How we handle your data
What is stored
- The records you and the assistant create: contacts, organisations, tasks, notes, documents, approvals, key dates and chat.
- A log of what was done, and when, so you can see it.
- The tool connections you set up, such as a mailbox or calendar.
- When you connect a mailbox, the assistant reads its Inbox and its Sent folder. It keeps only the subject, the addresses and the date of the mail you send, and of messages from people in your contacts or answering your own mail. It keeps no message text from that read.
Where it is
- Your records are stored in the EU, in Finland, on our own system.
- Documents and memory are made searchable by a hosted service from Mistral, in France.
- When the assistant works, the text it needs goes to an AI model through a routing service based in the US. We say so plainly. Moving the AI to Europe is planned; this page will say so when it is done, and not before.
Who can see it
- You, and the people you give access to. One account’s records are not visible to another.
- We can reach the system to run and repair it. We do not look at your records for any other purpose.
- The providers named in the privacy notice handle data only as needed to run the service.
How long it is kept
- Your account’s records: while you use the service. Ask, and specific records are deleted; we aim to act within a month.
- People you email about their business: after 12 months with no email, or no reply to the last one, their names, email addresses and phone numbers are removed.
- Your connected mailbox: the subject and addresses kept from each message are removed 12 months after the message’s date; the date itself stays.
- Financial and approval records can be kept longer, around six to seven years, where tax or accountability requires it.
Erasing a person
If someone asks to be forgotten, their name, email and the rest of their details are blanked. The record that something happened is kept. The do-not-contact list is checked when an email is drafted and again when it is sent.
What we do not do
- We do not sell personal data.
- Nothing is sent on your behalf without your approval.
Questions
Ask Glen directly: glen@fleurlamont.com, or for privacy matters dpo@fleurlamont.com.