The short version. Without an account, everything you put in Flows stays on your device. If you create an optional Flows account, your plans, the conditions and answers that shape them, the medications, meals and drinks you keep in Flows, and each day's energy numbers sync between your iPhone, iPad and Mac through Flows' own servers on Cloudflare, encrypted in transit and at rest. Readings from Apple Health never leave the device they're on. AI apps can reach your account only if you connect them yourself. Flows has no ads, no analytics and no tracking, and we never sell your data.
What Flows keeps, and where
Flows stores what you create in it, such as tasks, checklists, goals, day plans, calendar settings and reflections, in a database on your device. If you don't have an account, that's the only place it's kept.
Readings from Apple Health stay only on the device that read them and are never synced, with or without an account. These include sleep, heart rate, heart rate variability, steps, State of Mind, mindful minutes, health records, and the averages Flows works out from them.
From your readings, your conditions and what you tell it, Flows works out each day's energy: a level from 1 to 5 and how much the day can hold. If you have an account, these daily numbers sync with it as your energy history, along with what was planned and done that day and how many breaks you took, so your other devices (and any AI app you connect) see the same history. The readings behind them don't.
The conditions you add to Flows (with how they affect you) and your answers to the setup survey (such as your usual energy, your best and hardest times of day, what drains you, and your work and caregiving load) shape how Flows plans your days. If you have an account, they sync with it so your other devices don't have to ask again; without an account they stay on your device. Tasks record that they may be harder for one of your conditions by an internal code, never by the condition's name.
Medications, meal times and drinks you add to Flows (names, doses as you write them, times, and what you marked taken, skipped or eaten) are used only to remind you and to show your day. If you have an account, they sync with it so your other devices remind you too; without an account they stay on your device. Flows never suggests doses, amounts or food.
Flows accounts
An account is optional. You only need one to sync your plans between devices. You sign in with Apple, with Google, with a passkey, or with a one-time code we send to your email. There are no passwords.
Your account holds:
- your email address, once you've verified it;
- a display name, if you give one;
- which sign-in methods are linked, and the account identifier Apple or Google provides when you use them;
- for each passkey you add, its public key and the name of the device that made it (the private key stays in your iCloud Keychain or password manager, and Face ID or Touch ID never reach Flows);
- for each device that's signed in, its name, when it signed in and when it was last seen.
The keys that keep your devices signed in are stored only as one-way hashes. If you sign in with Apple, Flows keeps an encrypted token from Apple solely so it can revoke Flows' access when you delete your account.
What syncs
When you're signed in, Flows syncs these between your devices:
- goals and tasks, including checklists, repeats, strain estimates and how-it-felt check-ins;
- task sets and day plans;
- reflections, including notes, answers, and mood and energy scores;
- event strain settings and event check-ins, which include event titles;
- your calendar events from the calendars you chose in Flows, from a week back to two months ahead: title, time, place, notes, calendar name, whether you're busy, how many people are invited and who organized it, and Flows' estimate of how draining each is (events you ignore in Flows are left out), so your other devices and the AI apps you connect see the same calendar;
- rest blocks Flows adds around events, and your pacing choices;
- medications (name, dose as you write it, times, days and reminder choices), the doses you mark taken or skipped in Flows, your meal times and which you marked eaten, drinks you log in ounces, and your fluid goal (which medications you read from Apple Health, and their doses logged there, stay on that device);
- points and progress;
- each day's energy numbers: the level you set or that Flows estimated, how much the day can hold, what was planned and spent, calendar events counted (as a number, without titles), and breaks taken;
- a few preferences: working hours, automation, burnout reminders, theme colors, and your time zone and first day of the week (so "today" is the same on our servers as on your device).
Readings from Apple Health, listed above, are never part of it.
Where synced data is kept
Synced data is stored with Cloudflare, using Cloudflare Workers, D1 and Durable Objects, on servers in the United States and across Cloudflare's global network. It's encrypted in transit with HTTPS. At rest, every synced record is encrypted with a key that belongs to that account alone, so the database holds no readable plans, reflections, conditions or answers, and each account's data is held separately. Sign-in emails are sent with Cloudflare Email Sending.
Apple Health
With your permission, Flows reads from Apple Health:
- sleep, steps, active energy, workouts, resting heart rate and heart rate variability, to estimate each day's energy and compare today with your own 30-day averages;
- mindful minutes and State of Mind, to show alongside your reflections;
- condition records from Health Records (only if you have connected a healthcare provider in the Health app), so you don't have to type your diagnoses in;
- the medications you choose to share with Flows, their usual times and the doses you log in the Health app, so they show as taken in Flows (only if you turn on Read from Apple Health);
- water other apps log, so it counts toward your fluid goal.
