Privacy policy
Collective Flow Limited. Last updated 15 October 2026.
This policy explains how Collective Flow Limited (company number 9162160) (we, us, our) looks after your personal information when you use Collective Flow (the app) or our website, collectiveflow.app. When we say your information, we mean personal information as the Privacy Act 2020 (the Privacy Act) defines and protects it. It sits alongside our terms of service.
We're a small team, and the people who build Collective Flow are the people who'll answer your email. Please read this, and email hello@collectiveflow.app if anything is unclear.
In short
Your reflections are yours. No one else in Collective Flow reads them. Not your colleagues, not anyone else using it.
Your voice is turned into words, then let go. We don't keep the recording. We keep the transcript, with your reflection.
AI drafts, you decide. Nothing is saved until you confirm it.
No one trains AI on your information. Not us, and not the AI companies we use.
We read your calendar, we never change it.
We don't sell your information, and we don't advertise. No third-party tracking in the app: what we learn about how Collective Flow is used stays with us.
You can see, fix or delete what we hold. Just email us.
1. Agreeing to this policy
1.1 When you tick the box at sign-up, or otherwise use Collective Flow or give us your information, you accept this policy and agree to us collecting, using and storing your information as it describes.
1.2 We follow the Privacy Act and its information privacy principles.
2. What we collect
We collect what you give us
2.1 Your account: your name, email address and, if you sign in with Google or Microsoft, the profile photo they share with us. If you joined with an invite code, which code you used. And a record that you agreed to our terms and this policy, which version, and when.
2.2 Your reflections: the moments you confirm. For each one: what it was, when, how long it took, how it felt (energising, neutral or draining), anything you learned, who was there, and which of your goals or behaviours it served.
2.3 Your voice and transcripts: while you're recording, your voice is sent to be transcribed. We keep the transcript, not the recording (see section 4).
2.4 Your plan: your personal goals and behaviours.
2.5 Your weekly reflections: your answers to the reflection questions, and the changes to your plan you accept.
2.6 What you tell us at the start: your first reflection on your week (or, if you joined before 13 October 2026, your answers to a few setup questions), so we can suggest your first goals and behaviours, and the day and time you'd like to reflect on your week.
2.7 Anything you send us: notes to the team from inside the app, emails, or your email address if you join the waitlist.
We collect from your calendar, if you connect one
2.8 The meetings in the week you're reflecting on: their titles, times, which calendars they're on, and the names and email addresses of the people invited. Section 5 explains how.
We collect a little automatically
2.9 Your time zone, saved on your profile, so your week lines up with your days.
2.10 How you use Collective Flow: a record of the steps you take in the app and when. For example: finishing a step of Your first week, reflecting, doing a weekly reflection, or changing your plan, and whether you were on a phone or a computer. We use it to make the app work for you (so Your first week knows where you’re up to), and, across everyone, to see where Collective Flow helps and where people get stuck, so we can make it better. It’s kept with your account in our own database. It’s never sent to analytics or advertising companies, and never sold.
2.11 Small notes in your browser that keep you signed in, and hold a copy of your weekly reflection answers on that device so a bad connection never loses them. Signing out doesn't clear that copy yet. Clearing your browser's site data removes it.
2.12 Short-lived server logs that record errors and, when you connect a calendar, which account you connected. These roll off after a few days.
Here's what we don't collect
2.13 We don't record your screen, your keystrokes, or what you do in other apps.
2.14 We don't listen unless you've pressed record, and we stop when you stop.
2.15 We don’t use advertising, third-party analytics or tracking scripts in the app. The record in 2.10 is our own, kept with your account. Our website, collectiveflow.app, is separate from the app: it runs on Squarespace, which sets its own cookies there, including to count visitors.
2.16 We don't keep recordings of your voice.
2.17 We don't ask for or store payment details. When paid subscriptions start, we'll update this policy first.
You choose what to give us
2.18 You need an email address to have an account. Everything else is up to you. You can type instead of talk, and Collective Flow works without a calendar. If you don't give us something, Collective Flow may just be less helpful (it's harder to remember your week without your calendar).
