Automation stays bounded. Important decisions stay human.
When an owner enables it and the intent is clear, Fondation Flow can automatically answer an eligible reply to a follow-up and apply one of three owner-mapped outcomes: Lost because another contractor was chosen, or an open callback or estimate-requested stage. It can never move a lead to Won and is not designed to make an important customer, employee, or applicant decision on its own.
01 — Assisted functions
Where AI may support the work.
- open or continue an authorized lead conversation using recent conversation history and approved company information;
- summarize a record, identify missing information, or suggest a next action;
- draft customer messages, estimate language, updates, or internal notes;
- help organize requests for Fondation Flow Closing or the Growth Centre;
- support search, prioritization, and administrative assistance activated by a user.
Fondation Flow uses Anthropic for these optional AI functions. Before any relevant content is sent, the app names Anthropic, explains the purpose and data categories, and requests explicit, versioned permission. An owner enabling automated lead processing must also confirm the company has authority to share the listed company, lead, and customer data with Anthropic for that purpose. A user can decline or revoke personal AI assistance, and an owner can revoke automated lead conversations and qualification, from Settings. The server blocks new transfers after revocation. Non-AI features remain available. See Anthropic’s privacy policy.
The customer company is responsible for establishing an appropriate legal basis, providing required notices, and obtaining any consent required by applicable law for customer or lead data it configures for AI processing. The in-product owner confirmation records the company’s authorization; it is not legal advice and does not replace those obligations.
02 — Limits and review
Generated content can be incomplete, outdated, or wrong.
An expressly enabled follow-up may be sent without individual review only within the narrow limits described below. A person must always review output before setting a price or scope, making a promise, scheduling a visit, giving legal or safety guidance, or relying on it for employment, credit, a contract, or another important decision. Fondation Flow does not guarantee that generated content is accurate, complete, unique, or suitable for a regulated purpose.
Do not provide unnecessary sensitive information in prompts or free-form notes. The Customer remains responsible for the information it chooses to submit and for confirming that the intended use is lawful.
03 — Conversational follow-ups
The owner chooses the workflow; Flow does not invent the outcome.
When an owner enables this option for a follow-up, Flow may analyze the recent conversation and approved company information to answer in the same language. A clear reply may move the lead only to the owner-selected stage for a requested callback, an estimate to prepare, or a lost lead that chose another contractor. Flow cannot automatically mark a lead won, accept a contract, or choose an arbitrary stage.
An ambiguous, sensitive, contradictory, or human-assistance request, or an attempt to redirect the assistant’s instructions, pauses automation for human attention. Automated replies must not invent prices, scope, warranties, deadlines, payment links, legal advice, or safety instructions. STOP and consent withdrawal remain authoritative. The owner can disable the feature or take over the conversation.
04 — Lead prequalification
Qualification organizes context; it does not promise a sale.
When enabled, a lead from an authorized source may receive an initial SMS that identifies the business or its assistant and asks for project details. A “prequalified” label means the configured information was collected or criteria were met; it is not a guarantee of identity, payment ability, fit, contract award, or project success.
05 — SMS, email, and notifications
The sender remains responsible for lawful communication.
The customer company must have the required legal basis, identify the sender, provide accurate contact information, and include a functional unsubscribe mechanism where required. It must promptly honour STOP, unsubscribe, and consent-withdrawal requests and maintain appropriate suppression records.
Operational confirmations should not be turned into unrelated promotion. Timing, frequency, quiet hours, recipient preference, and the distinction between service and commercial messages remain the Customer’s responsibility.
06 — Review requests
A sensitive follow-up always requires a human decision.
Updating a project to completed does not automatically send a Google review request. Fondation Flow presents an optional message for an authorized user to review and choose whether to send. The company is responsible for fairness, platform rules, consent, and avoiding misleading review practices.
07 — Significant decisions and prohibited use
Do not delegate a consequential decision to a label or score.
The Customer must not use AI output as the sole basis for a decision with legal or similarly significant effects where human review or explanation is required. It must not use the service for unlawful discrimination, manipulation, impersonation, harassment, deceptive claims, or prohibited surveillance.
08 — Choices and questions
Automation can be limited or disabled.
Authorized administrators can control available communication and automation settings. A recipient may ask the business to stop messages, correct a record, or explain how a qualification was used. Questions about Fondation Flow’s processing may be sent to legal@fondationflow.com.
Privacy requests
A question, complaint, or access request?
Write to Fondation Flow about a privacy question or request. We may need to confirm your identity before disclosing or correcting information.
9572-9026 QUÉBEC INC.
Registered office
555 Rue Chabanel O, Suite 1541
Montréal, QC H2N 2J2
Canada