Privacy Policy

Last updated: 19 July 2026

Please note: this policy is a template provided for information and should be reviewed and adapted by qualified legal counsel before you rely on it. FluenBox is a pre-launch startup; where details are marked in brackets, complete them with your registered company information.

1. Who we are

FluenBox ("FluenBox", "we", "us" or "our") is the data controller responsible for the personal data described in this policy. FluenBox is operated by [FluenBox legal entity name], registered at [registered address, country]. If you have any questions about this policy or how we handle your data, contact us at privacy@fluenbox.com.

Where we appoint a Data Protection Officer or an EU/UK representative, they can be reached at dpo@fluenbox.com.

2. Scope

This policy explains how we collect, use, share and protect personal data when you visit our website, express interest in FluenBox, or otherwise interact with us. It is written to align with the EU General Data Protection Regulation (GDPR), the UK GDPR, and comparable data-protection laws.

3. The personal data we collect

• Contact and interest data — such as your name, work email, company, role and any message you send us when you contact us or express interest in the product.
• Usage and device data — such as pages viewed, referring pages, approximate location derived from IP address, browser and device type, collected via cookies and similar technologies (see our Cookie Policy).
• Communications — records of correspondence with us.

We do not intentionally collect special categories of data (for example health or biometric data) through this website, and we ask that you do not submit them.

4. How and why we use your data (legal bases)

Under the GDPR we rely on the following legal bases:

• Consent (Art. 6(1)(a)) — for non-essential cookies and any optional communications, which you may withdraw at any time.
• Legitimate interests (Art. 6(1)(f)) — to operate, secure and improve our website and to respond to enquiries, balanced against your rights.
• Contract (Art. 6(1)(b)) — where we take steps at your request prior to entering into an agreement.
• Legal obligation (Art. 6(1)(c)) — where we must process data to comply with the law.

5. Use of artificial intelligence

FluenBox is a data-maturity platform that includes generative-AI and machine-learning features. We want to be transparent about this:

• We use AI to help draft, summarize, classify and accelerate work within the product and to improve our services.
• AI outputs may be inaccurate or incomplete and are intended to assist, not replace, human judgment. Meaningful human oversight is applied before AI-assisted outputs are acted upon.
• We do not make decisions that produce legal or similarly significant effects about you based solely on automated processing without a lawful basis and appropriate safeguards. Where such processing occurs, you have the right to obtain human intervention, express your point of view and contest the decision (GDPR Art. 22).
• Where we use third-party AI providers to process data on our behalf, they act as our processors under contractual and confidentiality obligations, and we do not permit them to use your personal data to train their own models unless you have been informed and, where required, have consented.

6. Sharing your data

We share personal data only with: service providers (processors) who host our infrastructure, send communications, or provide analytics and AI capabilities under written agreements; professional advisers; and authorities where required by law. We do not sell your personal data.

7. International transfers

Where personal data is transferred outside the European Economic Area or the UK, we put in place appropriate safeguards such as the European Commission's Standard Contractual Clauses (and the UK Addendum), or rely on an adequacy decision.

8. Retention

We keep personal data only for as long as necessary for the purposes described here, to comply with our legal obligations, resolve disputes and enforce our agreements, after which it is deleted or anonymized.

9. Your rights under the GDPR

Subject to conditions in the law, you have the right to: access your data; rectify inaccurate data; erase data ("right to be forgotten"); restrict or object to processing; data portability; withdraw consent at any time; and not be subject to solely automated decision-making with significant effects. To exercise any right, contact privacy@fluenbox.com. You also have the right to lodge a complaint with your local supervisory authority (in the EU, your national Data Protection Authority; in the UK, the Information Commissioner's Office).

10. Security

We implement appropriate technical and organizational measures — including access controls, encryption in transit, and tenant separation — to protect personal data. No method of transmission or storage is completely secure, but we work to protect your information and to notify you and the relevant authority of a personal-data breach where required.

11. Cookies

We use cookies and similar technologies as described in our Cookie Policy. You can accept or decline non-essential cookies at any time.

12. Children

Our website and product are intended for business users and are not directed to children. We do not knowingly collect personal data from children.

13. Changes to this policy

We may update this policy from time to time. We will post the updated version here and change the "last updated" date above. Material changes will be communicated where appropriate.

14. Contact

Questions or requests: privacy@fluenbox.com. Data protection matters: dpo@fluenbox.com.