We look at how Collective Flow is going, for everyone and for you
2.19 We look at totals that can't identify anyone (like how many people reflected this week) to understand how Collective Flow is used and make it better.
2.20 We also look at where you’re up to: the steps in 2.10, like whether you’ve finished setting up or when you last reflected. That’s so a real person on our team can help if you get stuck, for example by emailing you. We only look at those steps, never at what’s in your reflections.
2.21 We never do either with information from your Google account.
Emails from us
2.22 We email you about your account, like sign-in links. To help you get going, we may also send you a few emails based on where you’re up to. Every one of those has an unsubscribe link, and unsubscribing doesn’t stop the emails your account needs.
3. Other people in your reflections
We keep a name, never an email address
3.1 Your reflections can mention other people: colleagues named on a calendar invite, or people you add as being there. We keep their name and an anonymous id, never their email address. The id is a one-way code made from their email address, so we can tell two people with the same name apart without storing how to reach them.
3.2 We use these names only to show you who was there, and to tell you how much of your week was with other people. Only you see them.
3.3 If you think we hold your name because someone else uses Collective Flow, email us. We'll tell you what we hold and help you correct or remove it.
4. Voice and AI
Your voice is turned into words, then let go
4.1 When you talk, your voice streams to OpenAI to be turned into words as you speak. When you finish, the whole clip is transcribed once more for a more accurate version. To help it hear names correctly, we also send the titles of your meetings and goals as hints. We don't keep the audio: once it's transcribed, it's gone from our side.
4.2 If our transcription can't connect on a computer, your browser's own speech recognition steps in instead. That's handled by your browser's maker (in Chrome, that's Google).
AI drafts, you decide
4.3 OpenAI's models read your transcript, along with your meetings for that week and the titles of your goals and behaviours, and suggest moments: what happened, when, how it felt, what it served. In the weekly reflection, they read your answers and suggest small changes to your plan. At the start, they read your setup answers and suggest your first goals and behaviours.
4.4 Every one of these is a suggestion. Nothing is saved until you confirm it, and you can change or remove anything first. The AI never makes decisions about you, and nothing it drafts is shared with anyone else.
4.5 We may switch to Anthropic (the makers of Claude) for drafting if OpenAI isn't available to us. The same rules apply.
No one trains AI on your information
4.6 Your information isn't used to train AI models. OpenAI and Anthropic don't train on information sent through their business services by default, and we haven't opted in. Both may keep what we send for up to 30 days to check for misuse, then delete it.
We keep transcripts so we can fix things
4.7 Each finished reflection saves a record: the transcript, what the AI suggested, what you confirmed, and the meetings it was reading against. It's how we can work out what went wrong if a reflection saves something odd. Only you can see it in the app.
We don't read your reflections
4.8 Our database is run by a very small team who can technically access it. We don't read your reflections, transcripts or calendar details unless you've asked us to (for example, to help with a problem), or you've said yes to sharing a reflection to help us improve the drafting.
5. Your calendar
We read your calendar, we never change it
5.1 You can connect Google Calendar or Microsoft Outlook (Outlook.com and Microsoft 365). We ask for read-only access: we can see your calendars and their events, and we can't create, change or delete anything.
How it works
5.2 When you connect, Google or Microsoft gives us a key that lets us read your calendar. We store that key in your account, where only you (and our server, when you ask for your week) can use it. Each time you open a week, our server reads that week's meetings and passes them straight to your screen. We don't store your calendar.
5.3 We keep only what becomes part of your reflections: a meeting's title and time when you reflect on it or say it didn't happen, and the names of the people invited (never their emails, see section 3). The record saved with each reflection also keeps the titles and times of that week's meetings.
You can disconnect any time
5.4 Disconnect any calendar in Settings and we delete its key straight away. You can also remove our access from your Google account or Microsoft account.
We follow Google's rules
5.5 Collective Flow's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
5.6 In plain words: we use your Google information only to help you reflect, we don't sell it, we don't use it for advertising, we don't use it to train AI models, and no person reads it without your permission.
