1. Who We Are
FosterFlow (trading as AgencySoftware.io) is the data controller for personal data processed through this platform. Contact: tarquin@tarquinbarnsby.com
2. Data We Collect
- Account data: Name, email address, authentication credentials (managed by Clerk, our authentication provider)
- Care records: Daily logs, incident reports, medication records, memory book entries you create
- Audio recordings: Voice logs you record (stored in Cloudflare R2, encrypted at rest by the provider)
- Children's data: Names, dates of birth, placement details, social worker contacts
- Payment data: Processed by Stripe — we never see or store card numbers
- Usage data: Login timestamps, feature usage (for service improvement)
3. Legal Basis for Processing
We process your data under the following UK GDPR bases:
- Contract: To provide the FosterFlow service you signed up for
- Legitimate interest: To improve our service, prevent fraud, and ensure security
- Consent: For optional analytics cookies (you can withdraw at any time)
4. How We Use Your Data
- To provide AI-powered transcription and report generation
- To enable sharing of records with social workers via secure links
- To generate compliance audit trails
- To process payments and manage subscriptions
- To send transactional emails (verification, password reset, plan changes)
5. Data Sharing
We share data only with:
- Clerk: Authentication and identity management (SOC 2 Type II certified, GDPR compliant)
- Supabase: Database hosting (US-hosted PostgreSQL, encrypted at rest)
- Cloudflare R2: Audio file storage (encrypted at rest)
- Google Gemini: AI transcription and report generation (data not used for training)
- Stripe: Payment processing
- Mailgun: Transactional email delivery
We never sell your data. We never share it with advertisers.
6. Children's Data
We recognise the sensitivity of data relating to children in care. All children's data is:
- Encrypted in transit (TLS) and at rest by our infrastructure providers
- Only accessible to the carer who created it (and their linked agency/social worker)
- Protected by role-based access controls verified on every request
- Protected by integrity hashing on incident reports to prevent tampering
- Covered by comprehensive audit logging of all access events
- Deleted when you request account deletion
7. Data Retention
We retain your data for as long as your account is active. If you cancel your subscription, your data is retained for 90 days in case you resubscribe, then permanently deleted. You may request immediate deletion at any time.
8. Your Rights (UK GDPR)
You have the right to:
- Access: Request a copy of all data we hold about you
- Rectification: Correct any inaccurate data
- Erasure: Request deletion of your data ("right to be forgotten")
- Portability: Export your data in machine-readable format
- Objection: Object to processing based on legitimate interest
- Complaint: Lodge a complaint with the ICO (ico.org.uk)
9. Security
We implement industry-standard security measures including TLS encryption, enterprise-grade authentication (Clerk, SOC 2 Type II certified), rate limiting, comprehensive audit logging, and role-based access control. All API routes require authentication. Authentication data is managed by Clerk and never stored on our servers in plain text.