Security and Trust

At Flow HQ, trust is fundamental to how we operate. We understand that our clients rely on us to support critical customer experience operations, AI quality initiatives, operational reporting, knowledge management, and internal business processes.

We are committed to protecting the confidentiality, integrity, and availability of the information entrusted to us through a combination of security controls, operational processes, employee training, and continuous improvement initiatives.

Organizational Security

Information Security Program

Flow HQ maintains an Information Security Program designed to protect company and customer information while supporting business operations and compliance requirements.

As part of our commitment to security, Flow HQ is actively preparing for a SOC 2 audit and has implemented policies, procedures, and controls aligned with industry-recognized security and compliance frameworks.

Roles and Responsibilities

Security responsibilities are clearly defined and documented across the organization.

Personnel with access to organizational systems and customer information are required to review and adhere to company security policies and procedures. Access is granted based on business need and role responsibilities.

Security Awareness Training

All team members receive security awareness guidance during onboarding and are expected to follow security best practices related to information protection, authentication, password security, phishing awareness, and acceptable use of company systems.

Confidentiality

All personnel are required to sign and comply with confidentiality obligations before receiving access to company systems or customer-related information.

Background Checks

Flow HQ conducts background checks for team members in accordance with applicable laws and regulations.

Cloud Security

Cloud Infrastructure Security

Flow HQ utilizes reputable cloud service providers that maintain secure hosting environments and industry-recognized security controls.

Our operational environment leverages trusted cloud-based platforms including Google Workspace, Airtable, Railway, Slack, GitHub, Make, Lovable, OpenAI, Claude, Fellow, and Hubstaff.

Data Hosting Security

Flow HQ utilizes reputable cloud service providers that maintain secure hosting environments and industry-recognized security controls. These providers are responsible for maintaining the underlying infrastructure, physical security, and platform-level protections that support our services and operations.

Encryption at Rest

Where supported by our service providers, data is protected using encryption-at-rest controls implemented by the underlying platform providers.

Encryption in Transit

Flow HQ utilizes encrypted communication channels and secure transport protocols, including TLS/SSL, to protect information transmitted between users, systems, and cloud-hosted services.

Vulnerability Management

Flow HQ maintains processes for identifying, assessing, and addressing vulnerabilities that may impact organizational systems, integrations, and operational workflows.

As part of our security program, vulnerability monitoring and remediation activities are regularly performed to support a secure operating environment.

Logging and Monitoring

Flow HQ performs ongoing monitoring of operational systems, workflow automations, integrations, and cloud-hosted services.

Monitoring activities help identify operational issues, processing errors, integration failures, and potential security concerns so they can be investigated and addressed appropriately.

Business Continuity and Disaster Recovery

Flow HQ utilizes vendor-managed backup, retention, and recovery capabilities provided by approved cloud service providers to support business continuity objectives and reduce the risk of data loss.

Business continuity and recovery procedures are reviewed periodically as part of our operational resilience program.

Incident Response

Flow HQ maintains procedures for identifying, escalating, investigating, and responding to security-related incidents.

Our incident response process includes issue assessment, remediation, communication, and post-incident review activities when appropriate.

Access Security

Permissions and Authentication

Access to sensitive systems, operational tools, and cloud-hosted services is limited to authorized personnel.

Flow HQ requires all personnel to enable multi-factor authentication (MFA) on their company-issued accounts and utilizes Single Sign-On (SSO) where supported.

Least Privilege Access Control

Flow HQ follows the principle of least privilege and grants access based on role requirements and business needs.

Administrative access is restricted to authorized personnel and reviewed periodically.

Access Reviews

Flow HQ performs regular access reviews of personnel with access to sensitive systems and organizational data to ensure permissions remain appropriate and aligned with current responsibilities.

Password Requirements

Personnel are required to maintain strong authentication credentials and comply with company security requirements for account protection.

Multi-factor authentication is mandatory for company accounts.

Vendor and Risk Management

Risk Assessments

Flow HQ performs periodic risk assessments to identify potential threats, operational risks, security concerns, and opportunities for control improvements.

Vendor Risk Management

Flow HQ evaluates vendors and service providers prior to adoption to ensure they meet business, operational, and security requirements.

Vendor reviews may include security documentation, compliance information, contractual requirements, and operational risk considerations.

Security Testing

Independent Security Assessments

As part of our ongoing security program and SOC 2 readiness efforts, Flow HQ performs independent security assessments and testing activities designed to evaluate the effectiveness of security controls and identify areas for improvement.

Penetration Testing

Flow HQ periodically engages qualified third parties to perform penetration testing and security assessments as part of its commitment to maintaining a secure operating environment.

Findings are reviewed and remediated according to organizational risk management processes.

Contact Us

If you have any questions regarding our security practices, privacy program, compliance initiatives, or wish to report a potential security concern, please contact us at:

hello@flowhq.co