Cookie Policy

What cookies and similar technologies are

Cookies are small text files a website stores on your device through your browser. They let the site remember things between pages and visits — for example that you are signed in, or which optional features you have allowed.
Local storage is a related browser feature that keeps small amounts of data on your device per site, readable only by that site. We use it the same way we use cookies: to remember interface preferences on the device you are using, and — only while you allow analytics — the product-usage queue described below.
Session storage is local storage that clears when you close the tab. JoeFlow uses a small, listed set of session-storage keys — for the sign-up handoff from the Joe chat, the chat dock, and reload safety guards — and nothing in it outlives your visit.
Pixels (tracking beacons) are invisible images or scripts used mainly for advertising measurement. JoeFlow does not use any tracking pixels today. If that ever changes, this policy and the consent banner will say so first.

The four cookie categories

We group everything into four categories, and the consent banner and panel use exactly these:

Strictly necessary — required for the site to function: keeping you signed in, securing requests, remembering your consent choices, identifying a chat conversation you opened, and keeping the sign-up handoff and safety guards working. These cannot be switched off, and they do not need your consent because nothing optional rides on them.
Functional — remember your interface preferences (theme, sidebar, panel layouts, list sizes) so the product feels the same when you come back. Off by default; you allow them.
Analytics — measures how the product is used so we can improve it. Our only analytics feature today is first-party product-usage telemetry: while analytics is allowed, the app keeps a small queue on your device (the joeflow:telemetryQueue local-storage key listed below) recording your own journey through your workspace — the pages you visit, a fixed list of key actions (like creating a ticket or finishing a guided flow), and the final visible state of a page (error, empty, or success, with a short technical error label where relevant). These events are sent in small batches to your workspace and tied to your sign-in session. It never records form contents, message text, or any free-form input, and it is first-party only — no outside analytics provider receives it. Nothing records until you allow analytics, and turning analytics off stops recording and erases the queue immediately.
Marketing — would measure marketing campaigns. No marketing cookies or trackers are set today; same deal: off until you say otherwise, and nothing loads under the category otherwise.

Optional categories are off by default — JoeFlow does not use "legitimate interests" to set non-essential cookies, does not infer consent from a scroll or a closed banner, and never penalises you for saying no.

Our cookie and storage inventory

This is the complete, current inventory of what JoeFlow sets — cookies first, then local storage, then session storage. When the code changes, this table changes with it.

Cookies

Cookie	Provider	Purpose	Category	Duration	First or third party
`joeflow.session_token`	JoeFlow (better-auth)	Keeps you signed in to the app. In production the name carries the __Secure- prefix (__Secure-joeflow.session_token).	Strictly necessary	7 days, rolling (renewed as you use the app)	First party
`joeflow.remember_me`	JoeFlow (better-auth)	Remembers that you chose to stay signed in between visits, so the session can be restored.	Strictly necessary	30 days	First party
`jf_consent`	JoeFlow	Stores your cookie choices, the Cookie Policy version they were made under, and when you made them — so we can honour them and know when to re-ask.	Strictly necessary	12 months	First party
`joe_setup_sid`	JoeFlow	Keeps your Joe onboarding conversation on the marketing site attached between messages while you chat with Joe about setting up your workspace. HttpOnly; contains only a random session reference — no name, email, or chat content.	Strictly necessary	24 hours	First party
`joeflow_widget_visitor`	JoeFlow	Identifies a live-chat visitor so the conversation survives page reloads. Set only after the visitor opens the chat widget; HttpOnly, SameSite=None; Secure. Set on the JoeFlow origin (the widget iframe's own site).	Strictly necessary	12 months	First party
`jf_per_page`	JoeFlow	Remembers your rows-per-page preference on list pages.	Functional	12 months	First party

Local storage

Key	Where	Purpose	Category	Duration
`joeflow:appearance`	Local storage — app	Mirrors your theme, accent, density, and font-scale so the next page paint matches before the account preference loads.	Functional	Until you clear it
`joeflow:sidebarCollapsed`	Local storage — app	Remembers whether the sidebar is collapsed.	Functional	Until you clear it
`joeflow:sidebarClosedGroups`	Local storage — app	Remembers which sidebar navigation groups you collapsed.	Functional	Until you clear it
`joeflow:userMenuOpen`	Local storage — app	Remembers whether the sidebar's user menu was left open.	Functional	Until you clear it
`joeflow:trayHrefs`	Local storage — app	Remembers the tabs in your system tray (recently visited records).	Functional	Until you clear it
`joeflow:trayCollapsed`	Local storage — app	Remembers whether the system tray tab strip is collapsed.	Functional	Until you clear it
`joeflow:assistantOpen`	Local storage — app	Remembers whether the in-app assistant bubble was left open.	Functional	Until you clear it
`joeflow:guildSoundsMuted`	Local storage — app	Remembers whether notification sounds are muted.	Functional	Until you clear it
`joeflow:dashboard:<id>Collapsed`	Local storage — app	Remembers which dashboard tile categories you collapsed.	Functional	Until you clear it
`joeflow:ticket:<key>:<title>`	Local storage — app	Remembers the collapse state of reference panels on a ticket.	Functional	Until you clear it
`joeflow:workspace:<key>`	Local storage — app	Remembers your panel-layout choice (main/rail) per page.	Functional	Until you clear it
`joeflow:publicTheme`	Local storage — public pages	Remembers your light/dark choice on JoeFlow's public pages (portals, invoice pay links, booking, status pages, and similar standalone pages).	Functional	Until you clear it
`joeflow:visitorToken`	Local storage — chat widget iframe	Working copy of the live-chat visitor token inside the widget iframe, so messages reach the right conversation. Written only after you open the widget.	Strictly necessary	Until you clear it
`joeflow:telemetryQueue`	Local storage — app	Holds the small batch of product-usage events (pages you visited, fixed key actions, error screens — never form contents or message text) waiting to be sent to your workspace. Written only while analytics is allowed; erased the moment you turn analytics off.	Analytics	Until sent (batches every ~30 seconds), or until you turn analytics off

