Privacy Policy

Effective Date: January 2026

FirmFlow Systems (“we,” “us,” or “our”) operates https://firmflowsystems.com.
FirmFlow Systems is a software platform operated by Shannon Ferro (GST Registered Business). This Privacy Policy explains how we collect, use, and protect your information.

Information We Collect

We may collect the following information:

• Name, email address, and phone number

• Law firm or business information submitted through forms

• Information provided during demo requests

• Website usage data through analytics tools

• Phone numbers and interaction data for consent-based SMS communication (if applicable)

If you provide your phone number and explicitly consent, we may collect and store your number for service-related SMS communications.

How We Use Information

We use collected information to:

• Respond to inquiries and demo requests

• Facilitate follow-up communications for missed calls

• Provide intake coordination and service-related assistance

• Improve our services and website

• Provide operational updates related to user-initiated inquiries

We do not use your information for unsolicited marketing or promotional messaging without explicit consent.

SMS Communications & Consent

Program Name: FirmFlow Systems Intake Assistance

FirmFlow Systems uses consent-based SMS communication strictly for operational and customer care purposes.

Users may receive SMS messages only after:

• Initiating contact with a participating law firm, or

• Providing explicit consent via reply (e.g., replying “YES”)

Example:
If a user calls a participating law firm and the call is missed, they may receive a single SMS asking for consent to continue communication via text.

No further automated messages are sent unless the user explicitly opts in.

SMS communications may include:

• Missed call follow-ups

• Intake coordination

• Inquiry-related responses

• Appointment or callback coordination

Message frequency varies based on user interaction.
Message and data rates may apply.

Opt-Out & Help Instructions

Users may opt out of SMS communications at any time by replying:

• STOP to unsubscribe

• HELP for assistance

Users may also request removal by contacting:
Email: info@firmflowsystems.com

Once opted out, no further SMS messages will be sent unless the user initiates a new inquiry.

Non-Marketing Communication Policy

FirmFlow Systems does NOT send:

• Promotional SMS campaigns

• Marketing broadcasts

• Cold outreach messages

• Unsolicited bulk messaging

All SMS messages are strictly service-related and triggered only by user-initiated contact or explicit consent.

Data Sharing

We may share information with trusted service providers that assist in operating our website, hosting, analytics, scheduling, automation workflows, and messaging infrastructure (e.g., secure cloud and communication platforms).

These providers are contractually obligated to protect your information and use it only for operational purposes.

We do not sell, rent, or trade personal information.

SMS Data Protection

Phone numbers and SMS consent data:

• Are never sold or shared for marketing purposes

• Are used solely for service-related communication

• Are stored in secure internal systems and authorized platforms

Carrier message delivery is subject to mobile provider policies and is not guaranteed.

Data Security

We implement reasonable administrative, technical, and physical safeguards to protect your information. However, no method of internet transmission is 100% secure.

Data Retention

We retain personal information only as long as necessary to fulfill operational, legal, or compliance obligations.

Changes to This Policy

We may update this Privacy Policy periodically. Continued use of the website constitutes acceptance of the updated terms.

Contact

For privacy or data-related questions, contact:
Email: info@firmflowsystems.com
Website: https://firmflowsystems.com