Privacy Policy

Effective Date: September 1, 2025

Last Updated: September 1, 2025

Introduction

Welcome to ChordFlow ("we," "our," or "us"). This Privacy Policy explains how PersonL LLC d/b/a ChordFlow collects, uses, discloses, and safeguards your information when you use our SaaS platform for requirements management, document management, and AI-powered chat services (the "Service").

By using our Service, you agree to the collection and use of information in accordance with this policy.

Information We Collect

Personal Information

We may collect personally identifiable information, such as:

  • Name and email address
  • Account credentials
  • Profile information
  • Billing and payment information
  • Organization and team details

Usage Data

We automatically collect information about how you access and use our Service:

  • Log files and server logs
  • Device information (IP address, browser type, operating system)
  • Usage patterns and feature interactions
  • Performance metrics and analytics data

Content Data

When you use our Service, we may process:

  • Documents you upload or create
  • Requirements and project data
  • Chat messages and AI interactions
  • Comments, annotations, and collaboration data
  • File attachments and media uploads

Cookies and Tracking Technologies

We use cookies and similar tracking technologies to:

  • Maintain your session and preferences
  • Analyze usage patterns
  • Improve our Service functionality
  • Provide personalized experiences

How We Use Your Information

We use the information we collect to:

  • Provide, operate, and maintain our Service
  • Process transactions and manage billing
  • Communicate with you about your account and our Service
  • Improve and personalize your experience
  • Analyze usage patterns and optimize performance
  • Ensure security and prevent fraud
  • Comply with legal obligations
  • Provide customer support

AI and Machine Learning

We may use your content data to:

  • Provide AI-powered chat and document analysis features
  • Improve our AI models and algorithms
  • Generate insights and recommendations
  • Enable semantic search and content discovery

Note: Your content is processed to provide AI features, but we do not use your personal or proprietary content to train third-party AI models without your explicit consent.

Information Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share your information in the following circumstances:

Service Providers

We may employ third-party companies and individuals to:

  • Facilitate our Service
  • Provide the Service on our behalf
  • Perform Service-related functions
  • Assist us in analyzing how our Service is used

These third parties have access to your personal information only to perform specific tasks on our behalf and are obligated not to disclose or use it for any other purpose.

Business Transfers

In the event of a merger, acquisition, or asset sale, your personal information may be transferred as part of that transaction.

Legal Requirements

We may disclose your information if required to do so by law or in response to valid requests by public authorities.

Organization Members

Within your organization, authorized team members may access shared content, documents, and collaboration data according to the permissions you or your organization administrators have set.

Data Security

We implement appropriate technical and organizational security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:

  • Encryption of data in transit and at rest
  • Regular security assessments and audits
  • Access controls and authentication systems
  • Secure data centers and infrastructure
  • Employee training on data protection

However, no method of transmission over the Internet or electronic storage is 100% secure, and we cannot guarantee absolute security.

Data Retention

We retain your personal information for as long as necessary to:

  • Provide our Service to you
  • Comply with legal obligations
  • Resolve disputes
  • Enforce our agreements

When you delete your account, we will delete your personal information, though some information may be retained for legitimate business purposes or legal compliance.

Your Rights and Choices

Depending on your location, you may have the following rights:

Access and Portability

  • Request access to your personal information
  • Request a copy of your data in a portable format

Correction and Deletion

  • Correct inaccurate or incomplete information
  • Request deletion of your personal information

Restriction and Objection

  • Restrict processing of your personal information
  • Object to processing based on legitimate interests

Withdrawal of Consent

  • Withdraw consent for processing where consent is the legal basis

To exercise these rights, please contact us at legal@chordflow.ai.

International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. We ensure appropriate safeguards are in place to protect your personal information in accordance with applicable data protection laws.

Children's Privacy

Our Service is not intended for children under the age of 13. We do not knowingly collect personal information from children under 13. If we become aware that we have collected personal information from a child under 13, we will take steps to delete such information.

Third-Party Services

Our Service may contain links to third-party websites or services. We are not responsible for the privacy practices of these third parties. We encourage you to read their privacy policies.

AI Service Providers

We may use third-party AI services (such as OpenAI) to provide AI-powered features. These services may process your content according to their own privacy policies and terms of service.

Updates to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. We encourage you to review this Privacy Policy periodically.

Contact Us

If you have any questions about this Privacy Policy, please contact us:

Jurisdiction-Specific Provisions

California Residents (CCPA)

California residents have additional rights under the California Consumer Privacy Act, including the right to request information about personal information we collect, use, and disclose.

European Residents (GDPR)

If you are in the European Economic Area, you have additional rights under the General Data Protection Regulation, including the right to data portability and the right to lodge a complaint with a supervisory authority.

This Privacy Policy is effective as of the date listed above and governs our collection, use, and disclosure of your information when you use our Service.

Last updated: September 1, 2025