Privacy Policy

Last updated November 10, 2026

This policy explains what Spence M Hoellen, a sole proprietor doing business as flore ("flore", "we", "us"), collects, why, who we share it with, and the choices you have. It covers the flore desktop app, the flore server it talks to, the quote pages your customers open, and the website at florehq.com.

1. The short version

• •flore is a tool for businesses. Your company's data belongs to your company. We hold it to run flore for your company, and for nothing else.
• •We never sell data, and we never use it for advertising. Mobile numbers and texting consent are never shared with anyone for their marketing.
• •Call audio is turned into text on the rep's own computer, and flore never saves it. The text is then stored in flore and used to write the call up.
• •Gmail is send-only. flore can send email as a rep. It can't read the inbox.
• •Each company is kept apart. People only see the company they belong to.

2. Who this policy is about

• •Companies that use flore and the people they invite: reps, managers, bookkeepers and admins ("users").
• •The people flore users call and quote: buyers and other contacts at your customers' businesses ("contacts"). flore holds their details on behalf of the company that uses flore. That company decides what goes in and is responsible for it, and we act on its instructions.
• •Visitors to florehq.com.

3. What flore collects

A. About users

• •From sign-in: you sign in with Google; flore has no passwords. We receive your name, email address and profile picture, and keep the sign-in tokens it issues. If someone tries to sign in without an invite, we keep their name, email address and a record of the attempt.
• •Your profile: name, work email, title, direct line, cell number, photo, quote signature, notification settings, and, as your company sets them, your commission share and goals.
• •Invites: the name, email, cell number and role your company enters. Invite codes are stored in scrambled (hashed) form, apart from their last four characters, which are kept so admins can recognize them. To stop code-guessing, flore notes the internet (IP) address of wrong attempts until a correct code is entered from that address.
• •Sessions: a sign-in stays active while you use flore, and ends after 30 days without use. On your computer, it's stored in an encrypted file that your operating system's keychain protects, and removed when you sign out.
• •What you do in flore: calls you make and their outcomes, notes, callbacks, to-dos, breaks you log (with the reason and length), quotes, and the actions listed under "Activity log" below.

B. Your company's business records

• •Customers and contacts: business names, addresses, contact names and titles, phone numbers and email addresses. If your company pays incentives ("spiffs") to contacts, the payee, amount and the payment handle you enter (such as a Venmo, PayPal or Cash App name).
• •Imports: when your company brings in a spreadsheet, flore keeps each row's original columns alongside the record it creates.
• •Parts, prices and sales: parts with their cost, sales lines, quotes, invoices, balances and commission figures.
• •Company settings: including the bank details your company enters so customers can pay. They're shown to your customers on quotes and invoices, and only your super admins can change them.
• •Email sent from flore: a copy of each email flore sends for you (recipients, subject and message) and the quote PDF attached to it.

C. Calls

• •Permissions on the rep's computer: flore asks for the microphone, and, on a Mac, permission to record the computer's sound, so it can hear the call.
• •Call audio is turned into text on the rep's computer by software running there. The audio is held in the computer's memory during the call and let go when the call ends. flore never saves call audio, on the rep's computer or anywhere else. Every call made in flore is turned into text this way.
• •Call text and summaries: the text of the call and any notes the rep types are saved on the store's record, together with a short summary flore writes (what happened, what was promised, what's next) and the call's outcome.
• •What goes to Anthropic: to write the summary, flore's server sends Anthropic's Claude the call text and notes, the call date and type, the store's name, city, state and time zone, the contact's name and title, and what the store usually buys. No prices or costs are sent. See "AI and your data".

D. When a contact opens a quote

Each quote has a private link. When someone uses it, flore records what happened (opened, PDF downloaded, approved, declined, or the pay button pressed), where they came from (the email, the PDF or the page), any note left with a decline, and the time. It doesn't record IP addresses or browser details, set cookies, or put tracking pixels in emails. If the store pays, it pays through the company's QuickBooks invoice link, the company's own payment link, or a bank transfer to the details on the quote; flore never sees card details or payments.

E. From website visitors

When you send the Get started or Tell us about your floor form, we receive what you type (such as your email, name, company and the tools you use) by email at support@florehq.com, and use it only to reply. Our website host, Cloudflare, keeps standard request logs for security. The website uses no advertising or analytics cookies.

F. What flore doesn't collect

flore has no analytics, crash reporting or ad tracking in the app or on the quote pages. It doesn't read your phone system's call logs or recordings, and it doesn't read anyone's inbox.

4. How we use it

Only to:

• •run flore for your company: build call lists, place calls, write calls up, send quotes and invoices, keep records in step with QuickBooks, show numbers and work out commission;
• •keep accounts and data secure, prevent abuse and fix problems;
• •reply to you and support your company;
• •bill your company;
• •meet legal obligations.

