Privacy Policy

1. Important Information and Who We Are

1.1 Purpose of this Policy

This Privacy Policy provides information on how Fineo collects and processes your personal data through your use of our website and services, including when connecting communication channels such as Gmail, Outlook, WhatsApp, and Instagram.

1.2 Contact Details

SEVENTH VAULT SOLUTIONS LTD
86-90 Paul Street, London, England, EC2A 4NE
Email: privacy@meetfineo.com

If you have questions about this policy or wish to exercise your legal rights, please contact us at the email above. You may also contact your local data protection authority with concerns.

2. The Data We Collect

We collect the following types of personal data:

• Contact Data: Name, email, role, phone number.
• Authentication Data: OAuth tokens, provider account IDs.
• Message Content: Emails, attachments, message threads, metadata.
• AI Interaction Data: User prompts, AI-generated replies, query logs.
• Technical Data: IP address, browser type, OS, device ID.
• Usage Data: Feature interaction, timestamps, session logs.

We may also generate aggregated and anonymized data for analytics or performance tracking that does not identify you.

3. How We Collect Data

• Directly from you: When you sign up, contact support, or connect accounts.
• Third-party integrations: Via Gmail, Outlook, WhatsApp, Instagram, and others, only after your explicit authorization.
• Automatically: Using cookies, analytics tools, and technical tracking.

4. How We Use Your Personal Data

We use your data to:

• Provide and manage our services (e.g., the unified inbox).
• Authenticate and secure your connected accounts.
• Generate AI-powered summaries, replies, and prioritization.
• Communicate with you (support, billing, updates).
• Improve platform performance and usability.
• Comply with legal obligations.

We process your data under the following legal bases:

• Performance of a contract.
• Legitimate interests (e.g., improving services).
• Legal compliance.
• Consent (where required, especially for AI model use).

5. Use of AI and Machine Learning

5.1 Data Shared with AI Providers

To deliver key product features, we work with trusted third-party AI providers such as OpenAI, Google Gemini, and Anthropic. When you authorize Fineo to connect your communication channels, we may send anonymized and encrypted message data to these providers to:

• Generate email replies
• Summarize conversations
• Prioritize tasks and messages

We do not train any AI models with your personal data. Providers are contractually required to process your data solely for delivering Fineo services.

5.2 Aggregated Usage for AI Improvements

We may use aggregated, de-identified data to enhance our algorithms and service performance. This data is stripped of all personal identifiers and cannot be linked back to individual users.

5.3 Google User Data Policy Compliance

The use of raw or derived user data received from Workspace APIs will adhere to the Google User Data Policy, including the Limited Use requirements.

When you connect your Google Workspace accounts (Gmail, Google Drive, etc.) to Fineo, we strictly comply with Google's User Data Policy. This means that any data we receive from Google's APIs is used solely to provide the specific features you've requested, and we do not use this data for any other purposes including advertising, training AI models, or sharing with third parties beyond what is necessary to deliver our services.

5.4 User Consent

All AI-related processing is subject to explicit user consent, provided during account setup or when connecting integrations. We will notify you and request renewed consent when any significant AI-related change occurs.

6. Data Retention and Deletion

• Channel Disconnection: When you disconnect a communication channel (e.g., Gmail, Outlook, WhatsApp, Instagram), all associated data—including messages, metadata, and authentication tokens—are immediately and permanently deleted from our systems.
• Google Workspace and Microsoft Data: If you revoke Fineo's access to your Gmail, Outlook, or other integrated services, all Google and Microsoft user data retrieved via APIs is deleted without delay. We do not retain this data beyond the active service session.
• Account Deletion: When you delete your Fineo account, we immediately delete all associated data, including personal details, integration data, communication history, and any stored OAuth credentials. This deletion extends to our backups within 30 days.
• Zero Passive Retention: Fineo does not retain or store any personal data, including Workspace or Outlook data, after disconnection or account termination. No copies are stored for analytics, AI model training, or archival purposes.

You are always in full control of your data and may request deletion at any time via privacy@meetfineo.com.

7. Data Sharing and Disclosure

We only share your personal data with:

• Service providers: For infrastructure, AI processing, and support (e.g., AWS, OpenAI, Intercom).
• Analytics partners: For usage tracking and improvement (e.g., Google Analytics).
• Legal entities: When required by applicable law, regulation, or legal process.

All third parties must adhere to strict confidentiality and data protection standards and are bound by Data Processing Agreements.

8. International Transfers

Some of our service providers are located outside the EEA/UK. When we transfer your data internationally, we ensure protection through:

• Standard Contractual Clauses (SCCs)
• EU-US Data Privacy Framework (for US providers)
• Binding Corporate Rules, where applicable

You can request more information about our international transfer safeguards by contacting us.

9. Data Security

We implement robust measures to protect your data:

• Encryption in transit and at rest
• Role-based access control
• Regular security audits
• Incident response procedures

In case of a data breach, we will notify you and relevant regulators as required by law.

10. Your Rights

Under applicable privacy laws, you have the right to:

• Access your personal data
• Request correction or deletion
• Object to processing
• Request restriction of processing
• Withdraw consent at any time
• Request data portability

To exercise these rights, email us at privacy@meetfineo.com. We will respond within one month.

11. Changes to This Policy

We may update this Privacy Policy periodically. When we do, we'll notify you via email or through the Fineo platform. Continued use of our services after updates constitutes your acceptance of the changes.

Contact Us

If you have questions or concerns about this policy, please contact us at:
Email: privacy@meetfineo.com