Flowstate Pros, Inc. — Privacy Policy

Effective Date: March 5, 2026

Last Updated: March 5, 2026

1. Introduction

Flowstate Pros, Inc., doing business as "Flowstate Pros" ("Company," "we," "us," or "our"), is a Florida-based plumbing and HVAC services provider. We respect your privacy and are committed to protecting the personal information you share with us. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website (www.flowstatepros.com), contact us by phone or email, submit web inquiries, schedule service, or otherwise interact with our business.

By using our website or services, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with the terms of this Privacy Policy, please do not access our website or use our services.

2. Information We Collect

We may collect the following categories of personal information depending on how you interact with us:

2.1 Information You Provide Directly

Contact information: name, mailing address, email address, and phone number
Property and service details: service address, property type, equipment descriptions, and service history
Payment information: credit or debit card details, billing address (processed securely by third-party payment processors; we do not store full card numbers)
Communications: messages you send via our website contact forms, email correspondence, voicemails, and service request details
Customer portal account information: login credentials and account preferences, if you register for our online customer portal
Feedback and reviews: testimonials, survey responses, and service ratings

2.2 Information Collected Automatically

Device and browser information: IP address, browser type and version, operating system, device identifiers, and screen resolution
Usage data: pages visited, time spent on pages, referring URLs, click patterns, and other website interaction data
Cookies and similar technologies: session cookies, persistent cookies, and web beacons used to enhance your browsing experience and analyze site traffic (see Section 9 for details)
Approximate geolocation: derived from your IP address

2.3 Information Collected Through Our Service Management Platform

We use ServiceTitan, a third-party field service management platform, to manage scheduling, dispatching, customer communications, invoicing, and day-to-day operations. When you interact with us, the following information may be collected and stored within ServiceTitan's systems:

Contact details and service address
Appointment scheduling and job history
Equipment and asset records (make, model, serial number, age, warranty status, and maintenance history)
Communication logs, including records of phone calls, text messages, and emails
Invoices, estimates, and payment transaction records
Technician notes, job photos, and service documentation
Online booking submissions made through our website scheduling widget
Customer portal activity, including invoice viewing, appointment requests, and equipment history access

2.4 Call Recording and Telephone Communications

You may opt out of text messages at any time by replying STOP to any message or by contacting us at privacy@flowstatepros.com and no further messages will be sent

Florida is a two-party (all-party) consent state for the recording of telephone communications under Florida Statute § 934.03. We may record inbound and outbound telephone calls for quality assurance, training, dispute resolution, and operational improvement purposes. When calls are recorded, you will be notified at the beginning of the call and your continued participation constitutes your consent to the recording. Call recordings are stored within ServiceTitan's platform and are subject to ServiceTitan's security and data protection practices.

2.5 GPS and Technician Location Data

When a technician is dispatched to your location, our scheduling platform may provide you with real-time GPS tracking information so you can monitor the technician's estimated arrival time. This location data is used solely for service coordination and is not retained beyond the duration of the service visit.

2.6 Information from Third Parties

Payment processors and financial institutions (transaction confirmations and fraud prevention data)
Online review platforms where you may leave public feedback about our services
Referral sources, if you were referred to us by another customer or partner

3. How We Use Your Information

We use the personal information we collect for the following purposes:

Service delivery: scheduling, dispatching technicians, performing plumbing and HVAC services, and managing your service history
Communications: sending appointment confirmations, reminders, technician en-route notifications, service follow-ups, and responding to your inquiries
Billing and payments: generating invoices, processing payments, and managing accounts receivable
Customer portal: enabling you to view your service history, equipment records, invoices, and schedule appointments online
Quality assurance: reviewing call recordings and service documentation to improve our operations and customer experience
Website improvement: analyzing usage patterns to enhance site functionality, content, and navigation
Legal compliance: meeting regulatory requirements, responding to legal process, and enforcing our terms of service
Safety and security: protecting against fraud, unauthorized transactions, and other harmful activity

4. Text Messaging and SMS Communications

By providing your phone number, you consent to receive text messages from Flowstate Pros regarding your appointments, service updates, and operational communications. These may include:

Appointment confirmations and reminders
Technician en-route and estimated arrival notifications
Invoice and payment reminders
Service completion summaries

Message frequency varies based on your service activity. Standard message and data rates may apply. You may opt out of text messages at any time by replying STOP to any message or by contacting us at privacy@flowstatepros.com and no further messages will be sent. Reply HELP for assistance.