Session storage

Key	Where	Purpose	Category	Duration
`joeflow:joeSetup`	Session storage — landing page	Carries your in-progress Joe onboarding handoff (a single-use, expiring setup reference) from the chat to the password page when you create your account through the conversation.	Strictly necessary	This visit only
`joeflow:chatDockTabs`	Session storage — app	Remembers which conversations are open in the bottom chat dock, so a page reload restores the same set.	Functional	This visit only
`joeflow:chunkReloadAt`	Session storage — app	Safety guard that limits the app to one automatic reload when an update breaks a lazily-loaded piece of the page — it prevents a reload loop.	Strictly necessary	This visit only
`joeflow:clientErrorReload`	Session storage — app	Safety guard that prevents an endless reload cycle after a client error; the page recovers visibly instead of refreshing forever.	Strictly necessary	This visit only
`sidebar-explainer:<panel>`	Session storage — app	Remembers which “What's this?” explainer panels you expanded on a CRM contact page during this visit.	Functional	This visit only

The widget iframe key is on the JoeFlow origin (inside the embeddable chat frame), not on the host website — the widget never writes third-party storage to your site's visitors beyond the iframe itself.

The chat widget

JoeFlow runs two separate chats, and neither sets anything until you use it:

The Joe onboarding chat on the marketing site keeps your conversation attached between messages with the short-lived joe_setup_sid cookie listed above — a random session reference, no name or email inside it. When you choose to create an account from the conversation, the handoff to the password page rides the joeflow:joeSetup session-storage entry (single-use and expiring; the email itself never travels in a link).
The JoeFlow live-chat widget that our customers embed on their websites loads inside an iframe only after the visitor clicks the chat launcher. When you open it, the widget keeps your conversation attached to a random visitor identifier (the joeflow_widget_visitor cookie and the joeflow:visitorToken local-storage key listed above). Both are strictly necessary: without them the conversation would start over on every page load. They contain no name, email, or browsing history — just the conversation reference. The widget shows its own Privacy · Terms · Cookies links at the bottom of the chat panel, opening this policy and its siblings in a new tab.

Managing your choices

Change your choice any time: click “Cookie settings” in the footer of any JoeFlow page (it appears next to the Privacy Policy and Terms of Service links). The preferences panel lists each category with a switch — strictly necessary is always on. Save preferences applies your choice immediately, everywhere.
Withdrawing: turning a category off takes effect right away, and anything the category stored is erased at that moment — with analytics off, the on-device telemetry queue is deleted immediately and nothing further is recorded. Marketing still stores nothing today. Consent given here stands for 12 months or until the policy materially changes, whichever comes first; after that we ask again.
First visit: the consent banner offers Accept all, Reject non-essential, and Customize with equal prominence. Choosing nothing means everything optional stays off — the banner is a courtesy, not a gate to the site.

Browser controls and Global Privacy Control

You can block or delete cookies in your browser settings at any time (usually under “Privacy and security”). Deleting the strictly necessary cookies signs you out and resets your preferences — the site will keep working, it just forgets you. Blocking the consent cookie itself means we cannot store your choice, so we keep every optional category off.
Global Privacy Control (GPC): if your browser sends the GPC signal (navigator.globalPrivacyControl), JoeFlow treats it as a standing “Reject non-essential” — optional categories stay off unless you explicitly save a different choice in the preferences panel. We do not show the first-visit banner to GPC visitors; you have already answered.

Changes to this policy

When this policy changes materially, we bump the version at the top of this page and the banner asks for a fresh choice the next time you visit — your old choice is never silently stretched over new purposes. The change history appears at the bottom of this page.

Contact

Questions about cookies or this policy:

Bespoke Tech Solutions, LLC (MyBTS.io)
Privacy contact: [[placeholder — privacy contact email]]
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Corporate privacy information: mybts.io/privacy