Privacy Policy

1. Who we are

This Privacy Policy explains how FluentAI Labs Ltd ("FluentAI", "we", "our" or "us"), a company registered in England and Wales (Company No. 15923404), collects, uses and protects personal data when you visit fluentai.uk, contact us, or use a chatbot we have built on behalf of one of our clients.

2. Data we collect

We may collect the following categories of personal data:

• Contact details you provide, such as name, email address, organisation and job title, when you use our contact form, book a demo, or email us directly;
• Correspondence and enquiry details, including the content of any messages you send us;
• Technical data such as IP address, browser type and device information, collected automatically when you visit our website;
• Usage data about how you interact with our website, for analytics and improvement purposes.

Where a client organisation deploys a FluentAI chatbot on their own website or WhatsApp channel, that organisation is the data controller for conversations with their end users, and their own privacy notice will apply. FluentAI may process that data as a processor on the client's behalf under a separate Data Processing Agreement.

Our contact form and demo booking form are processed by Formspree, a third-party form-handling service, which forwards your submission to our inbox by email. Formspree may retain a copy of submissions in your account dashboard with them; see their privacy policy at formspree.io/legal/privacy-policy for details.

3. How we use your data

• To respond to enquiries, contact form submissions and demo requests;
• To provide, maintain and improve our services and website;
• To send relevant information about FluentAI's services, where you have consented or where permitted by law;
• To comply with our legal and regulatory obligations.

4. Lawful basis for processing

We process personal data on the basis of: your consent (for example, submitting our contact form); our legitimate interests in operating and promoting our business; and compliance with our legal obligations, including under the UK GDPR and the Data Protection Act 2018.

5. Third-party platforms

We may use third-party platforms in the course of providing our services and running our website, including hosting providers, email providers, and AI infrastructure providers such as OpenAI and Anthropic. These providers process data under their own terms and privacy policies, and we take reasonable steps to work only with providers who offer appropriate safeguards.

This website is hosted on Cloudflare Pages, which processes the technical data described in this policy on our behalf as our hosting provider. Our website forms are handled by Formspree, as described above. See Cloudflare's privacy policy at cloudflare.com/privacypolicy and Formspree's at formspree.io/legal/privacy-policy for details of how each of them handles data.

6. Data retention

We retain personal data only for as long as necessary for the purposes described in this policy, or as required by law, regulation, or our contractual obligations to clients.

7. Data sharing

We do not sell personal data. We may share data with trusted service providers who help us operate our website and business (such as hosting and email providers), with professional advisers, or where required by law.

8. International transfers

Where personal data is transferred outside the UK, we take steps to ensure appropriate safeguards are in place, such as the use of providers certified under adequacy regulations or standard contractual clauses.

9. Your rights

Under UK data protection law, you have the right to request access to, correction of, or deletion of your personal data, to object to or restrict certain processing, and to data portability where applicable. To exercise any of these rights, contact us using the details below.

10. Security

We take reasonable technical and organisational measures to protect personal data against unauthorised access, loss, or misuse. No method of transmission or storage is entirely secure, and we cannot guarantee absolute security.

11. Cookies

Our website may use cookies and similar technologies. See our Cookie Policy for details.

12. Children's data

Our website is intended for business use and is not directed at children. Where our chatbots are deployed by clients working with young people, data handling for those services is governed by the relevant client's own privacy notice and safeguarding policies.

13. Changes to this policy

We may update this Privacy Policy from time to time. The date at the top of this page shows when it was last revised.

14. Contact us

If you have questions about this Privacy Policy or wish to exercise your data protection rights, please email tim@fluentai.uk. You also have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) at ico.org.uk.