use of third-party services is governed by their terms and privacy policies.

11. Educational institutions and LMS integrations

If you access FocusFlow through an educational institution or learning management system:

  • Institutional sign-on — Your school may provide login credentials and basic account information through SAML-based single sign-on.
  • Learning management systems — FocusFlow may integrate with platforms such as Brightspace using LTI 1.3 standards. These integrations may receive course roster information, roles, and context identifiers needed to connect your academic schedule with FocusFlow.
  • Institution detection — FocusFlow may detect your institution from your email domain to provide appropriate integrations and experiences.
  • Data sharing with institutions — Information shared with your institution is limited to what is necessary for the integration to function. FocusFlow does not share your personal calendar or task content with your institution unless required by the integration or your explicit direction.

FocusFlow is not acting as a school's educational record service provider unless explicitly agreed in a separate institutional agreement. Standard student use of FocusFlow does not make FocusFlow subject to FERPA as an educational institution or school system.

12. When we disclose information

FocusFlow does not sell personal information. We may disclose information in the following circumstances:

  • Service providers — to vendors that perform services on our behalf, subject to obligations to protect the information.
  • Legal and safety — when required by law or legal process, or when we reasonably believe disclosure is necessary to protect rights, safety, or prevent fraud and abuse.
  • Business transfers — in connection with a merger, acquisition, financing, reorganization, bankruptcy, or sale of assets.
  • With your direction — when you choose to connect third-party services, we disclose information as needed to complete that connection.

13. Data retention

We retain your information for as long as your account is active and for a reasonable period thereafter. Specifically:

  • Account information — retained while your account is active. After account deletion, account information is removed from active systems within 30 days.
  • Calendar and task content — retained while your account is active. After deletion, content is removed from active systems within 30 days.
  • AI session history — held temporarily in active memory during your session and is not permanently stored as account data.
  • Email logs — retained for operational purposes. Retention period is under review.
  • Usage, analytics, and diagnostic data — retained in aggregated and anonymized form where possible, for up to 2 years for analytics, security, and service improvement.
  • Feedback files — stored locally for operational use. Retention and rotation policy is under review.

We may retain information longer if required by law, to resolve disputes, or to enforce our agreements.

14. Data portability

You have the right to obtain a copy of your personal information. To request a data export, contact us at privacy@usefocusflow.app. We will provide your data within a reasonable timeframe. FocusFlow does not currently offer an automated data export feature within the Service settings.

15. Your privacy rights

If you are a California resident, you have the right to:

  • Know — request information about the personal information we have collected about you.
  • Delete — request that we delete personal information we have collected from you, subject to legal exceptions.
  • Opt out — opt out of the sale or sharing of your personal information. FocusFlow does not sell personal information and does not share personal information for cross-context behavioral advertising.
  • Non-discrimination — we will not discriminate against you for exercising these rights.

To exercise these rights, contact us at privacy@usefocusflow.app. We will respond to verified requests within the timeframe required by applicable law.

16. Do Not Track and Global Privacy Control

Some web browsers transmit "Do Not Track" signals, and some browser extensions support the Global Privacy Control (GPC) signal. At this time, FocusFlow does not respond differently to different browsers or GPC signals, as there is no industry standard for compliance. We are monitoring developments in this area and will update our practices as standards evolve.

17. Children's privacy

FocusFlow is designed for college and university students. The Service is not directed to children under the age of 13. We do not knowingly collect personal information from children under 13.

If you are under 13, you may not use the Service. If you believe a child under 13 has provided personal information to us, please contact us at privacy@usefocusflow.app and we will take steps to delete that information.

If you are a student between the ages of 13 and 17, you may use FocusFlow only with the involvement and consent of a parent or guardian.

18. Security

FocusFlow takes reasonable steps to protect your information:

  • Passwords are hashed before storage.
  • Account sessions use secure tokens stored in httpOnly cookies.
  • OAuth integration tokens are encrypted before storage.
  • Rate limiting is applied to protect against abuse.
  • Multi-factor authentication and passkey options are available.
  • CSRF protection is applied to form submissions.

No method of transmission or storage is 100% secure. If you believe your account has been compromised, please notify FocusFlow immediately.

19. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. We will update the effective date at the top of this page when changes become effective. For material changes, we will provide advance notice through the Service, by email, or by prominently posting notice on our website. We encourage you to review this Privacy Policy periodically for updates.

20. Contact Us

For questions about this Privacy Policy or to exercise your privacy rights, contact us at privacy@usefocusflow.app.

For general questions or support, contact us at hello@usefocusflow.app or support@usefocusflow.app.