Privacy & Cookie Policy

This Privacy & Cookie Policy explains how SystemaFlow Ltd collects, uses and protects personal data when you use our website, download our systems, join our email list, purchase products, submit forms, request support, or use the NextMove app.

It also explains how we use cookies, analytics tools, local storage and similar technologies.

SystemaFlow is built around structure, clarity and trust. We only aim to collect the data needed to run, improve and protect our website, products and app.

1. Who We Are

SystemaFlow is operated by:

SystemaFlow Ltd
Registered in England and Wales
Company No. 16586162

For privacy questions, data requests or account deletion requests, contact:

support@systemaflow.com

2. What This Policy Covers

This policy applies to:

• the SystemaFlow website
• free and paid SystemaFlow systems, downloads and resources
• SystemaFlow audits and forms
• SystemaFlow email sign-up forms and broadcasts
• the NextMove app
• support, feedback and account deletion request forms
• analytics, monitoring and measurement tools used across the website and app

This policy does not cover third-party websites or services that we link to. Those services have their own privacy policies.

3. Data We May Collect

Depending on how you interact with SystemaFlow, we may collect the following types of information.

Account and contact data

This may include:

• your name, if provided
• your email address
• account login details
• support request details
• form submissions
• product download or purchase information
• communication preferences

Website usage data

This may include:

• pages visited
• traffic source
• device and browser type
• approximate location
• time spent on pages
• clicks and interactions
• referral links
• cookie consent choices

NextMove app data

If you use NextMove, we may process app data such as:

• account ID
• login/session data
• task queue data
• task history
• task status, such as open, executed or cancelled
• task timing information
• app settings and preferences
• theme selection
• account data controls, such as data export or deletion request actions

NextMove is designed to help you manage your own task execution. Because you control what you enter into the app, task data may include personal, business or operational information.

You should avoid entering highly sensitive personal, legal, medical, financial or confidential information unless you are comfortable storing it in the app.

Payment and transaction data

If you purchase a product, subscription or service, payment processing is handled by our payment provider. We do not store full card details on our own systems.

Payment-related data may include:

• product purchased
• transaction amount
• payment status
• billing email
• order reference
• refund or subscription status

Technical and security data

This may include:

• IP address
• device type
• browser type
• operating system
• error logs
• crash reports
• performance information
• security logs
• authentication events

4. How We Use Your Data

We use data to:

• provide access to SystemaFlow products and downloads
• operate and improve the NextMove app
• create and manage user accounts
• sync task data across devices
• deliver support and respond to enquiries
• process payments, orders and subscriptions
• send email updates where you have signed up
• improve website content and product pages
• understand how the website and app are used
• detect errors, bugs and performance issues
• protect the website, app and users from misuse
• comply with legal, tax and accounting obligations
• handle account deletion and data export requests

We do not sell your personal data.

5. Legal Basis for Processing

Where UK GDPR or similar data protection rules apply, we rely on one or more of the following legal bases:

Contract

We process data where needed to provide products, downloads, app access, paid services, subscriptions or support you have requested.

Consent

We rely on consent for certain optional cookies, analytics, email marketing and similar technologies where consent is required.

Legitimate interests

We may process data where it is necessary for legitimate business purposes, such as improving our products, protecting our systems, understanding usage, fixing bugs and preventing misuse.

Legal obligation

We may process data where needed to comply with tax, accounting, legal or regulatory requirements.

6. NextMove App Data

NextMove is an account-based execution app operated by SystemaFlow.

When you use NextMove, we may process data needed to:

• create and manage your account
• authenticate you securely
• save your task queue
• sync data across devices
• store completed and cancelled history
• save your preferences and theme choices
• provide account data controls
• monitor errors and app performance
• understand app usage through analytics

Your task titles, descriptions, Finish Line text, Why Now text and other user-entered task content are treated as app content.

We do not intentionally send private task content to product analytics tools. Analytics events are designed to use safe metadata such as counts, statuses, source types and whether a feature was used.

Examples of analytics events may include:

• task created
• task executed
• task cancelled
• queue cleared
• history cleared
• onboarding completed
• theme changed
• app installed or opened

These events help us improve the product without needing to read the content of your tasks.

7. Data Export and Account Deletion

NextMove may provide account data controls that allow you to export or clear certain task data.