We will never sell, rent, or share your mobile phone number or SMS opt-in consent with third parties for their own marketing purposes. Mobile information collected for SMS services will not be shared with third parties or affiliates for their direct marketing purposes.

5. How We Share Your Information

We do not sell, rent, or trade your personal information to third parties for their own marketing purposes. We may share your information only in the following limited circumstances:

5.1 Service Providers and Business Partners

We work with trusted third-party service providers who assist us in operating our business. These providers are contractually obligated to protect your data and use it only for the purposes we specify. Our key service providers include:

ServiceTitan — field service management, scheduling, dispatching, CRM, invoicing, customer portal, and call tracking
Payment processors — secure credit card and payment transaction processing
Email and SMS communication vendors — appointment notifications and service communications
Website hosting and analytics providers — site performance, security, and usage analytics
Cloud storage and IT security providers — data backup and infrastructure protection

5.2 Legal and Regulatory Disclosures

We may disclose your personal information if required to do so by law, regulation, subpoena, court order, or other governmental request, or when we believe in good faith that disclosure is necessary to protect our rights, your safety, the safety of others, or to investigate fraud.

5.3 Business Transfers

In the event of a merger, acquisition, reorganization, sale of assets, or bankruptcy, your personal information may be transferred as part of that transaction. We will notify you of any such change in ownership or control of your personal information.

6. ServiceTitan — Our Field Service Management Platform

We use ServiceTitan as our primary platform for managing customer relationships, service operations, and business administration. It is important for you to understand how your data is handled within this platform:

All customer information described in Section 2.3 is securely stored within ServiceTitan's cloud-based systems.
ServiceTitan acts as a data processor on our behalf; we remain the data controller responsible for how your information is used.
ServiceTitan implements industry-standard security measures, including data encryption, access controls, and regular security audits.
ServiceTitan may maintain system logs related to platform usage, access, and operational activity as part of its standard security and operational practices.
Flowstate Pros does not independently maintain or permanently store detailed system logs outside of ServiceTitan, except as required for backup, legal, or regulatory purposes.
ServiceTitan may use aggregated, de-identified data derived from its platform for industry benchmarking and product improvement, provided such data does not identify you personally.

We encourage you to review ServiceTitan's privacy policy at www.servicetitan.com/legal/privacy-policy for additional details about their data handling and security practices.

7. Online Booking and Customer Portal

We offer an online booking widget on our website and a customer portal, both powered by ServiceTitan. When you use these features:

Online booking: You may provide your name, contact information, service address, and a description of the service needed. This information is transmitted directly to ServiceTitan to create or update your customer record and schedule your appointment.
Customer portal: If you register for a portal account, you can view your service history, equipment details, invoices, and schedule future appointments. Your portal account credentials are managed within ServiceTitan's system and are subject to their security protocols.

The data you provide through online booking and the customer portal is subject to the same protections and uses described throughout this Privacy Policy.

8. Data Retention

We retain your personal information only for as long as reasonably necessary to fulfill the purposes for which it was collected, including:

Active customer records: Retained as long as your account is active or as needed to provide you with services
Service and equipment history: Retained to support ongoing warranty claims, maintenance planning, and regulatory compliance
Call recordings: Retained for up to twenty-four (24) months for quality assurance purposes, unless a longer period is required for legal or dispute resolution reasons
Invoices and payment records: Retained in accordance with applicable tax, accounting, and legal requirements
Website analytics data: Aggregated and anonymized on a rolling basis

When personal information is no longer required for any legitimate business or legal purpose, it is securely deleted or anonymized. You may request deletion of your personal information at any time by contacting us (see Section 14).

9. Cookies and Tracking Technologies

Our website uses cookies and similar tracking technologies to enhance your experience and analyze site performance. These include:

Essential cookies: Required for basic site functionality, such as navigation, form submissions, and booking widget operation
Analytics cookies: Used to collect anonymized data about how visitors use our website, including pages visited, time on site, and traffic sources (e.g., Google Analytics)
Functionality cookies: Remember your preferences, such as language settings or previously entered form data

We do not use cookies for cross-context behavioral advertising. You can manage your cookie preferences through your browser settings. Please note that disabling certain cookies may affect your ability to use some website features, including online booking.

