Privacy Policy
ConserveFlow (“ConserveFlow,” “we,” “us,” or “our”) is a digital documentation and workflow application designed for art conservation, museums, heritage, archival, research, educational, and related professional activities.This Privacy Policy explains how ConserveFlow collects, uses, stores, protects, and deletes information when you use the ConserveFlow application and related services.1. Information We CollectDepending on how you use ConserveFlow, we may collect the following information:Account InformationWe collect information necessary to create and manage your ConserveFlow account, including your name, email address, user ID, authentication information, and other information you voluntarily provide through your account or profile.Your email address may be used for account authentication, password recovery, and essential account-related communications.Conservation and Project InformationConserveFlow allows users to create and maintain conservation documentation. Information entered into the application may include artwork and object information, identifiers, condition observations, examination findings, treatment information, notes, measurements, movement records, custom fields, templates, and other user-generated conservation records.This information is associated with the user's ConserveFlow account so that it can be saved, retrieved, edited, and used to provide the application's documentation and reporting features.PhotographsConserveFlow may collect photographs that users voluntarily upload or add to their conservation projects, including photographs of artworks, objects, conservation conditions, and profile photographs.Photographs are used to provide the application's documentation and reporting functionality.Purchase and Subscription InformationConserveFlow may process information relating to subscriptions, purchases, transaction status, and payment verification.Payment transactions may be processed through third-party payment providers. ConserveFlow does not intentionally store complete payment-card or banking credentials submitted directly to such payment providers.Device and Technical InformationConserveFlow may process technical information necessary to authenticate users, maintain account security, operate the application, and support registered-device functionality.This may include application version, operating-system information, session information, and device or installation identifiers used for account and security purposes.2. How We Use InformationWe use information collected through ConserveFlow to:Create and manage user accounts.
Authenticate users and provide password-reset functionality.
Maintain account and registered-device security.
Store and manage conservation projects and records.
Store photographs associated with conservation projects.
Generate condition reports, movement forms, PDF reports, and other documentation.
Provide subscription and payment functionality.
Provide customer and technical support.
Maintain, troubleshoot, secure, and improve ConserveFlow.
Prevent unauthorized access, fraud, abuse, or misuse.
Comply with applicable legal obligations.We do not sell users' personal information.3. User-Generated ContentConserveFlow is intended for the creation and management of professional conservation documentation.User-generated content may include conservation observations, object descriptions, condition assessments, treatment records, notes, measurements, movement information, custom-field entries, and other information entered by users.Users are responsible for ensuring that they have the necessary rights and permissions to upload photographs or enter information relating to artworks, objects, collections, institutions, or other third-party material.Private conservation projects and records are not intended to be publicly displayed or shared with other ConserveFlow users.4. Exported Reports and DocumentsConserveFlow may allow users to generate and export reports, including PDF documents, from information entered into the application.When a report is exported to the user's device, the exported file is provided for the user's use. ConserveFlow does not treat an exported file as a separate user-uploaded document merely because it was generated by the application.Users are responsible for the storage, handling, and subsequent sharing of files they export from ConserveFlow.5. Data Sharing and Third-Party ServicesConserveFlow does not sell users' personal information or intentionally share users' private conservation records with other ConserveFlow users.ConserveFlow may use third-party service providers that are necessary to operate and maintain the application. These services may include hosting, storage, authentication, email delivery, payment processing, security, and other technical infrastructure.Where applicable, these service providers may process information on our behalf as necessary to provide their services.Payment transactions and subscription-related processing may involve third-party payment providers, including providers such as Razorpay or PayPal where applicable. Information submitted directly to such providers is handled according to their respective privacy policies and security practices.We may also disclose information where required by applicable law, valid legal process, governmental request, or where reasonably necessary to protect the security, rights, or integrity of ConserveFlow, our users, or others.6. Data SecurityConserveFlow uses reasonable technical and organizational measures designed to protect user information against unauthorized access, alteration, disclosure, or destruction.Data transmitted between ConserveFlow and its servers is protected using encrypted connections such as HTTPS/TLS.Passwords are not stored in plain text.No internet-based service can guarantee absolute security. Users are responsible for maintaining the confidentiality of their account credentials and should not share their passwords with others.7. Data RetentionWe retain account information, conservation records, photographs, and other information for as long as reasonably necessary to provide ConserveFlow and its services.When an account-deletion request is processed, we will delete the account and associated user data from active systems, subject to limited retention where necessary for legitimate purposes such as legal compliance, fraud prevention, security, dispute resolution, financial or transaction records, or enforcement of agreements.Where information must be retained for one of these purposes, it will be retained only for as long as reasonably necessary.Backup copies may remain temporarily in secure backup systems until they are overwritten or deleted according to applicable backup procedures.8. Account and Data DeletionConserveFlow provides users with a mechanism to request deletion of their account and associated data.Deletion from within ConserveFlowUsers can initiate account deletion through the account or settings area of the ConserveFlow application where the account-deletion functionality is provided.Deletion request from outside the applicationIf you cannot access your ConserveFlow account or prefer to request deletion outside the application, you may submit a deletion request by email.Email: [email protected]Subject: ConserveFlow Account Deletion RequestWhere possible, the request should be sent from the email address associated with the ConserveFlow account.We may verify the request before processing it to prevent unauthorized deletion of an account.Once a valid deletion request has been processed, ConserveFlow will delete the account and associated user data, subject to the limited retention circumstances described in this Privacy Policy.Deleting an account is different from signing out, temporarily disabling an account, or uninstalling the ConserveFlow application.9. Children's PrivacyConserveFlow is designed primarily for students, educators, conservators, researchers, museums, heritage organizations, and related users.The application is not specifically designed for young children. We do not knowingly collect personal information from children in violation of applicable law.Where applicable, users under the age of majority should use ConserveFlow in accordance with applicable law and, where required, with appropriate parental, guardian, educational, or institutional oversight.10. Third-Party LinksConserveFlow may contain links to external websites, educational resources, or other third-party services.We are not responsible for the privacy practices, security, or content of services that we do not operate. Users should review the privacy policies of external services before providing them with personal information.11. Changes to This Privacy PolicyWe may update this Privacy Policy when ConserveFlow's features, services, technologies, data practices, or applicable legal requirements change.When this policy is updated, the revised “Last updated” date will appear at the top of this page.12. Contact UsIf you have questions about this Privacy Policy, your personal information, or account and data deletion, please contact:ConserveFlowFor account deletion requests, please use the subject:ConserveFlow Account Deletion Request