Privacy Policy

1. Introduction

Hatamori, Inc. ("FlowMind," "we," "our," or "us") respects your privacy and is committed to protecting your personal data. This privacy policy explains how we collect, use, disclose, and safeguard your information when you use our FlowMind service.

2. Information We Collect

2.1 Information from Slack

When you install FlowMind in your Slack workspace, we collect:

• Basic profile information (name, email, Slack user ID, profile picture)
• Workspace information (team name, team ID)
• Channel information for channels where FlowMind is invited
• Messages sent directly to FlowMind bot
• Survey responses and interactions with FlowMind

2.2 Survey Data

We collect responses to pulse surveys, including:

• Mood ratings and sentiment data
• Workload assessments
• Open-ended feedback and comments
• Timestamp and frequency of responses

2.3 Usage Data

We automatically collect:

• Log data (IP address, browser type, operating system)
• Feature usage patterns and preferences
• Performance data and error reports

3. How We Use Your Information

We use collected information to:

• Provide and maintain the FlowMind service
• Send pulse surveys and collect responses
• Generate team analytics and insights
• Improve and personalize user experience
• Communicate service updates and notifications
• Ensure security and prevent fraud
• Comply with legal obligations

4. Data Sharing and Disclosure

We do not sell your personal data. We may share information with:

4.1 Within Your Organization

• Aggregated team analytics with authorized managers
• Individual data only as configured by your workspace admin

4.2 Service Providers

• Cloud hosting providers (Railway)
• Analytics services (in aggregated form)
• AI services for insights generation (OpenAI)

4.3 Legal Requirements

We may disclose information if required by law or to protect rights and safety.

5. AI and Machine Learning Usage

FlowMind uses artificial intelligence and large language models (LLMs) to generate insights and predictions about team retention. Important considerations:

5.1 Non-Deterministic Nature

• AI-generated insights are probabilistic and may vary between analyses
• LLMs may produce different outputs for similar inputs due to their non-deterministic nature
• Generated content should be reviewed and validated by human judgment
• Predictions and insights are not guarantees of future outcomes

5.2 Accuracy Disclaimer

⚠️ Important: While our AI models strive for accuracy, the insights, predictions, and recommendations generated by FlowMind's AI systems may not be entirely factual or accurate. These outputs should be used as one input among many in your decision-making process, not as the sole basis for important personnel decisions.

5.3 Data Processing for AI

• Survey responses are processed through ML models for pattern recognition
• Aggregated data is analyzed to identify trends and risk factors
• Individual predictions are based on statistical patterns, not certainties
• We use Claude (Anthropic) for natural language processing and insights generation

5.4 Human Oversight

We strongly recommend that all AI-generated insights be reviewed by qualified human resources professionals or team leaders before taking any action based on the predictions or recommendations.

6. Data Security

We implement appropriate technical and organizational measures to protect your data, including:

• Encryption of data in transit and at rest
• Regular security assessments and updates
• Access controls and authentication
• Employee training on data protection
• Incident response procedures

7. Data Retention

We retain personal data for as long as necessary to provide our services and comply with legal obligations:

• Active account data: Retained while account is active
• Survey responses: Retained for 2 years or as configured by admin
• Deleted account data: Removed within 90 days
• Legal compliance data: Retained as required by law

8. Your Rights and Choices

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

• Access your personal data
• Correct inaccurate data
• Request deletion of your data
• Object to or restrict processing
• Data portability
• Withdraw consent
• Lodge a complaint with supervisory authorities

To exercise these rights, contact us at privacy@flowmind.io or use the data management features in your dashboard.

9. GDPR Compliance

For users in the European Economic Area (EEA), we comply with GDPR requirements:

• Legal basis: Legitimate interests and consent
• Data Protection Officer: Contact at dpo@flowmind.io
• EU representative: [To be appointed if required]
• Right to data portability and erasure

10. CCPA Compliance

For California residents, under the California Consumer Privacy Act (CCPA):

• Right to know what personal information is collected
• Right to delete personal information
• Right to opt-out of sale (we do not sell personal data)
• Right to non-discrimination

11. International Data Transfers

Your data may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place, including:

• Standard contractual clauses
• Adequacy decisions
• Privacy Shield frameworks (where applicable)

12. Children's Privacy

FlowMind is not intended for children under 16. We do not knowingly collect personal information from children. If we learn we have collected such information, we will promptly delete it.

13. Updates to This Policy

We may update this privacy policy periodically. We will notify you of material changes via email or through the Service. Your continued use after changes constitutes acceptance of the updated policy.

14. Contact Us

For questions about this privacy policy or our practices, contact us at: