Legal
Privacy Notice
What we collect, why we collect it, how long we keep it, and the control you have over it.
Last updated 10 September 2026
This document describes our intended practices in plain language. It has not yet been reviewed by a lawyer and is not a substitute for professional legal advice.
1.Who we are
Nexwawe Infotech operates Flow, an approval-first platform with three modules: Career, Sales and Collect. This notice explains what we collect, why we collect it, and what you can do about it.
If you have a question about anything here, contact us at flow@nexwaweinfotech.com.
2.What we collect
We collect only what the product needs in order to work. That falls into four groups:
- Account information — your email address, password hash, plan, and the consent choices you record when you sign up.
- Profile information you give us — your résumé and the experience, education, skills, preferences and work-authorization facts extracted from it, plus any corrections you make. For Sales and Collect this includes your service description, portfolio claims, invoices and payment history.
- Connected inbox data — if you connect an email account, we request the narrowest permissions that let us detect replies to messages sent through Flow. We read message metadata and the content of relevant threads to classify replies and stop pending follow-ups.
- Usage and audit data — which recommendations you were shown, what you approved, edited or rejected, and when. This record is what makes the approval trail meaningful.
3.Opportunity and prospect data
Flow retrieves job postings, company information and other opportunity data from licensed sources, publicly available sources, and sources you authorize directly.
For every record we retain the source, the licence or consent basis under which it was obtained, and any suppression or opt-out status attached to it. Where a person or business asks to be suppressed, that suppression is honoured across the platform.
4.How your information is used
Your verified profile is the only material the AI is permitted to draw on when it prepares a résumé, message, proposal or reminder. It may rewrite and reprioritize those facts. It may not invent skills, employers, clients, results or qualifications that are not in your approved profile.
We use your information to:
- Score and rank opportunities, and show you the evidence and gaps behind each score.
- Prepare drafts for your review. Nothing is sent until you approve it.
- Detect replies in a connected inbox so pending follow-ups stop and the next step can be recommended.
- Maintain the audit record of what you approved, edited or rejected.
- Operate, secure, support and improve the service.
5.AI processing and third-party models
Preparing drafts and extracting structured information from documents requires sending the relevant content to a third-party language-model provider for processing. We send the minimum necessary for the task.
We use a provider abstraction rather than a single vendor, so the specific provider may change. Where a provider offers a configuration that excludes submitted content from being used to train their models, we select it. If you would like the current list of processors, contact us.
Scoring, state transitions and approval logic run in our own deterministic code, not in a language model, so they remain auditable and repeatable.
6.Legal bases for processing
Where data-protection law requires us to identify a legal basis, we rely on: performance of our contract with you, for anything necessary to deliver the service you signed up for; your consent, for connecting an email account and for optional communications; and our legitimate interests, for security, abuse prevention and improving the product.
Where we rely on consent, you can withdraw it at any time, including by disconnecting a connected inbox in Settings.
8.Retention
We keep your account and profile data for as long as your account is open. If you delete your account, we delete or irreversibly anonymize your personal data, except where we are required to retain records for legal, tax or fraud-prevention purposes.
Audit records of approvals are retained for the life of the account because they are the evidence of what you authorized. Suppression and opt-out records are retained after deletion, because deleting them would defeat their purpose.
9.Your rights and controls
You can, at any time and from within the product:
- Export your full profile, applications, approvals and activity history.
- Correct or remove any fact in your verified profile. Removing a fact prevents it being used in any future draft.
- Disconnect a connected inbox, which immediately stops reply monitoring.
- Delete your account and the data associated with it.
10.Security
We encrypt data in transit and at rest, request the narrowest permissions that let a feature work, and keep an immutable log of actions taken on your behalf.
No system is perfectly secure. We do not claim any formal security certification at this time; if that changes we will say so here rather than implying it.
11.International transfers
We operate from Ontario, Canada. Our service providers may process data in other countries. Where information is transferred across borders we rely on the transfer mechanisms available to us under applicable law.
12.Children
Flow is not intended for anyone under 16, and we do not knowingly collect information from children. If you believe a child has given us information, contact us and we will remove it.
13.Changes to this notice
If we make a material change to how we handle your information, we will update this page and notify account holders before the change takes effect.
14.Contact
Questions, requests or complaints: flow@nexwaweinfotech.com. If you are in a jurisdiction with a data-protection authority, you also have the right to complain to it.