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Privacy policy

Last updated 16 August 2026

This policy explains the practical data boundaries for the ClubFlows website and public AI Receptionist simulation.

Information you give us

We may receive contact details, club details, form answers and booking requests that you submit. We use them to respond, provide the requested ClubFlows experience, operate our services and prevent misuse. A lead form is only treated as submitted when its server response confirms success.

AI Receptionist club search and research

When the demo is enabled, Google Maps Platform may return candidate club names, addresses and website links for you to confirm. Those display fields are transient. ClubFlows stores the selected Google Place ID and your own search query, then reads only the confirmed official website. The crawler is bounded, respects robots rules, does not scrape social profiles, and retains structured facts, citations, hashes and freshness dates rather than copies of whole websites.

Voice processing

The public voice simulation uses a private ElevenLabs agent with recording disabled and Zero Retention Mode enabled. ElevenLabs and Google Gemini process the conversation while the call is active, but the configured agent does not retain call recordings, transcripts or PII-bearing call metadata after the call. ClubFlows does not write call audio or transcripts into its own database and receives only the limited operational event data needed to close the session and enforce safety limits.

Security, limits and retention

We use Cloudflare Turnstile, daily keyed IP hashes, a browser identifier, consent records and usage metadata to enforce public limits and protect the service. Raw IP addresses are not written to the AI Receptionist tables. The verified scheduled cleanup removes quota events after 48 hours and sessions and related consent records after 30 days, and expires stale research data.

Sharing and service providers

We share only what is needed with service providers that operate hosting, abuse protection, club search, AI research, voice processing, lead capture or booking. We do not sell call recordings or club research profiles. Optional early-access details use the same ClubFlows lead-capture pathway as other website forms.

Your choices

You can stop before granting microphone access, exclude any researched fact from a demo, end a call, or choose not to submit an early-access form. You may contact ClubFlows through the booking page to ask about access, correction or deletion of information associated with a submission.

Google Maps Platform

Club search is provided through Google Maps Platform and is also subject to the Google Maps/Google Earth Additional Terms, Google Terms of Service and Google Privacy Policy.

Voice and language-model providers

Live voice processing is subject to the ElevenLabs Privacy Policy. The configured language model is supplied through ElevenLabs and uses Google Gemini; Google's handling is described in the Google Privacy Policy. Do not share payment, medical or other sensitive information in the simulation.