The company behind this site
FluentMinds is operated by FluentMinds Private Limited, registered in Sri Lanka under company number PV00358323, with its registered office at [REGISTERED ADDRESS].
For anything in this policy, write to info@fluentminds.ai. A named person reads that inbox; it is not a ticketing system.
We handle data in two distinct capacities
The distinction matters, because different rules apply to each.
As a controller
For the business contact details of people who approach us or whom we approach: your name, company, role, email address and what we discussed. We decide why and how that data is used.
As a processor
For the operational documents a client sends us during an audit, pilot or retainer: invoices, bills of lading, purchase orders, rate agreements and the data inside them. The client decides why and how that data is used. We act on their written instructions and nothing else.
Where a client requires its own data processing agreement, we sign theirs. Where they don't have one, we provide ours before any document is shared.
Data we hold, and why
| Data | Why we have it | Legal basis |
|---|---|---|
| Name, company, role, email, phone | To answer enquiries, quote work and run an engagement | Contract, or legitimate interest in responding to a business enquiry |
| Correspondence and meeting notes | To keep an accurate record of what was agreed | Legitimate interest |
| Client operational documents | To perform the audit or build and run the automation | Processed on the client's instruction under a contract |
| Invoicing and payment records | To bill for work and meet accounting obligations | Legal obligation |
We do not buy contact lists, and we do not enrich your data with third-party profiles.
This site sets no cookies
There is no analytics script, no advertising pixel, no chat widget and no tracking of any kind on this website. The savings calculator runs entirely in your browser; the figures you enter are never transmitted to us or to anyone else.
The only third party involved in serving this page is Google Fonts, which receives your IP address in order to deliver the typefaces. If we add analytics later, this section will change and a cookie notice will appear before anything is set.
If you self-host the fonts, this section can say that no third party is involved at all. That is a one-line change for your developer and it removes the only external request the page makes.
How we handle the documents you send us
These carry your clients' commercial terms, so they get specific treatment.
- A signed non-disclosure agreement is in place before any file is shared
- Documents are processed in your own environment, or in an instance dedicated to you, never in a shared pool with other clients' data
- Access is limited to the people working on your engagement, by name
- Every extraction and every automated decision is logged, and can be traced back to the source document
- We do not use your documents, or the data in them, to train models for ourselves or for anyone else
Retention
Documents supplied for an audit are deleted within [N] days of the report being delivered, unless you ask us in writing to keep them for a pilot. Documents processed under a pilot or retainer are retained for the term of the engagement and deleted within [N] days of it ending. We will confirm deletion in writing on request.
Business contact details and correspondence are kept for [N] years after our last exchange. Invoicing records are kept for as long as accounting law requires.
Third parties who may touch client data
We keep this list short deliberately. Each of these is bound by a data processing agreement.
| Provider | Purpose | Where data sits |
|---|---|---|
| [HOSTING PROVIDER] | Infrastructure and storage | [REGION] |
| [AI MODEL PROVIDER] | Document extraction | [REGION] |
| [ANY OTHERS] | [PURPOSE] | [REGION] |
We tell clients in writing before adding a sub-processor that would handle their documents, and a client may object.
Worth confirming with your developer: whether the model provider you use retains inputs, and for how long. Most offer a zero-retention setting for business accounts. If yours is on it, say so here. It answers the question every ops director will ask.
Where data goes
We operate from Sri Lanka and may process data in [REGIONS]. Where personal data covered by UK or EU law leaves that jurisdiction, the transfer is made under Standard Contractual Clauses or an equivalent lawful mechanism.
If you need processing confined to a particular region, say so before the engagement begins. It is usually possible and it is easier to arrange at the start than later.
What we actually do
- Encryption in transit and at rest
- Access granted per engagement and revoked when it ends
- Multi-factor authentication on every account that can reach client data
- No client documents on personal devices or personal cloud accounts
- An audit trail covering every extraction and automated decision
We are a small team and we do not currently hold a formal security certification. We say so plainly rather than implying otherwise. If your procurement process requires one, tell us at the outset so nobody wastes time.
What you can ask us to do
Where we are the controller, you may ask us to give you a copy of your data, correct it, delete it, restrict or object to how we use it, or hand it to another provider in a portable form. You may also withdraw consent where our use rests on consent.
Write to info@fluentminds.ai. We respond within 30 days and we do not charge for it.
Where we are the processor, meaning the data is inside a client's documents, send the request to that client. We will point you to them and assist them in answering it.
If you think we have handled your data badly, tell us first. You also have the right to complain to the data protection authority in your country, which for the UK is the Information Commissioner's Office and in the EU is the authority for your member state.
If this policy changes
We will update the date at the top. Where a change materially affects how we handle client documents, we notify active clients directly rather than relying on you to notice.