1. Definitions

Personal Data means any information relating to an identified or identifiable natural person.

Customer Data means business information, invoice data, transaction records, debtor information, or other data that our customers upload, synchronize, or otherwise provide to the Services.

Third Party Data Subjects means individuals whose Personal Data is provided to us by our customers, including their customers, vendors, payers, employees, or other business contacts.

Services means the software platform, APIs, applications, tools, and features provided by Fluid AI.

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2. Scope of This Policy

This Policy applies to:

• users of our websites and applications

• customers who subscribe to our Services

• individuals whose Personal Data may be processed through our platform

• business representatives interacting with Fluid

This Policy does not apply to third-party websites or services that are not operated by Fluid.

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3. Information We Collect

We collect Personal Data in several ways.

3.1 Information You Provide Directly

When you register for or use our Services, we may collect:

Identity and Contact Information

• Full name

• Email address

• Phone number

• Company name

• Business address

Account Information

• Login credentials

• account preferences

• user profile details

Business Information

• Company registration information

• sales information

• organizational information

Communication Information

• feedback

• support requests

• survey responses

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3.2 Customer Data Provided Through the Services

Our Services allow customers to synchronize data from external systems including:

• accounting and ERP platforms

• invoicing systems

• CRM systems

• payment providers

• enterprise systems

Such synchronized data may include:

• invoice information

• debtor or payer names

• contact information

• payment records

• transaction details

• business communication records

This information is referred to as Customer Data.

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3.3 Information Collected Automatically

When you use our Services, we may collect certain technical information automatically:

• IP address

• browser type

• device information

• pages visited

• session activity

• cookies and tracking technologies

• geolocation data (approximate)

This information helps us improve system performance, reliability, and security.

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3.4 Information From Third Parties

We may receive information from:

• accounting integrations

• financial institutions

• payment processors

• analytics providers

• referral partners

• publicly available sources

We collect only the minimum information necessary to provide the Services.

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4. How We Use Your Information

We use Personal Data for the following purposes:

Providing Our Services

• operating the platform

• synchronizing financial and invoice data

• enabling reconciliation and payment tracking

• supporting automated collections and reminders

• providing analytics and reporting

Customer Support

• responding to inquiries

• troubleshooting issues

• improving service quality

Security and Fraud Prevention

• protecting our systems

• preventing unauthorized access

• monitoring suspicious activity

Legal and Regulatory Compliance

• complying with applicable laws

• responding to legal requests

• enforcing contractual obligations

Product Improvement

• improving the performance and usability of our platform

• analyzing system usage patterns

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5. Use of AI and Automated Systems

Fluid may use artificial intelligence, automation technologies, and data analytics tools to support certain features of our Services, including:

• payment risk analysis

• invoice reconciliation

• recommendation of collection strategies

• automated communication workflows

However:

Customer Data synchronized or uploaded by customers is NOT used to train artificial intelligence or machine learning models.

Customer Data is processed solely for the purpose of delivering the Services requested by our customers.

Fluid does not sell, rent, or commercially exploit Customer Data.

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6. Personal Data of Third Parties

Our customers may upload or synchronize information relating to their own customers, vendors, or counterparties.

This may include:

• debtor names

• contact details

• payment history

• invoice information

In these circumstances:

Fluid AI acts as a data processor or service provider on behalf of our customers.

We process such data only according to our customers’ instructions and solely for the purpose of providing the Services.

If you are a Third Party Data Subject and believe your Personal Data has been processed through our Services, you may contact us at:

wecare@getfluid.ai

We will review your request and coordinate with the relevant customer where appropriate.

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7. Legal Basis for Processing

Where applicable, our legal basis for processing Personal Data includes:

• performance of a contract

• legitimate business interests

• compliance with legal obligations

• consent where required

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8. Data Sharing and Disclosure

We may share Personal Data with:

Service Providers

Including providers of:

• cloud infrastructure

• data hosting

• analytics

• security monitoring

• communication services

These providers process data only under our instructions and confidentiality obligations.

Business Partners

Where necessary to provide the Services.

Legal Authorities

Where required by law, regulation, or legal process.

Corporate Transactions

If Fluid undergoes a merger, acquisition, or asset sale.

We do not sell Personal Data.

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9. Data Retention

We retain Personal Data only as long as necessary to:

• provide the Services

• comply with legal obligations

• resolve disputes

• enforce agreements

Where required by financial regulations, certain records may be retained for up to seven (7) years.

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10. Data Security

We implement appropriate technical and organizational measures to protect Personal Data.

These include:

• encryption (SSL/TLS)

• access controls

• system monitoring

• audit logging

• data segregation

• employee confidentiality obligations

Despite these safeguards, no method of transmission over the Internet is completely secure.

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11. Cross-Border Data Transfers

Our Services may involve the transfer of Personal Data across jurisdictions where our infrastructure or service providers operate.

Where such transfers occur, we implement appropriate safeguards consistent with applicable data protection laws.

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12. Your Rights

Depending on applicable law, individuals may have rights including:

• access to Personal Data

• correction of inaccurate data

• deletion of Personal Data

• restriction of processing

• objection to processing

• data portability

Requests may be submitted to:

wecare@getfluid.ai

We may request additional information to verify your identity before responding.

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13. Cookies and Tracking Technologies

We use cookies and similar technologies to:

• maintain sessions

• remember preferences

• analyze usage patterns

• improve performance

Users may configure browser settings to refuse cookies.

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14. Children’s Privacy

Our Services are intended for business users and are not directed at individuals under the age of 18.

We do not knowingly collect Personal Data from children.

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15. Changes to This Policy

We may update this Privacy Policy from time to time.

Updates will be posted on our website and will take effect upon publication.

Continued use of the Services constitutes acceptance of the revised Policy.

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16. Contact Information

If you have any questions about this Privacy Policy or our data practices, please contact:

 Fluid AI

Email: wecare@getfluid.ai