Trust

AI & security

Written so you can forward it to a security reviewer without needing to ask us first. Policy version 2026-07-11.

The short answer

Executive Flow uses one AI model: Claude Sonnet 5 (Anthropic) (model identifier anthropic/claude-sonnet-5).
It is reached only through the Lovable AI Gateway, which is the single AI route in the product. There is no second provider, no fallback model and no direct browser-to-provider call.
AI features are opt-in. With the AI processing switch off, those actions are blocked.
Nothing the AI produces is sent, saved or applied automatically. It is a draft until a person confirms it.

How a request travels

Your browser

| prompt + the context you selected, over TLS

Executive Flow server (same site as this page)

| holds the AI key; the browser never sees it

Lovable AI Gateway (ai.gateway.lovable.dev)

| routes the prompt on our behalf

Google (Claude Sonnet 5 (Anthropic), anthropic/claude-sonnet-5)

| generates the completion

Back to you as a draft -> you edit, approve or discard

The model key lives only on our server. Your browser talks to Executive Flow, not to Google. Each AI call is written to your audit log as it starts and again when it finishes or fails.

Which features use AI, and what each one sends

These are all of them. A feature not listed here does not call the model.

Feature	What is sent	What you get back
Email drafts	The recipient's name and role, meeting or thread context you select, and your instruction (e.g. "chase the Q4 budget").	A draft you can edit. It is only sent when you click Send.
Daily & weekly brief	That period's meetings, open tasks and follow-ups.	A short written brief. Nothing is sent on its own — you click Generate.
Assistant (chat and voice)	Your message plus the app context you ask it to use. Voice input is transcribed by your browser, not by us.	An answer or a proposed action, which you confirm before it happens.
Meeting minutes	The transcript you paste or upload (up to 60,000 characters).	Formal minutes, extracted follow-up tasks and draft emails — all reviewed before use.
Documents & board packs	The source notes or minutes you supply for that document.	A draft document you then export yourself.
Relationship nudges	Contact name, company, role and the last-contact history you have recorded.	A suggested outreach note, sent only if you choose to.
Receipt scanning	The receipt photo or PDF you attach.	Date, vendor and amount for you to check and correct before saving.
Travel confirmation import	The booking email text you paste, or the confirmation PDF you upload.	An itinerary in an editable form — it is not saved until you confirm.
Actions & planner suggestions	Pasted text and/or up to 5 dropped files (email, Word, PDF, image), capped at about 12 MB.	Proposed actions, status changes and planner items, each with its reason. You tick the ones you want.
Restaurant concierge	Occasion, city, date, party size, cuisine, budget, dietary notes and any guest context you add.	A shortlist with source links, a phone script and a draft reservation email.

Voice input is a browser feature, not an AI service we run

Dictation uses your browser's own speech recognition. In Chrome that transcription is handled by Google's speech service by the browser itself; in Safari it is handled on Apple's terms. Executive Flow does not receive, record or store your voice, and we keep no audio. If you would rather not use dictation, type instead — nothing depends on it.

Other services the app can talk to

None of these are AI providers, and each is used only when you connect or enable it.

Service	When it is used	What happens
Firecrawl (live web search)	Restaurant concierge only.	We send a constructed search query such as "site:tripadvisor.com best Italian restaurants London" — not your name, your diary or your contacts. The results are public web pages, and every suggestion is shown with its source link.
Salesforce, HubSpot, Pipedrive, Zoho CRM, Attio	Only if you connect one in Admin and click Sync.	We call that provider's own API using credentials you supply, read contact records, and merge them into VIP Contacts. Records are pulled in — nothing is written back or pushed out of Executive Flow.
Zapier webhook	Only if you configure it.	One-way inbound webhook. Zapier can deliver data to Executive Flow; Executive Flow does not send your data to Zapier.
Gmail & Google Calendar	Only if you connect them on Integrations.	Your access token is stored encrypted on our server, never in the browser. Emails you approve are sent from your own account; calendar events are read from or written to your own calendar. We do not read your inbox beyond the connection you granted.
Microsoft Outlook / Microsoft Graph	Only if you connect it on Integrations.	Same model as Gmail: encrypted server-side token, sends only what you approve, reads or writes only the calendar you granted.
Lovable Cloud (authentication, database, storage)	Always — sign-in and any shared data.	Holds your account, roles, client-portal and team records. Access is governed by row-level security so each user sees only their own rows.
Cloudflare	Always — serving the site.	Delivery network, edge runtime and abuse protection. Sees your IP address and request metadata.
Google Fonts	Always — page styling.	Delivers the web fonts used by the interface. Your browser's IP address is visible to Google for that request.

The formal list, with regions and transfer safeguards, is on the DPA & subprocessors page.

What we do not do

Your content is not used to train Google's or Lovable's models.
No advertising or marketing tags are loaded, and no ad networks are contacted.
No product analytics are collected. The analytics switch exists for a future opt-in and is currently unused.
No AI provider other than the one named above is called from the app.
No AI feature runs on a schedule and sends something without you approving it.

The controls you keep

AI is off until you say yes

The AI processing switch in the consent banner and the Privacy Centre is off by default. With it off, AI actions are blocked rather than silently running.

Nothing leaves without a human click

Every AI output is a draft. Emails, documents, calendar invites and planner changes are previewed, editable, and applied only when you confirm.

A record of every AI call

Each call is logged with its purpose, the model used, the processor, the lawful basis, the timestamp and the outcome. You can review or clear that log in the Privacy Centre.

You set the purge window

A retention window (default 365 days) runs automatically every 24 hours, and you can purge immediately. Each purge writes an entry to an exportable log.

Export or erase on demand

The Privacy Centre exports a machine-readable copy of everything held for you, and erases it, without needing to email anyone.

Disconnect really disconnects

Removing a Gmail or Outlook connection deletes the stored token, so the app loses access immediately.

Biometric lock for the Vault

On the installed app, the Vault requires Face ID, Touch ID or your device passcode, and relocks after the app is backgrounded or five minutes idle.

Where data sits, and the safeguards on transfers

The AI gateway and Google's inference run in the United States and the European Union; Lovable Cloud is in the European Union or the United States; the site is served from Cloudflare's global network. Where personal data leaves the UK or EEA, it is covered by the EU Standard Contractual Clauses (2021/914) or the UK International Data Transfer Addendum, with a transfer risk assessment. In transit everything is TLS; stored data is encrypted at rest, and mail and CRM credentials are additionally encrypted with a server key that never reaches the browser.

Honest limits

This is a working product, not a certified one. We do not claim ISO 27001 or SOC 2 — we publish what is actually wired up instead.
Most of your workspace content is stored in your own browser on the device you use, so it does not follow you to another computer until you move it deliberately.
The model can be wrong. Briefings, minutes and drafts must be read before they are relied on — that is exactly why nothing sends itself.
The app never books a table, a flight or a hotel. It prepares the request; you or the platform complete it.

Questions, DPAs and security reports

For a signed DPA, a subprocessor question, a security disclosure or to report an incident: hello@executiveflow.app. Controller: Executive Flow, United Kingdom. See also the privacy notice, cookies and terms.

To hand this over as a document, use your browser's print dialog and choose Save as PDF — the page is laid out for A4.