Privacy Policy

1.Who we are and what this covers

thruflow runs thruflow at app.getthruflow.com: software businesses use to take in orders, invoices and bills, check them, and post them to their accounting system. This policy explains what personal information thruflow handles, why, and the choices you have.

thruflow is used by businesses (“organizations”). The information an organization puts into thruflow, including details about its own customers and vendors, belongs to that organization. We process it on the organization's behalf and under its instructions. If you're a customer or vendor of an organization that uses thruflow, contact that organization first; we'll help them respond.

2.What we collect

Your account

• Your name, work email address, job title, and your role in each organization you belong to.
• Your password is handled by our authentication provider and stored only as a secure hash. We never see it.

What your organization puts in or sends in

• Customers and vendors: names, billing and remittance addresses, email addresses, tax details, payment terms.
• Orders, invoices and bills, and the files attached to them.
• Emails sent to your organization's thruflow addresses (for example …-orders@in.getthruflow.com): the sender's name and address, the subject, the message text and the attachments.
• Settings such as rate cards, tax rates, invoice templates and approval rules.

From services you connect

• QuickBooks Online, if an admin connects it: see section 4.

From using thruflow

• An audit log of actions taken in thruflow: who did what, to which record, and when. Organizations use it as their record of approvals and changes.
• Technical logs kept by our hosting providers, such as IP address, browser type and request times, used for security and to keep the service running.

Kept only in your browser

• Preferences such as light or dark mode, and, if you choose, the accounts used on that device (name and email only) so signing back in is quicker. These never leave your browser, and you can remove them at any time.

3.How we use it

• To provide thruflow: reading documents into fields, pricing and approving work, sending the invoice emails you ask us to send, and posting to your accounting system when someone in your organization chooses to.
• To keep thruflow secure: signing you in, keeping each organization's data separate, detecting abuse, and investigating problems.
• To support you when you ask for help, and to tell you about changes to the service or these terms.
• To meet legal obligations.

We don't sell personal information, share it for advertising, or use your organization's data to train AI models.

How documents are read

thruflow reads PDFs with its own reader, which runs on our servers. Scans and photos are read with OCR that runs in your browser. When an admin has turned AI on (it starts off, and can be turned off at any time under Settings), documents that thruflow's own reader can't read confidently are sent to Anthropic for reading; Anthropic processes them under its commercial terms, which, as of the date of this policy, don't allow it to train its models on that content.

Drafting with Claude

An agency's admin can let Claude draft for it: estimates from a client's brief, time entries from a note, a check of work against a campaign's scope, an invoice's account of the work, reminder notes and client updates. It's off until an admin turns it on. When it's on, only the text needed for the draft in hand is sent to Anthropic, such as the brief, the note, the scope's lines and the names of campaigns and clients. What staff cost, margins, bank details and payment details are never sent. Anthropic processes it under the same commercial terms. Each draft is recorded in the organization's audit trail, and a person confirms it before it counts.

Customer replies

When an organization's admin switches on Customer replies, its customers' replies to invoices, reminders and statements arrive at a thruflow address and are kept with the organization's records. Where an admin has also turned AI on, a reply's text and that customer's open invoices (numbers, amounts and due dates) are sent to Anthropic to read the reply and draft an answer, under the same commercial terms. Every answer is sent by a person.

Recover and reconciling

Where an admin has turned AI on, Claude can write Recover's emails asking for money back, and explain why a customer's or vendor's balance differs from the accounting system. Only the facts behind the one in hand are sent to Anthropic: the customer's or vendor's name, the amounts, dates and document numbers involved, and, for an explanation, what was recorded on each side, when, and by whom. What Claude writes is checked against those facts before anyone sees it, under the same commercial terms. Replaying the last 90 days uses no AI.

4.QuickBooks Online

If an admin in your organization connects QuickBooks Online, thruflow uses Intuit's secure sign-in (OAuth 2.0). We never see your Intuit password.

• What we access: your QuickBooks company's name and ID, and the customers, vendors, items, accounts, invoices, bills and payments needed to post your approved documents and to see which of them have been paid.
• What we do with it: create customers, vendors, invoices, bills and payments in QuickBooks when someone in your organization posts or pays them in thruflow; void or delete a document there when someone voids it in thruflow; and read balances to mark documents paid. Nothing is posted without a person choosing to.
• How it's protected: the access tokens are encrypted (AES-256-GCM), stored on our servers only, and never sent to your browser.
• Disconnecting: an admin can disconnect at any time under Settings → Integrations, or from the Apps page in QuickBooks. We then revoke the tokens and delete them. Documents already posted stay in QuickBooks; the records in thruflow stay with your organization until they're deleted.

We don't use QuickBooks data for anything other than providing thruflow to your organization, and we don't sell or share it with anyone except as described in this policy.

5.Who we share it with

We use a small number of service providers to run thruflow. They process data only on our instructions and only to provide their service:

• Vercel: application hosting (United States).
• Supabase: database and sign-in (United States).
• Cloudflare: file storage and receiving email sent to your thruflow addresses.
• Resend: delivering the emails thruflow sends, such as invoices and sign-in links.
• Intuit: only if your organization connects QuickBooks Online.
• Anthropic: reading documents and drafting with Claude, only when that's turned on.

Inside your organization, what each person sees depends on the role an admin gives them. Beyond that, we share information only when the law requires it, to protect people's safety or our rights, or as part of a merger or sale of the business, in which case we'll tell you before your information becomes subject to a different policy.

6.How long we keep it

• Your organization's records, files and audit log are kept while its account is open, because they're its business records.
• Raw copies of emails sent to your thruflow addresses are deleted after 30 days; the documents read from them stay with the records they became.
• When an organization closes its account, or asks us to, we delete its data within 30 days, except where the law requires us to keep something longer. Copies in our providers' backups are removed on their normal schedule.
• If you leave an organization, its admin can deactivate your account; the record of what you did in it stays part of that organization's audit log.

7.How we protect it

• Everything travels over encrypted connections (HTTPS), and our providers encrypt data at rest.
• Each organization's data is walled off in the database itself: every table checks that you belong to the organization before returning anything.
• Access inside an organization follows roles, and key steps need a second person (for example, whoever enters a bill can't approve it).
• Changes are recorded in an audit log that can't be edited or deleted, even by us through the application.

No system is perfectly secure. If we learn of a breach affecting your information, we'll tell affected organizations promptly, and as the law requires.

8.Your choices and rights

• You can see and change your name and title under Settings → Account.
• Organization admins manage who has access, what they can do, and the organization's data.
• You can ask us for a copy of your personal information, to correct it, or to delete it by writing to support@getthruflow.com. Depending on where you live (for example California), you may have further rights under local law; we won't treat you differently for using them. We answer within 45 days.
• If your request concerns information an organization put into thruflow, we'll pass it to that organization and help them respond.

9.Cookies and similar technology

thruflow uses only what it needs to work: a sign-in session cookie, a cookie remembering which organization you're working in, and a short-lived cookie while you connect QuickBooks. Preferences are kept in your browser's own storage.

We don't use advertising or cross-site tracking cookies, and no analytics service watches how you use thruflow.

10.Children, location and changes

thruflow is for businesses and isn't meant for anyone under 16.

thruflow is run from, and stores data in, the United States. If you use it from elsewhere, your information is processed there.

If we change this policy in a way that matters, we'll tell organization admins by email or in thruflow before the change takes effect. The date at the top shows when it last changed.

11.Contact

For anything about privacy, write to support@getthruflow.com.