myOneFlow Privacy Policy

1. Introduction

myOneFlow is committed to protecting your privacy and handling your personal information responsibly. This Privacy Policy explains how we collect, use, share, and retain your personal data, as well as the rights you have as a data subject. The policy is shared at all relevant stages where personal data is collected, including account registration, support requests, service onboarding, and contact forms.

Data is encrypted both at rest and in transit using industry-standard encryption protocols. myOneFlow operates within secure, certified cloud environments designed to meet stringent public-sector compliance requirements.

2. Lawful and Fair Collection

We collect and process personal information lawfully, fairly, and transparently. Personal data is only collected when necessary to provide services, meet contractual obligations, fulfil legal duties, or based on your explicit consent.

3. Information We Collect

We may collect the following categories of Personally Identifiable Information (PII):

Name, email, phone number, job title, company name
Account credentials
Usage data (IP address, browser type, session history)
Customer-submitted data while using our platform
Support communications

4. Purpose of Data Collection

We collect personal data for the following purposes:

Providing access to and improving our SaaS platform

Customizing your experience

Delivering customer support

Processing payments and invoices

Sending transactional and promotional communications (if opted-in)

Ensuring compliance and security

6. Consent Management

We obtain user consent for the collection and processing of personal data:

At the point of data entry (e.g., contact forms, signup pages)

Using opt-in checkboxes with clear purposes defined

Through cookie banners for non-essential cookies

Consent will be retained as part of our compliance and may be referred to in case of future communications or disputes. Withdrawal of consent can be requested at any time.

7. Consequences of Denying or Withdrawing Consent

If you deny or withdraw consent, certain services or features may not be accessible or may function with limited capability. We will notify you about the impact of such withdrawal clearly and promptly through email or on-screen messages.

8. Data Minimization Principle

We adhere to the principle of data minimization, collecting only the personal data necessary to fulfil specified, explicit, and legitimate purposes. We do not retain or process data beyond what is required for those purposes.

9. Data Subject Rights

You have the following rights regarding your personal data:

Right to Access – Obtain a copy of your data

Right to Rectification – Correct inaccuracies in your data

Right to Erasure – Request deletion of your data

Right to Restrict Processing – Limit how we use your data

Right to Data Portability – Receive your data in a portable format

Right to Object – Object to processing under certain conditions

Right to Withdraw Consent – At any time, without affecting the lawfulness of prior processing

To exercise your rights, contact us at info@empyra.com.

10. Notification Procedures

We will notify users of material updates to this policy or any data incidents via:

Email (for registered users)

On-site banners or notices

Updates on the https://www.myoneflow.com/privacy page

11. Retention of Privacy Policy Versions and Consent

All versions of this Privacy Policy, along with associated consent records, will be retained according to our data retention policy. This ensures transparency for historical reference, dispute resolution, and regulatory inquiries.

12. Data Security and Retention

We employ strong technical and organizational security measures to protect your data. Personal data is retained only for as long as needed to fulfil the purposes outlined in this policy or comply with legal requirements.

13. Grievance Redressal

If you have any concerns, complaints, or grievances regarding the processing of your personal data or our compliance with the Privacy Policy, you may contact our designated IT Security officer. We are committed to addressing your concerns in a timely and transparent manner. All grievances will be acknowledged within a reasonable timeframe and resolved in accordance with applicable data protection laws. You can reach out to us using the contact details provided below.

About us

We put people first

myOneFlow was developed by Empyra®, a leader in groundbreaking workforce technology solutions with over 30 years of experience in software development and consulting. Today, myOneFlow is one of the largest providers of social services case management solutions, serving state, local, and community agencies in workforce development, adult education, apprenticeship & more. With over a million users and counting, myOneFlow's configurable, codeless platform is transforming how service providers connect with their clients and their communities.

+

States nationwide

+

Organizations served

k+

Staff users

M+

Individuals Reached

FAQ

Frequently Asked Questions

How does myOneFlow protect PII?

myOneFlow protects personally identifiable information (PII) through multiple layers of security controls. Data is encrypted both at rest using AES-256 encryption and in transit using SSL/TLS encryption. Key fields within the system are encrypted and securely stored in the database. Access to participant data is controlled through role-based permissions, audit logging, and secure authentication practices to ensure only authorized users can access sensitive information.

Is client data segregated?

Yes. myOneFlow operates within a secure production environment that is separate from development networks, ensuring strong data isolation. Access to the production network is restricted to authorized system administrators and architects through secure VPN connections, helping maintain logical segregation and protection of client data.

How often are audits conducted?

myOneFlow environments and hosting infrastructure undergo regular independent security audits and compliance assessments as part of certified data center operations. The platform is hosted in facilities certified under standards such as SOC 1 Type 2, SOC 2 Type 2, FISMA, ISO 27001:2022, PCI-DSS, and HITRUST, which require ongoing monitoring, periodic audits, and continuous compliance validation.

Do you support single sign-on (SSO)?

Yes. myOneFlow supports secure authentication practices, including enterprise identity management integrations and secure access controls. Organizations can implement centralized authentication methods such as Single Sign-On (SSO) to simplify user access while maintaining strong security and compliance standards.

Where is data hosted?

All myOneFlow data is hosted within the continental United States.

Primary data center: Dallas, Texas

Secondary data center: Columbus, Ohio

The hosting environments are certified data centers meeting high security and compliance standards, including SOC 1 Type 2, SOC 2 Type 2, FISMA, ISO 27001:2022, PCI-DSS, and HITRUST certifications.

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