IncorpFlow GPT App
IncorpFlow Copilot / GPT App Privacy Policy
Last updated: 1 June 2026
This Privacy Policy applies to the IncorpFlow Copilot / IncorpFlow GPT App for ChatGPT, operated by Quotech Pte. Ltd. / Quotechs / Quotech Singapore (“Quotechs”, “we”, “us” or “our”) in connection with the IncorpFlow B2B hosted SaaS platform.
This Privacy Policy is a public privacy notice for the IncorpFlow Copilot / GPT App. It explains, at a high level, how data may be processed when authorized users interact with the IncorpFlow Copilot / GPT App through ChatGPT.
1. Intended Users
The IncorpFlow Copilot / GPT App is intended only for authorized tenant administrator users and other authorized users of corporate service provider tenants using IncorpFlow.
It is not intended for general public consumer use, personal use, or use by individuals who are not authorized by the relevant IncorpFlow customer or tenant.
2. Relationship with Signed Customer Agreements
This Privacy Policy is a general public notice for website, app-listing, and transparency purposes.
If a customer, tenant, or authorized user uses IncorpFlow or the IncorpFlow Copilot / GPT App under a signed subscription agreement, order form, master services agreement, data processing agreement, data processing terms, side letter, add-on agreement, or other written agreement with Quotechs, that signed agreement governs that customer’s and tenant’s use of IncorpFlow and the IncorpFlow Copilot / GPT App.
This Privacy Policy does not amend, replace, expand, reduce, waive, or override any signed agreement. If there is any inconsistency between this Privacy Policy and the applicable signed agreement, the signed agreement prevails for that customer’s and tenant’s use.
3. Data the App May Process
When an authorized user invokes the IncorpFlow Copilot / GPT App, the app may process tenant business data stored in or connected to IncorpFlow, depending on the user’s request, permissions, tenant configuration, and enabled product features.
This may include:
- company, entity, client, or business records;
- business contact details;
- service tickets, service requests, workflow records, and task status;
- statutory, filing, compliance, or operational due dates;
- company-file metadata;
- selected company-file content where specifically requested by the user and permitted by access controls;
- SOA, invoice, payment, and collection follow-up summaries;
- eSign request status and related workflow information;
- support-ticket details;
- audit logs, security logs, access logs, and tool activity logs.
The app may also process administrator account, access, and security data, including:
- name;
- email address;
- tenant slug, tenant identifier, or workspace identifier;
- authentication, authorization, or account-linking status;
- IP address, captcha, rate-limit, fraud-prevention, or security metadata;
- tool request history, tool response logs, and operational activity logs.
The exact data processed depends on the user’s authorization level, tenant configuration, product features, selected action, and the specific request made through ChatGPT.
4. Data Exchange with OpenAI / ChatGPT
The IncorpFlow Copilot / GPT App operates through ChatGPT and may rely on OpenAI services, OpenAI GPT functionality, OpenAI actions, APIs, connectors, models, moderation systems, account settings, workspace settings, and related platform services.
When a user invokes the app, relevant prompts, instructions, tool requests, tool responses, retrieved context, metadata, and output content may be exchanged with OpenAI / ChatGPT so that the requested app function can be performed.
Data exchanged with OpenAI / ChatGPT or another AI service provider is subject to the applicable third-party account, workspace, API, data-control settings, retention settings, privacy settings, terms, and policies. Quotechs does not control OpenAI’s platform terms, account settings, data controls, retention settings, model behavior, moderation decisions, policy changes, or service availability.
Users should review and comply with the OpenAI / ChatGPT terms, privacy notices, workspace policies, data controls, and organization settings that apply to their ChatGPT account or workspace.
5. Purposes of Processing
Quotechs may use data processed through the IncorpFlow Copilot / GPT App for legitimate product, security, support, and operational purposes, including:
- providing requested IncorpFlow Copilot functions;
- retrieving, summarizing, preparing, or displaying tenant-scoped workflow information;
- assisting with authorized IncorpFlow workflows;
- supporting tenant users and troubleshooting product issues;
- maintaining authentication, authorization, tenant-scoping, and access controls;
- applying confirmation steps for write, create, update, submit, export, or send actions;
- maintaining auditability, service integrity, and security;
- detecting, preventing, or investigating abuse, unauthorized access, misuse, or security incidents;
- operating, maintaining, supporting, and improving IncorpFlow.