Current controls may include:

• exporting your task data
• clearing your open queue
• clearing completed or cancelled history
• deleting task data while keeping your account active
• requesting full account deletion

Full account deletion is currently handled by support request. Submitting a deletion request does not instantly delete your account. We may need to verify the request before removing account data.

To request account deletion or raise a data request, contact:

support@systemaflow.com

or use the account deletion request form linked from inside NextMove.

8. Cookies and Similar Technologies

Cookies are small files placed on your device. Similar technologies may include local storage, pixels, tags and device/browser storage.

We use cookies and similar technologies to:

• keep the website working
• remember cookie consent choices
• remember preferences
• understand website usage
• measure marketing and content performance
• improve the website and app experience
• support embedded forms, checkout and analytics tools

Some cookies and storage technologies are essential. Others are optional and may require consent.

9. Types of Cookies and Storage We Use

Essential cookies and storage

These are needed for the website or app to work properly.

They may support:

• security
• session handling
• login state
• form functionality
• checkout access
• cookie consent storage
• basic app preferences

Analytics and performance cookies

These help us understand how people use our website and app.

They may tell us:

• which pages are visited
• how users move through the site
• which content performs well
• where visitors come from
• which devices and browsers are used
• whether users complete key actions

Functionality cookies and local storage

These may remember choices such as:

• theme preference
• app settings
• interface preferences
• dismissed prompts
• install prompt status
• cookie choices

Third-party cookies and tags

Some third-party tools may set their own cookies or use similar tracking technologies when their features are loaded.

10. Google Analytics and Google Tag Manager

We may use Google Analytics 4 to understand website traffic and visitor behaviour.

Google Analytics may collect information such as:

• pages visited
• traffic source
• approximate location
• device and browser type
• events and interactions
• session information

We may also use Google Tag Manager to manage tags and scripts on the website or app.

Google Tag Manager is a tag management tool. It can load other tools, such as analytics or measurement scripts. The data collected depends on the tags that are active.

Where consent is required for non-essential analytics or tracking tools, those tools should only run after the required consent has been given.

11. PostHog Product Analytics

We use PostHog for product analytics inside NextMove.

PostHog helps us understand how the app is used, including events such as:

• page views
• onboarding steps
• task creation
• task execution
• queue actions
• settings usage
• theme selection
• install or app usage events

We configure PostHog to avoid intentionally sending task titles, descriptions, Finish Line text, Why Now text, cancellation notes or other private task content.

PostHog may still process technical metadata such as:

• device type
• browser
• operating system
• approximate location
• page path
• session ID
• anonymous or account-based user ID
• event timestamp

Where possible, we use safe IDs and metadata rather than personal task content.

12. Sentry Error Monitoring

We use Sentry to monitor errors, crashes and technical issues.

Sentry helps us understand when something breaks, where the error happened, and what technical context may have caused it.

Sentry may process:

• error messages
• stack traces
• browser and device information
• operating system
• page path
• environment, such as production or preview
• technical diagnostic data

We do not use Sentry to intentionally collect private task content. However, if an error includes unexpected data, some information may appear in diagnostic logs. We aim to minimise this and use sensible data handling controls.

13. Supabase Authentication and Database

We use Supabase to support parts of the NextMove app, including:

• user authentication
• sessions
• password reset
• task data storage
• queue state
• task history
• user settings
• row-level security

Supabase helps ensure that users can only access their own account data when the app is configured correctly.

14. Vercel Hosting

The SystemaFlow website and/or NextMove app may be hosted using Vercel.

Vercel may process technical data such as:

• IP address
• request logs
• browser and device information
• deployment and performance logs
• error and function logs

This data helps deliver the website/app and diagnose technical issues.

15. Lemon Squeezy Payments

We may use third-party checkout providers such as Lemon Squeezy and Gumroad to process payments, free downloads, product delivery, subscriptions, taxes and checkout.

When you purchase or download through one of these providers, your payment, order and delivery data is processed by that provider under its own terms and privacy policy.

We may receive order-related information such as:

• customer email
• product downloaded or purchased
• order amount
• payment status
• subscription status
• refund status
• tax or invoice information
• download or access status

We do not store full card details on our own systems.

