Privacy Policy

Last updated: June 2026

Who we are

FocusFlow Planner is operated by Connect and Flow Group Ltd, registered in England and Wales. Questions about this policy? Get in touch or email hello@focusflowplanner.app.

What we collect

We collect the following personal data when you use FocusFlow Planner:

Email address — collected at signup and login. Used to authenticate you via a magic link (passwordless login) and to send essential service communications.

Planner data — your tasks, budget entries, goals, notes, schedule, and any content you add to the planner. This is stored on your device and synced to our secure servers so you can access it across devices.

Voice transcriptions — if you use voice input, your audio is sent to our transcription service (Groq) to convert speech to text. Groq does not use it to train AI models; it may retain it for a short period (up to 30 days) for security and service-reliability purposes. See the "AI features" section for details.

AI feature inputs — if you choose to use our AI Champion or Coach, the messages you type and (for the Coach) a snapshot of your planner data are sent to a third-party AI service (Cloudflare's AI service) to generate responses. This only happens after you give in-app consent. See the "AI features" section for the full list of what is shared.

Payment information — handled entirely by Stripe. We never see or store your card details. We receive confirmation of subscription status only.

Usage data — basic analytics via Google Tag Manager (only if you consent to cookies). This includes page views and feature usage. No personal identifiers are linked to analytics data.

Wellbeing & health-related data — if you choose to use the relevant features, you may record mood, sleep, water intake, and fitness activity. If you connect a Fitbit account, we import sleep, activity, and heart-rate data. This is treated as special category data (see "Health and wellbeing data" below) and is only collected with your explicit consent.

Health and wellbeing data (special category)

Some information you can choose to record — mood, sleep, fitness activity, and any health metrics imported from a connected Fitbit account — may constitute "special category" data under UK GDPR Article 9. We only collect this data where you have given your explicit consent (for example, by entering it yourself or by connecting a Fitbit account), and our lawful basis for processing it is that explicit consent (UK GDPR Article 9(2)(a)). You can withdraw this consent at any time by disconnecting the integration or deleting the data, and you can delete all of it by deleting your account. This data is used only to provide the planner and wellbeing features to you, and (only if you turn on the optional Coach AI feature) a snapshot may be sent to our AI provider as described under "AI features".

Legal basis for processing (GDPR)

Contract — processing your email and planner data is necessary to provide the FocusFlow service you have subscribed to.

Legitimate interests — basic security logging and fraud prevention.

Consent — analytics cookies (Google Tag Manager) are only loaded after you explicitly consent via the cookie banner. Optional AI features are only used after you give in-app consent.

Explicit consent (special category data) — where you record or connect health and wellbeing data (mood, sleep, fitness, Fitbit data), we rely on your explicit consent under UK GDPR Article 9(2)(a).

How we use your data

Your email address is used to send you magic login links, subscription receipts, and occasional product updates. We never sell or rent your personal data, and we never share your planner contents with third parties for marketing. The one exception to sharing is our optional advertising measurement: if you accept cookies, the Meta Pixel (loaded via Google Tag Manager) shares limited browsing/conversion information with Meta as described in the "Cookies" and "Third parties" sections — you can decline this on the cookie banner. Planner data is used to provide the service to you; we do not sell it or use it for advertising. When you choose to use our optional AI features, some of your planner data is sent to a third-party AI service to generate your response — see the "AI features" section below for exactly what is shared and with whom. Aside from those AI features (which you control) and the consent-based advertising cookies, we do not read, analyse, or share your planner data.

AI features (and the third-party AI services we use)

FocusFlow includes optional AI features — the AI Champion, the Coach, and voice notes. These features only work after you give explicit in-app consent, and you can turn them off at any time in Settings › AI & Data Sharing. No data is sent to any AI service unless you have turned these features on.

What data is sent, and to whom:

• AI Champion & Coach — the messages you type are sent to Cloudflare Workers AI (operated by Cloudflare, Inc.) to generate a response. For the Coach specifically, we also send a snapshot of your current planner data so the advice is relevant — this may include your Life Score, tasks completed, sleep hours, water intake, mood, gratitude status, fitness activity, meals planned, and budget/income/savings figures, along with your country.

• Voice notes — when you record a voice note, the audio is sent to Groq, Inc. to convert your speech to text. Groq does not use your audio to train AI models. It may retain inputs and outputs for a short period (up to 30 days) strictly to maintain service reliability and security, after which they are deleted.

How this data is used: data sent to these AI services is used solely to generate your response or transcription. It is not used to train AI models, is not sold, and is not used for advertising. We have agreements in place with these providers requiring them to protect your data to a standard equivalent to that described in this policy, and to process it only on our instructions.

If you do not consent to these AI features, you can still use all other parts of FocusFlow normally.