With your permission, Flows writes mindful sessions and State of Mind entries that you log in Flows to Apple Health, and saves drinks you log in Flows as water. Apple doesn't let other apps log medication doses, so doses you mark in Flows stay in Flows.
Health data is used only to plan your day and estimate how draining things will be for you. It is never used for advertising or marketing, never sold, and never shared with anyone. You can change Flows' access at any time in the Health app under Sharing, then Apps.
Calendars and reminders
With your permission, Flows reads the calendars on your device to show events, count them toward your energy and plan around them. You choose which calendars it uses. Flows can also add your tasks to a calendar you choose. Event details are read on your device. If you have an account, your events from the calendars you chose sync with it (see above), so your other devices show them without connecting the calendar again, Flows can plan around them on our servers, and AI apps you connect can see them. Flows doesn't send your events anywhere else. With your OK, Flows adds rest around events to your calendar (shown as free unless you choose busy), and changes or adds events you own when you ask it to. Your calendar provider (for example iCloud or Google) syncs your calendars as it always does. If you turn it on, Flows adds your medication and meal times to your calendar as repeating events shown as free. If you allow it, Flows can read and update your reminders the same way.
Apple Intelligence
Flows uses Apple's on-device model to estimate how draining tasks and events are, suggest checklist steps and write reflection questions. This runs entirely on your device; nothing is sent to a server.
Flows Help, the support assistant in the app, runs the same way: your conversation with it stays on your device. To fix a problem you describe, it can change settings and data in Flows and make the same requests to Flows' servers that the app makes when you use it. It asks you first before anything that deletes data or signs you out.
Siri, Shortcuts and Spotlight
Flows offers actions to Siri, Shortcuts and Apple Intelligence, such as adding a task or asking what's on today, and adds your open tasks to Spotlight on your device so you can search for them. These run on your device in Flows; how Siri handles your requests is covered by Apple's privacy policy.
AI apps you connect
You can connect an AI app, such as Claude, to your Flows account so it can help plan your days. Nothing is shared unless you connect one yourself:
- The app asks to connect and opens a Flows page. You approve it in the Flows app with a code, with a passkey, or with a code we email you.
- You choose what it may do: see your plans, tasks, goals, reflections, energy and growth (always included); add and change things; and, only if you turn on health access, see your conditions and survey answers, and see and log your medications, meals and drinks. Readings from Apple Health are never available to it.
- What the app receives from Flows is then handled under that app's own privacy policy. How it asks you before changing or deleting things is up to that app's settings.
- You can see every connected app and disconnect any of them in Flows under Settings, then Account. Deleting your account disconnects them all.
For each connection, Flows keeps the app's name, what you allowed, when you connected it and when it was last used. Its access keys are stored only as one-way hashes.
Notifications
Reminders, check-ins and the evening reflection are local notifications scheduled on your device.
Optional connections you choose
- Jira. If you add your Jira site and an API token, Flows connects directly from your device to your Atlassian site to bring in your issues and keep them in step with your tasks. The token is stored in your device's Keychain. Atlassian's privacy policy applies to that service.
- Apple Journal. If you set up the Flows to Journal shortcut, the text of a reflection you choose to send is passed to Shortcuts and saved in Apple's Journal app on your device.
- Journaling Suggestions. If you pick a moment from Apple's Journaling Suggestions, Flows receives only the moment you pick, such as its title.
What we don't do
We don't show ads, run analytics, track you across apps or websites, or sell your data. Flows contains no third-party advertising or analytics code.
Your choices and deleting your data
- Delete your account in Flows under Settings, then Account, then Delete account. This erases your account and everything synced to it from Flows' servers right away. If you used Sign in with Apple, it also revokes Flows' access there.
- Get a copy of everything in your account under Settings, then Account, then Export my data. You'll get a JSON file.
- Signing out removes your synced plans from that device. They stay in your account.
- Erase everything Flows keeps on a device, including Apple Health readings, conditions and survey answers, under Settings, then Privacy, then Erase all Flows data. Deleting the app also removes what's stored on that device.
- You can turn off access to Health, Calendars, Reminders and notifications at any time in the Settings app.
Children
Flows isn't directed to children under 13, and we don't knowingly collect information from children.
Changes
If this policy changes, we'll update this page and the date above. Significant changes will also be noted in the app's release notes.
Contact
Questions about privacy? Email support@flowscalendar.com.