Privacy Policy
Last updated: 18 May 2026
This policy explains how NeuroFlow AI (“we”, “our”, “us”) collects, processes, stores, and protects personal data in connection with our websites, AI automation systems, voice agents, lead-conversion workflows, dashboards, booking systems, and related services.
Our services include AI calling agents, website chat systems, automated booking workflows, CRM integrations, lead capture systems, analytics dashboards, and operational automation infrastructure used by businesses to manage enquiries, bookings, and customer communication.
1. Who we are
NeuroFlow AI is an AI automation and systems company focused on lead conversion, workflow automation, AI communication, and operational intelligence.
We operate AI-powered systems that may process enquiries, customer communication, appointment data, CRM records, chatbot conversations, call transcripts, booking activity, and workflow analytics on behalf of our clients.
Contact: neuroflowaimalawi@gmail.com
2. The personal data we collect
- Contact details — including name, email address, phone number, company name, and submitted enquiry information.
- Communication data — including chatbot conversations, AI voice interactions, booking requests, follow-up responses, and customer support messages.
- Workflow and CRM data — including lead status, booking activity, appointment times, notes, tags, and pipeline analytics connected to deployed automation systems.
- Technical usage data — including IP address, browser type, device information, timestamps, and interaction analytics used for platform performance and security.
- Uploaded content and integrations — where users connect third-party systems such as calendars, CRMs, forms, or messaging tools.
3. How and why we use your data
We process personal data to operate, maintain, improve, and secure our systems and services.
| Purpose | Legal basis |
|---|---|
| Responding to enquiries and demo requests | Legitimate interests / pre-contract communication |
| Providing AI automation services | Performance of a contract |
| Analytics and system optimisation | Legitimate interests / consent |
| Compliance and fraud prevention | Legal obligation |
4. Third-party services and integrations
- Cloud hosting and infrastructure providers used to operate deployed systems and applications.
- CRM, scheduling, analytics, communication, and automation platforms integrated into client workflows.
- AI model providers and speech-processing systems used to power conversational and automation experiences.
- Messaging and communication services used for WhatsApp, email, voice, and booking notifications.
5. Data retention
We retain personal data only for as long as necessary to operate services, fulfil contractual obligations, maintain analytics, support workflows, comply with legal requirements, and protect platform integrity.
Retention periods may vary depending on the deployment, integration, or client-specific requirements.
6. Security
We implement technical and organisational safeguards designed to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure.
- TLS encryption for data in transit
- Role-based access controls
- Authentication and session security
- Infrastructure monitoring and logging
- Secure deployment environments
- Access limitation across internal systems
7. Your rights
Depending on your jurisdiction, you may have rights relating to access, correction, deletion, portability, restriction, or objection regarding your personal data.
Requests relating to personal data can be sent to:
neuroflowaimalawi@gmail.com
8. Cookies and analytics
We may use cookies, session storage, analytics technologies, and similar tools to improve user experience, measure platform usage, maintain authentication, and optimise workflows.
Certain analytics or tracking technologies may only be used after user consent where legally required.
9. Changes to this policy
We may update this policy periodically to reflect operational, legal, technical, or regulatory changes. Updated versions will be published on this page.
10. Contact
Questions relating to this policy or our handling of personal data can be directed to:
neuroflowaimalawi@gmail.com