Where data is stored

Planner data is stored on your device and synced to our hosting provider, Cloudflare. Cloudflare operates a global network, so data may be processed on its servers outside the UK; where data is transferred outside the UK, we rely on appropriate safeguards (see "International transfers" below). All data is encrypted in transit (HTTPS) and at rest. Login sessions use a secure cookie that cannot be read by other websites or scripts. Stripe processes all payment data on their own secure, payment-industry-certified systems.

Data retention

Your planner data is retained for as long as your account is active. Full day detail (brain dump, tasks, notes) is stored on a rolling 730-day basis on your device. Account data is retained on our servers until you delete your account. Payment records are retained by Stripe for legal and financial compliance purposes. When you delete your account in the app, your personal data is removed immediately. If you instead request deletion by email, we action it within 30 days. In both cases, records we are legally required to keep (such as payment records held by Stripe) are retained only as long as the law requires.

Cookies

We use one essential login cookie so the service can recognise you when you sign in. This is strictly necessary for the service to work and cannot be declined. On our public marketing website and sign-in page only, we also use analytics and advertising cookies — Google Tag Manager / Google Analytics (analytics) and the Meta Pixel (advertising measurement) — which load only after you give explicit consent via our cookie banner. No analytics or advertising cookies run inside the planner itself — once you are signed in, we do not track your usage or contents for analytics or advertising. You can decline these cookies and still use FocusFlow fully.

How to delete your account

You can permanently delete your account and all associated data directly from within the app:

1. Sign in at focusflowplanner.app/planner-english
2. Go to the Settings tab
3. Scroll to the Account section
4. Tap Delete Account
5. Confirm the deletion

This immediately and permanently deletes your account, all planner data, all uploaded images, and cancels your active subscription. This action cannot be undone.

Alternatively, email hello@focusflowplanner.app to request manual deletion. We will action this within 30 days in accordance with GDPR Article 17.

Your rights under GDPR and UK GDPR

You have the right to: access the personal data we hold about you; correct inaccurate data; request erasure of your data (right to be forgotten); restrict or object to processing; and data portability. For data portability and access requests, you can use the in-app Export feature (Settings › Export) to download a copy of your data, or email us and we will provide your personal data in a machine-readable format within one month. To exercise any of these rights, or to reach our data protection contact, email hello@focusflowplanner.app. You also have the right to lodge a complaint with the ICO at ico.org.uk.

Third-party services

Stripe — payment processing. Stripe Privacy Policy.

Cloudflare — infrastructure (Workers, KV storage) and Cloudflare Workers AI, which powers our AI Champion and Coach features (see "AI features" above). Cloudflare Privacy Policy.

Resend — transactional email (login links). Resend Privacy Policy.

Groq — third-party AI service used for voice-note transcription (speech to text). Groq does not use your audio to train AI models; it may retain inputs and outputs for up to 30 days for service-reliability and security purposes. Groq Privacy Policy.

Google Tag Manager / Google Analytics — analytics, loaded only with your consent. Google Privacy Policy.

Meta Pixel (Facebook) — we use the Meta Pixel, loaded via Google Tag Manager only after you consent to cookies, to measure the effectiveness of our advertising and understand how visitors find FocusFlow. It runs only on our public marketing website and sign-in page — it is never loaded inside the planner app, so it cannot see your planner activity or contents. When active, it shares limited information (such as marketing pages visited and whether you signed up) with Meta Platforms, Inc. You can decline it by selecting "Decline" on our cookie banner, and you can manage Meta's use of your data in your Facebook settings. Meta Privacy Policy.

International transfers

Some of the third-party providers we use process data outside the United Kingdom (for example, in the United States or on globally distributed infrastructure). These include Cloudflare, Groq, Stripe, Resend, and (where you connect them) Google, Fitbit, and Notion. Where personal data is transferred outside the UK, we rely on appropriate safeguards as required by UK GDPR — such as the UK International Data Transfer Agreement (IDTA), the UK Addendum to the EU Standard Contractual Clauses, or an adequacy decision — depending on the provider. You can contact us using the details below for more information about the safeguards in place.

Data security

All connections to FocusFlow are encrypted (HTTPS). Your login session uses a secure cookie that other websites and scripts cannot read. Your planner data is encrypted both while it is being sent and while it is stored, using strong industry-standard encryption. We apply additional safeguards to protect your account from abuse. We follow industry best practices for data protection and conduct regular security reviews.

Children

FocusFlow Planner is intended for users aged 18 and over. We do not knowingly collect personal data from children under 18. If you believe a child has provided us with personal data, please contact us and we will delete it promptly.

Changes to this policy

We may update this policy from time to time. Any significant changes will be communicated by email or in-app notification. Continued use of the service after changes constitutes acceptance. The current version is always available at this URL.

Contact and ICO registration

FocusFlow Planner is operated by Connect and Flow Group Ltd, registered in England and Wales. We are registered with the Information Commissioner's Office (ICO) under registration number ZC106010. Our data protection contact is hello@focusflowplanner.app — please use this address for any privacy-related queries or to exercise your rights, or use our contact form.