1. Introduction
GuestFlow is a product of We Edit Podcasts(“we,” “us,” or “our”). This Privacy Policy explains how we collect, use, disclose, and safeguard personal information when you use GuestFlow.fm, the host dashboard, public booking pages, invite links, embed widgets, and related services (the “Service”).
Related documents: Terms of Service, Conditions of sale, and Security.
2. Who is responsible
Hosts (podcasters, producers, and teams who create GuestFlow accounts) are generally the data controllers for guest information collected through their booking pages, intake forms, and outreach. Hosts decide which questions to ask, which messages to send, and how long to keep guest records in their workspace.
GuestFlow acts as a processor for that guest data, and as a controller for host account data, authentication, billing, product analytics, security logs, and support. If you need a data processing addendum, email hello@guestflow.fm.
Guestswho book through a host's page should contact that host first for access, correction, or deletion of booking data. We will help hosts fulfill those requests.
3. Information we collect
Depending on how you use the Service, we may collect:
- Account information. Name, email, password hash or Google sign-in identifiers, profile details, timezone, and authentication tokens.
- Show and workspace configuration. Podcast names, descriptions, branding, availability, interview types, intake questions, email templates, and connected integrations.
- Guest information. Names, emails, optional mobile numbers, bios, social and website links, headshots, intake answers, timezone, recording consent records, and booking history submitted through public pages, invites, or embeds.
- Communications. Confirmation, reminder, prep, recording-link, and launch messages sent through the Service, plus support emails you send us.
- Usage and device data. Log data, browser type, pages viewed, and feature usage for security and product improvement. Booking-page analytics store a hashed visitor id (derived from IP and user agent), optional UTM or source parameters, referrer host, device class, and coarse location from the hosting platform. Raw IP addresses are not stored for widget analytics.
- Payment information. Billing name, email, subscription tier, and payment status. Full card numbers are processed by Stripe and are not stored on our servers.
- Integration data. Calendar free/busy, selected calendar ids, OAuth tokens for connected services (Google Calendar, Microsoft Outlook, Zoom when connected), and webhook payloads you configure.
4. How we use information
- Provide, operate, maintain, and improve the Service
- Create host accounts, authenticate users, and secure workspaces
- Process bookings, send confirmations, reminders, and host-configured automations
- Generate AI episode briefs when a host enables them
- Enforce plan limits, prevent fraud, and investigate abuse
- Process subscriptions, 7-day paid-plan trials, invoices, and credit purchases
- Respond to support requests and legal obligations
- Analyze aggregated usage to improve product design
We do not sell personal information and we do not use guest intake answers to train public AI models.
5. Legal bases (EEA, UK, Switzerland)
Where GDPR or similar laws apply, we process personal data on: performance of a contract (providing the Service), legitimate interests (security, product improvement, preventing abuse), consent (where required, including certain marketing), and legal obligation (tax, accounting, lawful requests).
6. AI processing
When a host generates an episode brief, relevant intake answers, show context, and related guest fields are sent to our AI provider (currently Anthropic) to produce talking points. Briefs are assistive. Hosts are responsible for reviewing them before recording or publishing.
AI processing for briefs only runs when a host requests a brief or an automation they enabled triggers one. We do not use guest data for advertising.
9. Retention
We retain account and booking data while your account is active and as needed to provide the Service, comply with law, resolve disputes, and enforce agreements. Hosts may export or delete workspace data from Settings, or email support. After account deletion, backup copies may persist for a limited period. Billing records are kept as required for tax and accounting.
10. Security
We use encryption in transit (TLS), row-level security on application data, access controls, and provider-side encryption at rest. No method of transmission or storage is completely secure. See our Security page and report issues to security@guestflow.app.
11. Your rights
Depending on your location, you may have rights to:
- Access a copy of your personal data
- Correct inaccurate information
- Delete your data, subject to legal exceptions
- Restrict or object to certain processing
- Data portability
- Withdraw consent where processing is consent-based
- Lodge a complaint with a supervisory authority
Guests should contact the podcast host first. Hosts and account holders may use Settings → Privacy or email hello@guestflow.fm.
12. California privacy
We do not sell or share personal information as those terms are defined under the CCPA / CPRA. California residents may request access, deletion, and information about the categories of data we collect, using the contact details below. We will not discriminate against you for exercising these rights. Authorized agents may submit requests with proof of authorization.
13. International transfers
We may process data in the United States and other countries where our providers operate. Where required, we rely on appropriate safeguards such as Standard Contractual Clauses for transfers from the EEA, UK, or Switzerland.
14. Children
GuestFlow is not directed to children under 16. We do not knowingly collect personal information from children. Contact us if you believe we have collected data from a child and we will delete it.
15. Changes
We may update this Privacy Policy from time to time. Material changes will be posted on this page with an updated date. Continued use after changes become effective constitutes acceptance of the revised policy.
16. Contact
GuestFlow, a We Edit Podcasts product.
Enquiry form: Contact us
Privacy and support: hello@guestflow.fm
Security: security@guestflow.app
Site: guestflow.fm