6. Collectives
6.1 Collectives, where a team shares a plan, aren't open yet. We'll update this policy and email you before they are.
7. Who we share your information with
A small number of companies help us run Collective Flow
7.1 These companies store or process your information on our behalf, only to provide their service to us, under their business terms:
Supabase: Our database and sign-in. Everything you save lives here (Sydney, Australia)
Cloudflare: Runs the app and our server (worldwide, at the location nearest you; a US company)
OpenAI: Transcribes your voice, drafts moments and suggestions (United States)
Anthropic: Backup for drafting, if we switch (United States)
Google: Sign in with Google, Google Calendar, and our own email (United States)
Microsoft: Sign in with Microsoft, Outlook calendar (United States)
Resend: Sends your sign-in emails and our emails to you (Japan; a US company)
Squarespace: Our website, collectiveflow.app (United States)
7.2 We'll update this list, and email you, before we add anyone new.
Some of them are overseas
7.3 Your information is stored and processed mainly in Australia and the United States. Some of these companies aren't subject to New Zealand privacy law. We take reasonable steps to make sure they protect your information in a way that, overall, gives comparable safeguards to those under the Privacy Act, and we stay responsible for it wherever it is.
We don't sell it, and we only share it for good reason
7.4 We don't sell your information. We only share it beyond the companies above:
if you ask us to, or give your consent
if the law requires it. If that happens, we'll tell you unless the law says we can't
if we sell or merge some or all of our business with another company. They'd have to look after your information as this policy says.
8. How long we keep it
As long as you have an account
8.1 Your account, reflections, goals, behaviours and transcripts stay for as long as you have an account. You can delete any reflection, goal or behaviour yourself at any time.
8.2 The transcript record saved with a reflection stays until you delete your account, or ask us to remove it. In future we may delete transcripts sooner, once the reflections they became are saved. We'll update this policy when we do.
8.3 A connected calendar's key stays until you disconnect it, or delete your account.
Then we let it go
8.4 When you delete your account, we delete everything personal within 30 days. Copies in our database provider's backups roll off within 7 days after that.
8.5 If you don't continue after your free period, your account pauses and your information waits for you for 30 days. We'll email you before anything is deleted.
8.6 Server logs roll off after a few days.
8.7 What OpenAI or Anthropic receive is kept for up to 30 days on their side, then deleted.
9. Your rights
You can see, fix or delete what we hold
9.1 Under the Privacy Act, you can ask to see the personal information we hold about you, and ask us to correct it. You can also ask us to delete it, or withdraw any consent you've given us. Most of it you can already see and change in the app. For anything else, email hello@collectiveflow.app and we'll:
show you what we hold, as a copy you can keep
correct anything that's wrong
delete your account and everything personal in it.
9.2 We'll reply within 20 working days, and usually much sooner. We may ask you to confirm it's you first. It's free.
10. Keeping your information safe
We protect it carefully
10.1 Everything travels encrypted between your device, our server and our providers, and is encrypted where it's stored.
10.2 Every piece of personal information has rules in the database that let only its owner read it.
10.3 Our server holds the keys to the AI and calendar services and checks who you are on every request. It can't read or write your saved information.
10.4 Very few people can access our systems.
But no system is perfect
10.5 Despite all of this, we can't guarantee the security of your information while it's sent or stored. If something goes wrong with your information that could cause you serious harm, we'll tell you and the Privacy Commissioner as soon as we can, as the Privacy Act requires.
11. The rest
Collective Flow is for people 16 and over
11.1 Collective Flow is for people reflecting on their work. It isn't meant for anyone under 16, and we don't knowingly hold their information.
Other websites
11.2 Collective Flow and our website link to other websites, like Google's and Microsoft's. This policy doesn't apply to them, and we're not responsible for how they handle your information.
When this policy changes
11.3 When we change how we handle your information, we'll update this policy and the date at the top. If it's a change you'd care about, like a new kind of information or a new company processing it, we'll email you before it happens.
Contact and complaints
Questions, requests or worries go to our Privacy Officer: hello@collectiveflow.app, or write to The Privacy Officer, Collective Flow Limited, 53 Ferry Road, Auckland 0932, New Zealand.
If you're not happy with how we've handled something, tell us first and we'll try to put it right. You can also complain to the Office of the Privacy Commissioner at privacy.org.nz or 0800 803 909.