You are handing a vendor your schedule, your food-safety records, your payroll hours and your team's contact details. This page says what happens to all of it, in plain language, including the parts that are not flattering.
What is separated from what
Each store's data is isolated. A store's records are held per tenant. Nobody at another store sees your roster, your logs, your messages or your numbers.
Wages are masked on shared devices. A counter tablet that anybody on shift can pick up does not display pay. That is a default, not a setting somebody has to remember.
Pay data is never sent to AI features. The assistant and the document-extraction features never receive wage information.
Every export is logged. If somebody pulls your data out, that is on the record with a name against it.
Your team is not our marketing list
This is a term of the contract, in section 4 of the terms, not a policy line we can quietly revise.
We do not use a team member's name, email address or phone number to market FlowState QSR or anything else, to them or to anybody else. We do not sell, rent or licence team data. We do not share it with advertising platforms, and we do not use it to build or seed advertising audiences.
The only email we send a team member is a password reset they asked for. The only other messages are push notifications they turned on themselves.
If that ever changes, existing stores are told before it takes effect and can cancel with a refund of the unused period.
What you can take with you
Everything, and at any time. Schedules, temperature and food-safety logs, payroll CSVs and the complete audit binder all print or download while you are a customer and before you leave.
Cancelling stops future renewals. It does not end your access early: the store keeps working through the period you paid for. Cancellation is by email, handled the same business day, with no phone call and no retention process. That is in the terms as well.
When the connection drops
Temperature rounds, checklist ticks and waste taps keep working with no connection and replay automatically when it returns. Each queued action carries an identifier minted at the moment of the tap, so a replay that lands twice is ignored rather than logged twice, and it carries its own date, so an entry made before midnight files on the day it actually happened.
Time punches are deliberately not queued. Time records are too consequential to replay silently, so they fail fast with an honest message rather than being written later from a stale queue.
Who else touches your data
The full list is in the privacy policy and these are the ones that matter:
| Provider | What for |
|---|---|
| Render | Application hosting and data storage, United States |
| Apple | Push notifications on iOS, Sign in with Apple if linked, App Store purchases |
| Google Firebase Cloud Messaging | Push notifications on Android |
| Anthropic | The optional AI features, when somebody at your store uses one. No pay data. Not used for training |
| Stripe | Card processing for web purchases. We never receive or store full card details |
| RevenueCat | App-store subscription processing. Purchase identifiers only, no employee data |
| Sentry | Error reporting, configured to exclude personal data and wages |
The marketing pages carry Google's advertising tag. The app does not. It is not on the sign-in page, not on any screen you see once signed in, and not in the iPhone or Android apps. If you are a team member using FlowState at work, no advertising tag ever runs against your account.
What we do not have
Saying this plainly is more useful to you than leaving you to find out during a procurement review.
- No SOC 2 report. We are a small company and have not been through that audit.
If your process requires one, we are not a fit yet, and it is better to know now.
- No contractual uptime SLA. The service is provided on an as-is, as-available
basis, as the terms say.
- No dedicated implementation team. Setup is self-serve and takes minutes, and if
you want it walked through, you get the operator who built it rather than an onboarding specialist.
Who is accountable
FlowState QSR is built and run by Connor Grindstaff, an operator who runs two restaurants and uses this software in them daily. Support questions, billing questions and security questions all reach a person who can actually answer them, at support@flowstateqsr.com.
If you are evaluating this for a group and need something not covered here, ask. A direct answer is faster than a questionnaire.