Quotechs does not sell tenant business data processed through the IncorpFlow Copilot / GPT App.
Unless expressly agreed in writing, Quotechs does not use tenant business data submitted through the IncorpFlow Copilot / GPT App to train Quotechs-owned general-purpose AI models. This does not limit processing by OpenAI / ChatGPT or another AI service provider under the applicable third-party account, workspace, API, data-control settings, retention settings, terms, and policies.
6. Data Users Should Not Submit in ChatGPT Prompts
The IncorpFlow Copilot / GPT App should not ask users to provide the following inside ChatGPT prompts or tool prompts:
- passwords;
- one-time passwords or OTPs;
- API keys, secret keys, access tokens, private keys, or administrator credentials;
- payment card numbers or full payment card data;
- protected health information;
- government identification documents or identification numbers;
- unnecessary sensitive personal data;
- any data the user is not authorized to access, process, or disclose.
Where sensitive documents, identity documents, payment information, regulated client information, or other high-risk data need to be handled, users should use the designated secure IncorpFlow product workflow or another approved organizational process rather than inserting unnecessary details into a free-text ChatGPT prompt.
7. Tenant-Scoping, Access Controls, and Confirmation Steps
The IncorpFlow Copilot / GPT App is designed to apply tenant-scoping and access-control checks so that users access data associated with the tenant and permissions available to their linked account.
Certain actions, especially write, create, update, export, send, submit, or ticket-related workflows, may require user review and confirmation before completion.
These controls are risk-reduction measures. They do not replace the customer’s own governance, internal review, access management, professional supervision, privacy controls, or compliance processes.
8. Customer and User Responsibility
Customers and authorized users are responsible for ensuring that:
- only authorized personnel use the IncorpFlow Copilot / GPT App;
- user permissions and account-linking are properly configured;
- users only request and process data they are authorized to access;
- prompts do not include unnecessary sensitive personal data or unauthorized third-party data;
- outputs are reviewed before reliance, submission, filing, communication, or other use;
- all filings, client communications, professional decisions, statutory obligations, and compliance obligations are handled by qualified personnel.
9. Service Providers and Security Operations
Quotechs may use hosting, infrastructure, security, logging, authentication, communication, analytics, customer support, AI-related, and other service providers to operate IncorpFlow and the IncorpFlow Copilot / GPT App.
Such providers may process data only as reasonably necessary to provide their services, support product operation, maintain security, comply with law, enforce agreements, or perform functions described in this Privacy Policy or the applicable customer agreement.
10. Retention
Quotechs may retain app-related logs, tool activity records, security records, support records, and operational metadata for as long as reasonably necessary for service operation, security, auditability, legal compliance, dispute resolution, agreement enforcement, and legitimate business purposes.
Tenant business data stored within IncorpFlow is retained in accordance with applicable product settings, deletion workflows, customer agreements, data processing terms, written instructions, or legal requirements.
Data submitted to OpenAI / ChatGPT or another AI service provider is subject to the applicable third-party account, workspace, API, data-control settings, retention settings, terms, and policies.
11. Security
Quotechs applies reasonable technical and organizational measures intended to protect IncorpFlow systems and tenant data. However, no online service, AI service, integration, connector, or transmission method is completely secure.
Users must follow their organization’s access-control, confidentiality, AI-governance, and data-handling policies when using the IncorpFlow Copilot / GPT App.
12. Changes to this Privacy Policy
Quotechs may update this Privacy Policy from time to time to reflect product changes, operational requirements, legal requirements, OpenAI / ChatGPT platform changes, or customer-facing disclosure needs.
The “Last updated” date above indicates when this Privacy Policy was last revised.
13. Contact
For privacy questions, security concerns, data requests, or support matters relating to the IncorpFlow Copilot / GPT App, please contact Quotechs at:
or through the applicable IncorpFlow support channel.