Privacy Policy

ReporterFlow is an automated accounts-receivable service for court reporting agencies. We read the billing spreadsheets you already keep, work out which invoices are late, and send polite payment reminders from your own email account. Questions about this policy can go to shakesystems@gmail.com.

• Account information. When you create an account we store your name (if provided), email address, agency name, and a payout link you choose to add.
• Google Account profile. When you sign in with Google, or connect Google Drive, we receive your Google account name and email address.
• Billing spreadsheet data. From the Google Drive folder you pick, we read your billing spreadsheet (typically Result.xlsx) — client names and contact emails, invoice numbers, invoice amounts, and invoice dates.
• Sending account access. If you connect Gmail as your sending account, we receive permission to send email as you (see section 4).
• Reminder activity. We keep a record of the reminders sent — which invoice, which message tier, when it went out, and whether the recipient opened the email (via a small tracking image in the email).

ReporterFlow requests the following Google permissions, and only these:

• Your Google email address and basic profile (userinfo.email, userinfo.profile) — to identify your account and show which Google account is connected.
• Google Drive — read-only access (drive.readonly) — to list folders so you can pick your billing folder, and to read the billing spreadsheet inside the folder you choose. ReporterFlow never creates, edits, moves, or deletes files in your Drive.
• Gmail — send only (gmail.send) — so payment reminders can be sent from your own email address. ReporterFlow never reads your inbox, drafts, or any other email.

If you connect a Microsoft Outlook account as your sender instead, we request the equivalent send-only permission (Mail.Send) plus your profile, and nothing more.

If you connect QuickBooks Online as your invoices source, we read your open invoices and the customers they belong to (company, contact name, email, amounts and dates) only to send your payment reminders. ReporterFlow never creates, edits or deletes anything in QuickBooks, never sells this data, and deletes the stored QuickBooks access as soon as you disconnect.

ReporterFlow's use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

We use the information above only to provide and improve ReporterFlow's core functionality:

• To create and secure your account and sign you in.
• To read the billing spreadsheet in the Drive folder you selected and work out which invoices are outstanding and how late they are.
• To compose and send payment reminder emails to your clients from your own connected email account, on the schedule you approve.
• To show you dashboards of your clients, invoices, reminders sent, and money recovered.
• To count email opens so you can see which reminders were seen.

We do not use Google user data for advertising, for training machine-learning or AI models, for profiling, or for any purpose other than providing and improving ReporterFlow. We do not allow human review of your Google user data except with your consent, to resolve a support issue you raise, or where required by law.

We do not sell your data, and we do not share it with advertisers or data brokers. We share data only with the service providers needed to run ReporterFlow:

• Google and Microsoft — when you connect Drive, Gmail, or Outlook, your requests to read the spreadsheet and send reminders go directly through Google's and Microsoft's own APIs on your behalf.
• Our hosting and database provider — which stores the app's data on our behalf under contract and does not use it for its own purposes.

We may also disclose information if required by law, regulation, or valid legal process, and only the minimum necessary. Your clients' names, emails, and invoice details are used solely to send the reminders you approve — they are never contacted for any other reason.

• All traffic between your browser and ReporterFlow is encrypted in transit (HTTPS/TLS).
• Google and Microsoft connection tokens are encrypted at rest in our database and are only ever used on the server — never sent to your browser.
• Access to records is restricted with row-level security, so an agency can only reach its own clients, invoices, and settings.
• Administrative access is limited, logged, and can be switched off.
• Read-only Drive access and send-only Gmail access mean the worst-case blast radius of a token is small by design.

• Disconnecting. You can disconnect Google Drive or your sending account at any time from the Connection page. Disconnecting immediately deletes the stored access tokens and revokes ReporterFlow's permissions.
• Deleting your account. Email us at shakesystems@gmail.com and we will delete your account, agency data, clients, invoices, and reminder logs within 30 days.
• Backups. Encrypted backups may retain data for up to 30 days after deletion before it is fully purged.
• While your account is active we keep your data for as long as needed to run the service, unless you ask us to remove something sooner.

If we change how we use Google user data or any other data, we will update this policy and notify you in the app before the change takes effect. The "last updated" date at the top always reflects the current version.

Privacy questions, data-export requests, or deletion requests: shakesystems@gmail.com.