1At a glance
How Fluent stores, processes and protects the data you send it. This page describes what is true today; where something is on the roadmap, it says so.
Provider. Technology Coast Partners LLC, Miami, Florida.
Hosting. The application runs on Vercel. Data and backend services run on AWS in Ohio, United States.
Data residency. United States.
Roles. The customer is the controller. Fluent is the processor and service provider.
Contact. privacy@fluenterp.com
2AI and model training
Fluent. Fluent does not train, fine-tune or derive any model from your documents, records, prompts or outputs.
Model providers. Requests reach model providers through OpenRouter. By default, every team's requests go only to providers that do not train on customer data. An admin can require zero data retention in Governance, so requests go only to providers that keep nothing (in-memory prompt caching is still allowed). Admins can also choose which providers serve the team's requests. Without zero data retention, a provider may keep requests for a limited period under its own terms, for example to monitor abuse.
OpenRouter. OpenRouter does not store prompts or responses unless an account opts in to prompt logging, and Fluent's account has not. It keeps request details such as token counts and latency, never the content.
OpenAI. Audio transcription and text embeddings call OpenAI under API terms that do not allow training on inputs or outputs.
Embeddings. Embeddings made from your documents belong to your team and serve only your team's agents.
3Data retention
Each team sets its own retention in workspace settings. Every plan includes the default periods and anything shorter. Longer periods come with the Extended retention add-on, which is included on Scale.
| Data | Default | Extended retention |
|---|---|---|
| Documents and inactive threads | 30 days | Up to 365 days |
| Trash, after deletion | 30 days | 30 days |
| Agent files | 60 days | Up to 365 days |
| Audit logs | 3 months | Up to 24 months |
| Sync job history | 7 days | Up to 60 days |
| Temporary page extractions | 1 day | Fixed |
| Operational logs | 90 days | Fixed |
A document waiting on a person, a draft or a pending approval, is kept until someone finishes or deletes it. Failed and rejected documents follow the document period.
4Deletion
When the document period ends, documents and inactive threads move to trash. Anything you delete goes to trash too, and can be restored until the trash period ends.
When the trash period ends, or any other period in the table, Fluent deletes the record and every file that belongs to it, including earlier versions of each file. A nightly job does the work, so deletion happens within two days of the period ending.
Database backups are kept for 7 days and then expire, so deleted data leaves the backups within 7 days of being deleted.
Monitoring copies (operational logs, error reports and model traces) follow their own schedules, all within 90 days, described in section 9. These timelines are binding under section 13 of the Data Processing Addendum. When the service ends, your data is returned or deleted at your election, under the same section.
5Audit logs
Every document and email event is written to your team's audit log: who acted, what happened and when. No user can edit or delete an entry, team admins included.
Recorded. Uploads, processing steps, approvals, completions and failures, received and sent emails, and spam decisions. Each entry keeps the people, identifiers and file names involved, and the error text when something fails.
Never recorded. Document contents. The values on a document live with the document and are deleted with it.
Kept. For the audit log period, even after the document it describes is deleted.
Access. Only members of your team can read your team's log.
6Encryption
In transit. TLS 1.2 or later on every public endpoint.
At rest. The database, file storage and attached volumes are encrypted with AES-256.
Credentials. Each ERP, CRM and email credential is encrypted with its own key, and that key is protected by a dedicated key in AWS Key Management Service. Credentials are never stored in plain text.
7Access and tenant isolation
Your team only. The database itself checks every read and write against the user's team, so a missed check in the application still cannot expose another team's records.
Roles. Admins, members and approvers see and change only what their role allows.
Fixed IP addresses. Traffic to your ERP leaves from a small set of fixed IP addresses, so your firewall can allow Fluent and nothing else.
Isolated code. Code an agent writes or runs executes in its own sandbox, never on shared servers.
8Sign-in and two-factor
Sign-in. Microsoft, a one-time code sent by email, or a password.
Two-factor. Any user can add an authenticator app. A team admin can require two-factor for everyone on the team, and reset a member's device.
On the roadmap. Single sign-on with SAML, and automatic user provisioning from your identity provider.
9Monitoring and logs
To find and fix problems quickly, Fluent records what the service does, and some of those records include document data. Fluent engineers use them only to run, support and debug the service.
Errors and traces. Errors and performance traces go to Sentry with the signed-in user's id and the failing request, never their email, name, IP address or cookies. Sentry deletes them within 90 days.
Model traces. Each call to a model is recorded in PostHog with its prompt and output, which include the document being processed. Fluent uses them to find out why an agent got a document wrong and to improve accuracy. An admin can turn off sharing this content in Governance; the calls are then recorded with their timing, cost and outcome only. PostHog deletes prompts and outputs after 30 days and keeps the timing, cost and outcome.
Product analytics. Page and feature usage go to PostHog only after you accept cookies.
Operational logs. Request and job logs are kept in AWS for 90 days, then deleted. They can include identifiers, file names and error text.
10Subprocessors
Every company that processes your data for Fluent, Sentry and PostHog included, is on the subprocessor list with what it does and where. When one is added or replaced, you are notified and can object under section 9 of the Data Processing Addendum.
11Certifications
Infrastructure. Vercel and AWS both hold SOC 2 Type II and ISO 27001.
Reviews. Completed security questionnaires and current attestations are available under NDA.
12Incidents and contact
If a breach affects your personal data, Fluent tells you without undue delay, with what happened, the likely consequences and what is being done, under section 12 of the Data Processing Addendum.
Privacy and security. privacy@fluenterp.com
Support. support@fluenterp.com
Mail. 2100 Coral Way, Suite 601, Miami, Florida 33145