5. AI and your data

• •Transcription happens on the rep's computer. No call audio goes to a cloud speech service.
• •Summaries are written by Anthropic's Claude through Anthropic's commercial API, on an account flore manages. Anthropic's commercial terms say it may not train its models on that content.
• •We don't use your data to train AI models, ours or anyone else's.

6. Google user data

flore asks Google for these permissions:

flore uses Gmail access only to send email that goes out under that rep's name from flore: their quotes, invoices and messages, including a quote a manager approves after the rep sends it for review. flore can't read, search, change or delete anything in the inbox. The access keys are stored encrypted on flore's server.

flore's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. We use Google user data only to provide the features above. We don't sell it, use it for ads, or use it to train AI models. We don't transfer it to anyone except as needed to provide those features, for security, or as the law requires. No person reads it unless you ask us to for support, or the law or security requires it.

You can remove flore's access at any time at myaccount.google.com/permissions.

7. The services your company connects

flore only connects to a service when someone at your company connects it, and only does what's described here:

Each service's own terms and privacy policy apply to what it holds. Access keys for QuickBooks, RingCentral and Gmail are stored encrypted on flore's server.

Disconnecting: super admins can disconnect QuickBooks in flore, which also revokes flore's access at Intuit. To remove access to Gmail or RingCentral, use the service's own settings (myaccount.google.com/permissions for Google), or ask us at support@florehq.com. Records already copied into flore (such as customers, invoices and sales) stay with your company's data until your company asks us to delete them.

8. Who we share data with

We share data only with the companies that help us run flore, and only what each needs:

Plus the services your company connects, as described above.

We may also share data if the law requires it, to protect people's safety or flore's security, or if flore moves into a company we form (such as an LLC), merges or is sold. In that case the new owner must keep this policy's promises or tell you before changing them, and Google user data moves only with your prior consent.

9. Who can see what inside flore

• •Everyone your company invites can see your company's stores, contacts, calls and call summaries, so a rep can pick up any store's history. Some things are limited by role: for example, reps don't see part costs, and only super admins change company settings.
• •Super admins can view flore as a particular rep and act for them, including editing their profile.
• •flore's operator (that's us) can see each company's account and settings, and can reach its data to set it up, support it or fix problems. We don't look at it for any other reason.

10. Activity log

flore keeps a log of important actions, with who did them and when: sign-ins, invites and role changes, calls saved or undone, quotes sent and reviewed, imports and moves of stores between reps, changes to store records, connections, changes flore makes in QuickBooks, and texts sent (including the message).

11. Where data is kept, and for how long

• •Where: flore's server and database run with a cloud provider in the United States. On each rep's computer, flore keeps only the sign-in session, device settings such as the chosen headset, and the transcription software. Quote PDFs a user saves go wherever they choose.
• •While your company uses flore: we keep its data, including call text, for as long as the subscription is active, so the history stays with each store.
• •When a rep leaves: their account is switched off and they can no longer sign in. Their stores, calls, notes and quotes stay with the company, because they're the company's records. A former rep can ask the company, or us, to remove personal details such as their cell number and photo.
• •When your company leaves: for 30 days after the subscription ends, your company can ask us for a copy of its data. We then delete it within 30 days, except anything the law requires us to keep, and any copies in backups, which are deleted when those backups expire.
• •Sooner, on request: your company can ask us to delete specific records, or all call text older than a date it chooses.

12. How we protect it

• •Each company's records carry that company's identity, and the server only shows signed-in people the records of the company they belong to.
• •Access keys for connected services are stored encrypted.
• •On the computer, the sign-in session is kept in an encrypted file protected by the operating system's keychain.

No system is perfectly secure. If a breach affects your company's data, we'll tell your company without undue delay and as the law requires.

13. Your choices and rights

• •Users: ask your company's flore admin to correct your details, or write to us at support@florehq.com.
• •Contacts (people flore users call or quote): flore holds your details for the company that contacted you. Ask that company first; if you can't reach them, write to us and we'll pass your request on and help them act on it.
• •Companies: ask us at support@florehq.com for a copy of your data or to delete it.
• •Depending on where you live, you may have rights to access, correct, delete or move your personal information, or to object to how it's used. Write to support@florehq.com and we'll respond within 30 days.

14. Children

flore is a business tool and isn't meant for anyone under 18. We don't knowingly collect children's information.

15. Changes to this policy

If we change this policy in a way that matters, we'll tell your company's admins by email or in flore before the change takes effect, and update the date at the top. If a change would let flore use Google user data in a new way, we'll ask for consent first.

16. Contact

Spence M Hoellen, doing business as flore
support@florehq.com