Privacy Policy

CarFlow is a CRM for companies that import cars from Korea, China and other countries. This page explains in plain words what data we receive, where it is stored, who receives it and how to export or delete it. If anything is unclear, contact us using the details at the bottom of the page. This policy follows the Law of the Kyrgyz Republic “On Personal Information”.

Who is responsible for what

Customer, deal and conversation data that a company keeps in CarFlow belongs to that company: it decides what to store and why. CarFlow stores and processes this data on the company’s behalf — only to make the CRM work. We do not sell this data, do not show ads and do not use it for anything other than providing the service to that company.

CarFlow is responsible for the data that a website visitor submits in the request form — see the separate section below.

What data the CRM holds

• company staff: name, e-mail, role; the password is stored only as an irreversible hash (bcrypt) — even we do not know the password itself;
• the company’s customers: name, phone, city and whatever managers have noted about them;
• deals, turnkey price calculations, payments, orders, documents and tasks;
• conversations with customers from WhatsApp, Telegram and the website, including attachments (photos, voice messages, files);
• the AI agent’s memory about a customer (for example, “looking for a family crossover under $25,000”) and a log of its replies;
• technical server logs — who signed in and when, errors; they are needed to find failures and intrusion attempts;
• if the company has connected a Meta ad account: statistics of its advertising and the names of campaigns, ad sets and ads (details in the section “Meta advertising (Facebook and Instagram)”).

Where the data is stored

• Each company has its own separate PostgreSQL database. Data of different companies is never kept in the same table. The database runs on our server rented from Hetzner Online GmbH in a data centre in Nuremberg (Germany).
• The CRM application, the conversation service (Chatwoot) and the WhatsApp connection run on the same Hetzner Online GmbH server in Germany. Conversations and attachments are stored there.
• The CarFlow website and request form run on servers of Vercel Inc. (USA).

All connections are encrypted (HTTPS). Inside the CRM every employee has a role: a manager sees only their own deals, the owner and the head of sales see the whole company.

Artificial intelligence

The AI agent replies to the company’s customers in conversations and helps managers. To do this, the message text is sent to the AI provider — OpenAI, L.L.C. (USA). What exactly happens:

• before sending, phone numbers, e-mail addresses, Telegram usernames, passport numbers and personal ID numbers are removed from the text;
• names are not removed — a person’s name cannot be reliably told apart from a car model or a city automatically, so we say it honestly: a name, if the customer wrote it, may reach the AI provider;
• photos the customer sent in the conversation (a car, a screenshot of a listing) are passed to the same model so that it understands what it is about;
• customers’ voice messages are sent to a speech recognition service (OpenAI Whisper by default): nothing can be cut out of audio, so the whole recording is sent; the resulting text goes through the same cleaning before it is sent to the AI;
• customer messages that a manager forwards to our Telegram bot are not sent to AI at all — the bot parses them without an external service.

Your conversations are not used to train models. We connect AI only with keys that have data sharing for training turned off, and every request to OpenAI carries a no-storage flag (store: false). Under OpenAI’s terms, data sent through the API is not used to train their models.

Meta advertising (Facebook and Instagram)

A company owner can connect their Meta ad account to CarFlow so that ad spend appears in the “Advertising” report automatically, without manual entry. Only the owner can connect it, through Meta’s sign-in window (Facebook Login for Business); the owner chooses which ad accounts to share. CarFlow gets read-only access: we do not create, change or pause ads.

What we receive from Meta:

• the name, currency and time zone of the selected ad accounts;
• names of campaigns, ad sets and ads, the ad headline and text;
• daily statistics for each ad: spend, impressions, clicks, number of messaging conversations started;
• the access token that Meta issues to the company when it connects.

We do not receive personal data of people who saw the ads from Meta: statistics come only as totals. The fact that a particular customer wrote in response to an ad is taken by the CRM not from the ad account but from the conversation itself (WhatsApp passes the ad ID together with the first message).

Why: to show the company how much each inquiry and each sale from advertising cost. Only employees of that company see this data in its CRM. We do not share it with other companies or third parties, do not sell it and do not use it for our own advertising; it is not sent to the AI agent.

