Privacy Policy

Last updated: 2026-06-22 | Effective: 2026-06-22

1. Introduction

LCFlow AI ("we," "us," "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, protect, and share your personal and business data when you use LCFlow AI.

By using LCFlow AI, you consent to the practices described in this policy. If you do not agree, please do not use the service.

2. Data We Collect

Account Information:

  • • Email, password (hashed), company name
  • • Role (owner, admin, member)
  • • Account creation timestamp

Document Data:

  • • Trade documents you upload (Bills of Lading, Letters of Credit, invoices, packing lists)
  • • AI extraction results and metadata
  • • Generated documents and case records

Usage & Audit Data:

  • • File access logs (who, when, what, IP address)
  • • Feature usage (document extraction, comparison, generation, LC review)
  • • Your edits to AI-generated fields (used to learn your company's filling conventions — see Section 3)
  • • Timestamps, user agent, browser information

3. How We Use Your Data

To provide the service:

  • • Process your documents through AI (Google Gemini API)
  • • Store your documents and generate results
  • • Manage your account and subscription

For transparency & security:

  • • Create tamper-proof audit logs (all access recorded)
  • • Detect and prevent abuse, fraud, or unauthorized access
  • • Enforce user permissions and multi-tenant isolation

For compliance & operations:

  • • Comply with laws and legal requests
  • • Manage billing and subscriptions
  • • Improve service performance and reliability

Learning from your edits (per-company):

When you correct AI-filled fields on the preview screen, we store those edits to learn your company's filling conventions and improve future documents for your account only. This is in-context guidance, not AI model training. Your edits are strictly isolated to your tenant and are never used to improve other customers' results. You can request deletion of this learning data at any time via support@lcflow.ai.

We DO NOT: Train AI models on your data, sell or share your data with third parties (except Google Gemini API for processing only), or use one company's data to improve another's results or for marketing/advertising.

4. Data Protection & Security

Multi-tenant isolation:

Each company's data is completely separated at the system level. Firestore Security Rules enforce that one tenant cannot access another's collections. Data is logically and technically isolated.

Encryption in transit & at rest:

All data in transit is encrypted with TLS 1.2+. Data at rest in Google Cloud Storage and Firestore is encrypted with AES-256 (Google-managed keys).

Access control & audit:

Even platform administrators are restricted by IAM policies (least privilege). Every file access is logged by Cloud Functions and stored in an append-only, tamper-proof audit trail. You can view all accesses to your documents in the Settings → "Document access log" page.

Compliance logging:

Google Cloud Audit Logs (Data Access category) are enabled. Access is independently logged by the cloud platform, beyond our direct control.

5. Third-Party Services: Google Gemini API

Your documents must be sent to Google Gemini API to power LCFlow AI's AI features (extraction, comparison, generation, review).

Google's data handling (per Google Enterprise Agreement):

  • ✓ Google does NOT use your data to train Gemini models
  • ✓ Data is retained only during processing (temporary, not stored long-term)
  • ✓ Data is deleted automatically after processing (within abuse-detection window)
  • ✓ Your data is NOT shared with other customers or third parties

See Google Cloud Terms of Service and Google Gemini API Terms for full details.

6. Data Retention & Deletion

Active accounts:

Your data is retained as long as your account is active. You can delete documents or entire cases at any time through the UI.

Trial accounts:

Trial accounts expire after 14 days. The account status changes to "expired" but data is retained. Contact support@lcflow.ai for deletion requests, including deletion of any learning data derived from your edits.

Deleted content:

When you delete a document or case, it is removed from your view immediately. Backups may retain deleted data for up to 30 days for disaster recovery, then purged.

Audit logs:

Access logs are retained for the lifetime of the account for compliance and transparency. You have the right to request export or deletion.

7. Your Rights

  • • Access: You can access and export your account data and documents at any time through Settings or contact support.
  • • Correction: You can update your profile information (company name, email, currency) via Settings.
  • • Deletion: You can delete individual documents/cases or request full account deletion. Contact support@lcflow.ai.
  • • Portability: You can request a copy of your data in a portable format.
  • • Audit trail: You can view the complete access log for your documents in Settings → "Document access log".

8. Cookies & Tracking

LCFlow AI uses minimal cookies, only for session management and authentication. We do not use tracking pixels, behavioral analytics, or third-party ad trackers. Locally stored data (e.g., Firebase Auth tokens) is encrypted and session-scoped.

9. International Data Transfers

LCFlow AI is hosted on Google Cloud (asia-east1, US regions). Your data may be processed or backed up across Google Cloud regions. Google maintains compliance with international data protection standards (GDPR, CCPA, etc.). By using LCFlow AI, you consent to such transfers.

10. Children & Legal Age

LCFlow AI is not intended for users under 18 (or the applicable legal age in your jurisdiction). By signing up, you represent that you are of legal age and authorized to bind your company to this policy.

11. Policy Changes

We may update this Privacy Policy at any time. Material changes will be communicated via email or prominent notification. Your continued use constitutes acceptance. The "Last updated" date above reflects the most recent revision.

12. Contact Us

For privacy questions, concerns, or to exercise your rights:

Email: support@lcflow.ai

Operator: RoughZone Creative Co. Ltd.

This Privacy Policy is provided in English and translated versions. In case of conflict, the English version prevails.