We do not currently respond to “Do Not Track” (DNT) browser signals, as there is no uniform industry standard for honoring such signals. However, we honor the Global Privacy Control (GPC) signal where required by applicable law.

10. Data Security

We take the security of your personal information seriously and implement a combination of administrative, technical, and physical safeguards designed to protect it from unauthorized access, disclosure, alteration, and destruction. These measures include:

Encryption of data in transit using SSL/TLS protocols
Secure, access-controlled storage within ServiceTitan's cloud infrastructure
Role-based access controls limiting employee access to personal information on a need-to-know basis
Regular review of our security practices and those of our service providers

While we strive to use commercially reasonable means to protect your personal information, no method of electronic transmission or storage is completely secure. We cannot guarantee absolute security, but we are committed to promptly addressing any security incidents that may arise.

11. Data Breach Notification

In the event of a data breach involving your personal information, we will comply with Florida's data breach notification requirements under Florida Statute § 501.171. We will notify affected individuals as expeditiously as practicable, and no later than thirty (30) days after determination of the breach, unless law enforcement requests a delay. Notification will include a description of the incident, the types of information involved, and steps you can take to protect yourself.

12. Your Rights and Choices

Depending on your jurisdiction and applicable law, you may have the following rights regarding your personal information:

Right to know and access: You may request information about the categories and specific pieces of personal information we have collected about you.
Right to correction: You may request that we correct inaccurate personal information.
Right to deletion: You may request that we delete your personal information, subject to certain exceptions (e.g., legal retention requirements, active service obligations).
Right to data portability: You may request a copy of your personal information in a commonly used, machine-readable format.
Right to opt out of sale: We do not sell your personal information. If this practice ever changes, we will provide a clear mechanism for you to opt out.
Right to opt out of targeted advertising: We do not engage in targeted advertising using your personal information.
Right to non-discrimination: We will not discriminate against you for exercising any of your privacy rights.

To exercise any of these rights, please contact us using the information provided in Section 14. We may take reasonable steps to verify your identity before fulfilling your request. We will respond to verified requests within forty-five (45) days, or as required by applicable law.

13. Additional Disclosures

13.1 Children's Privacy

Our website and services are not directed to individuals under the age of 13. We do not knowingly collect personal information from children under 13. If we become aware that we have inadvertently collected such information, we will take prompt steps to delete it. If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately.

13.2 Third-Party Links

Our website may contain links to third-party websites, services, or resources that are not operated or controlled by us. We are not responsible for the privacy practices of these third parties. We encourage you to review the privacy policies of any third-party sites you visit.

13.3 California Residents

If you are a California resident, you may have additional rights under the California Consumer Privacy Act (CCPA) and the California Privacy Rights Act (CPRA), including the right to know, delete, correct, and opt out of the sale or sharing of personal information. To exercise these rights, contact us at privacy@flowstatepros.com. We do not sell or share personal information as those terms are defined under the CCPA/CPRA.

13.4 Florida Residents

The Florida Digital Bill of Rights (SB 262), effective July 1, 2024, provides certain privacy rights to Florida consumers. While the FDBR's primary applicability thresholds target large technology companies, we are committed to transparency and will honor reasonable privacy requests from Florida residents consistent with applicable law. Florida residents may exercise their rights by contacting us at privacy@flowstatepros.com.

14. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

Company: Flowstate Pros, Inc.
Address: 65 Hudson Way, Ponte Vedra, FL 32081
Email: privacy@flowstatepros.com
Website: www.flowstatepros.com

We will make every effort to respond to your inquiry promptly and thoroughly.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will update the “Last Updated” date at the top of this policy and, where appropriate, provide notice on our website. We encourage you to review this Privacy Policy periodically.

Your continued use of our website or services after any changes to this Privacy Policy constitutes your acceptance of the updated terms.

16. Consent

By using our website, scheduling service, contacting us by phone or email, or otherwise providing your personal information to us, you consent to the collection, use, and disclosure of your information as described in this Privacy Policy. If you do not consent, please refrain from using our website and services.