Where it is stored: the access token — in the company registry on our server in Germany (Hetzner, Nuremberg), encrypted only (AES-256); it never appears in logs or on screens. Statistics and names — in the company’s database on the same server.

How long it is kept:

• while the connection is active — data is refreshed hourly and kept for as long as the company uses the CRM;
• after disconnecting, the access token is deleted immediately;
• ad names, texts and per-ad statistics are deleted automatically 30 days after disconnecting;
• daily spend totals per campaign, converted into the company’s currency, remain in the company’s report as its record of advertising expenses — until the company deletes them itself (the “Delete Meta data” button) or deletes all of its data;
• deleted data remains in backups for no longer than 14 days.

How to disconnect and delete: “Settings → Advertising → Disconnect” (deletes the token immediately), then “Delete Meta data” (deletes everything received from Meta, including spend totals). You can also disconnect in Meta itself: Business settings → Integrations → Connected apps → CarFlow CRM → Remove. Step-by-step instructions are on the page “How to delete Meta data from CarFlow”. Or write to us — we will delete it within 10 business days and confirm by e-mail.

Use of data received from Meta is subject to the Meta Platform Terms.

Payments

Subscriptions are paid through the payment provider Freedom Pay. The card number is entered on the provider’s side — we neither see nor store it. We receive only the payment result, amount, date and a technical payment ID. Details are on the page “Card payment” (in Russian).

Backups

Every night we make a copy of the company’s database, conversations and their attachments. Copies are kept for 14 days and then deleted automatically. We are currently setting up encrypted storage of copies on a separate server (the copy is encrypted before it leaves our server); until that is finished, copies are kept on the same server as the CRM application.

How long data is kept

• while the company’s subscription is active — for as long as the company keeps it in the CRM;
• after the subscription is cancelled — until a deletion request (so the company can come back or take its data); on request we delete everything;
• deleted data remains in backups for no longer than 14 days.

Exporting and deleting data

• Export everything: the company owner can do it at any time — “Settings → My data → Download all data”. You get an archive: CRM tables (JSON and CSV for Excel) and conversations. Passwords and access keys are not included.
• Delete everything after cancelling the subscription: the “Delete company data” button in the same place (you need to enter your password and the company name) or an e-mail to the address at the bottom of the page. The button does not erase anything by itself — a CarFlow employee receives the request, checks that the subscription is cancelled, deletes the company’s database, conversations and access, and confirms the deletion by e-mail. Deleted data cannot be restored.
• Meta advertising data can be deleted separately, without touching the rest of the company’s data: “Settings → Advertising → Disconnect”, then “Delete Meta data”. Details are in the section “Meta advertising” and on the page “How to delete Meta data from CarFlow”.
• A customer of the company whose data is kept in the CRM (for example, a car buyer) can contact the company itself or us — we will pass the request to the company and help fulfil it.

We answer and fulfil data requests within 10 business days at the latest.

Website request form

The form exists so that a CarFlow manager can contact you about your request, and only for that. We receive what you wrote yourself: name, contact (phone, WhatsApp or Telegram), company name and approximate number of cars per month, and the request text if any. Also the ad campaign tags from the page address (they show which ad brought you; other address parameters are discarded) and the IP address the form was sent from (it goes into a technical log and is needed to block automated spam).

The request is sent to the managers’ work chat in Telegram (Telegram Messenger Inc.). The website has no separate visitor database. If the messenger is unavailable, the request text stays in the server’s technical log for no longer than a day, from where we retrieve it manually. The website runs on servers of Vercel Inc. (USA). There are no other recipients: your data does not go to advertising, analytics or partner services, and there are no third-party counters on the site.

The request is kept in the work chat while the conversation about it continues and no longer than one year after the last contact. The consent checkbox in the form is unchecked by default. You can withdraw consent at any time — write to us and we will delete your contact and the conversation.

Your rights

• to know what data about you we hold;
• to receive a copy of it;
• to ask us to correct an inaccuracy;
• to demand deletion;
• to withdraw consent.

The terms of the CarFlow subscription are in the public offer agreement (in Russian).