16. Kit Email Marketing

We may use Kit for email signup forms, broadcasts and email sequences.

If you sign up to receive emails, we may process:

• email address
• name, if provided
• signup source
• email engagement, such as opens or clicks
• unsubscribe status
• tags or segments linked to your signup

You can unsubscribe from marketing emails using the unsubscribe link included in emails.

17. Tally Forms

We may use Tally for forms, including:

• feedback forms
• support forms
• audit intake forms
• account deletion request forms
• review or testimonial forms

Tally form submissions may include the information you choose to provide, such as your email address, request type, message or supporting details.

Do not include passwords or highly sensitive information in form submissions.

18. Future AI Features

NextMove may introduce optional AI features in the future, such as helping to structure messy task notes or voice-captured work into clearer tasks.

Where AI features are introduced, we will explain how they work and what data is processed.

You should not assume that future AI features are private by default for highly sensitive data. Avoid entering confidential, medical, legal, financial or sensitive personal information unless the relevant feature clearly explains how that information is handled and you are comfortable using it.

19. Future Push Notifications

NextMove may introduce push notifications or reminders in the future.

If enabled, notifications may be used for things such as:

• task reminders
• deadline reminders
• end-of-day review prompts
• app usage reminders

Where permission is required, notifications will only be enabled after you allow them through your device or browser.

20. How Long We Keep Data

We keep data only for as long as needed for the purpose it was collected, unless a longer period is required for legal, accounting, security or legitimate business reasons.

Examples:

• account data is kept while your account is active
• task data is kept until you delete it, clear it or request account deletion
• order records may be kept for tax and accounting purposes
• support messages may be kept to handle your request and maintain records
• analytics data may be kept for product and website analysis
• error logs may be kept for debugging and security purposes

If you request deletion, we will assess and process the request where required, subject to legal or operational retention requirements.

21. Where Data May Be Processed

We use third-party service providers to operate our website, app, forms, email, payments, analytics and monitoring.

Data may be processed in the UK, European Economic Area, United States or other locations depending on the provider.

Where required, we rely on appropriate safeguards such as contractual terms, data processing agreements or transfer mechanisms used by our service providers.

22. Data Security

We use reasonable technical and organisational measures to protect data.

These may include:

• secure hosting providers
• authentication systems
• access controls
• row-level security where applicable
• HTTPS
• monitoring and error detection
• limited access to systems
• careful handling of support and deletion requests

No online service can guarantee perfect security. You are responsible for keeping your login details secure and for avoiding the entry of highly sensitive information where it is not necessary.

23. Your Rights

Depending on your location and applicable law, you may have rights to:

• access your personal data
• correct inaccurate data
• request deletion
• object to certain processing
• restrict processing
• request data portability
• withdraw consent where processing is based on consent
• complain to a data protection authority

To make a request, contact:

support@systemaflow.com

We may need to verify your identity before acting on certain requests.

If you are in the UK, you also have the right to complain to the Information Commissioner’s Office.

24. Managing Cookies

You can manage cookies and similar technologies by:

• using the cookie banner or consent controls where available
• changing your browser settings
• blocking or deleting cookies
• using browser privacy tools
• adjusting device settings for app-related permissions

Blocking some cookies or local storage may affect how the website or app works.

Essential cookies and storage may still be required for basic functionality.

25. Email Preferences

If you receive marketing emails from us, you can unsubscribe at any time using the unsubscribe link in the email.

Transactional or service-related emails may still be sent where necessary, such as order confirmations, account emails, password reset emails, support replies or important service updates.

26. Children

SystemaFlow and NextMove are not designed for children.

We do not knowingly collect personal data from children. If you believe a child has provided personal data to us, contact us so we can review and take appropriate action.

27. Links to Other Websites

Our website and app may link to third-party websites, tools or services.

We are not responsible for the privacy practices, content or security of third-party websites. You should review their own privacy policies before using them.

28. Changes to This Policy

We may update this Privacy & Cookie Policy from time to time.

The latest version will be published on this page with an updated “Last updated” date.

Continued use of the website, products or app after changes are published means the updated policy applies from that point forward.

29. Contact

For privacy questions, data requests, cookie questions or account deletion requests, contact:

support@systemaflow.com

SystemaFlow Ltd
Registered in England and Wales
Company No. 16586162