Privacy Policy

Setflow (“we”, “us”) provides an AI-assisted messaging assistant that coaches connect to their Instagram business account to reply to, qualify, and book calls with people who message them. This policy explains what we collect, why, and what your choices are. It applies to coaches who use the service and to people who message a coach that uses it.

Who this covers

• Coaches — customers who create an account and connect Instagram and a calendar.
• Leads — people who send a direct message to a coach’s Instagram account.
• Visitors — anyone who uses this website.

What we collect

• Account data (coaches): name, email address, and login information. We use passwordless email links; we never store a password.
• Instagram data (coaches and leads): with the coach’s permission, via Meta’s official Instagram API, we receive direct messages sent to the coach’s account, the sender’s Instagram-scoped ID, username, and display name, and the messages the coach or the assistant sends back.
• Message exports (coaches and their past contacts): if a coach uploads an export of their Instagram direct messages, we receive the message text, timestamps and sender names in that export, including messages written by people the coach talked to.
• Calendar data (coaches): free/busy information for the calendar the coach chooses, and the events we create for booked calls.
• Booking details (leads): information a lead chooses to share to book a call, such as a name, email address, phone number, or time zone.
• Setup answers (coaches): answers to the setup form about the coach’s offer and preferred way of communicating, and any voice note or video the coach uploads to send to booked leads.
• Usage and technical data: logs, error reports, and basic analytics needed to run and debug the service.

How we use it

• To reply to leads on the coach’s behalf, ask qualifying questions, and book calls.
• To show the coach their conversations, bookings, and the assistant’s drafts.
• To send booking confirmations and reminders.
• To alert the coach when a conversation needs a human.
• To keep the service secure, fix errors, and improve the assistant.
• To respond to support questions.

AI processing and disclosure

Replies sent by the assistant are generated with large language models provided by Anthropic. Message content is sent to Anthropic’s API to produce a reply and is not used by Anthropic to train models under the terms we operate under. The assistant replies on the coach’s behalf in the coach’s own style. If a lead asks whether they are talking to an automated assistant, the coach’s own pre-recorded voice note is sent in reply, and a lead can ask for the coach at any time. The coach can take over any conversation by replying themselves, which pauses the assistant on that thread.

Who we share it with

We do not sell personal data. We share it only with providers that help us run the service:

• Meta Platforms (Instagram messaging API)
• Anthropic (AI model provider)
• Supabase (database, authentication, and file storage)
• Vercel (hosting) and Inngest (background job processing)
• Google (calendar and video-call links, when the coach connects Google Calendar)
• Resend (transactional email) and Sentry (error monitoring)

We may also disclose data where the law requires it.

Meta platform data

Our use of information received from Meta APIs follows the Meta Platform Terms and Developer Policies. We only request the permissions needed to read and reply to messages sent to the coach’s account. If a coach disconnects Instagram or deletes their account, we delete the access token immediately and the associated Instagram data within 30 days. You can also request deletion of your data by emailing us at the address below.

Retention

Conversation data is kept for as long as the coach’s account is active so the coach can see their history. When a coach closes their account, we delete their data within 30 days, except where we must keep records for legal or accounting reasons. Error logs are kept for 90 days.

Uploaded message exports are handled separately: we delete the raw file as soon as it has been processed, or within 7 days if processing fails. From it we keep only a description of how the coach writes and a small set of example messages, with the other person’s name, handle, email and phone number removed. These are kept until the coach deletes the import or closes their account. They are used only for that coach’s assistant and are never combined with other coaches’ data.

Your rights

Depending on where you live, you may have the right to access, correct, export, or delete your personal data, or to object to certain processing. Leads can make these requests directly to us or to the coach they messaged. Email us and we will respond within 30 days.

Security

Data is encrypted in transit and at rest. Instagram and calendar access tokens are additionally encrypted with a key held separately from the database. Access is limited to the people who need it to run the service.

Our team reads a coach’s conversations, including messages from leads, only to set up, check and tune that coach’s assistant. Leads’ messages are never used for any other coach.

Children

The service is not intended for anyone under 18 and we do not knowingly collect data from them.

Changes

We will update this page when the policy changes and update the date at the top.

Contact

Questions or data requests: theodore.choi07@gmail.com.