Privacy Policy

Fluency Pty Ltd  ·  Last updated:

1. Our Commitment

Fluency Pty Ltd ("the Company," "we," "us," or "our") (Level 8, 461 Bourke Street, Melbourne VIC 3000, Australia) is the operator of the Fluency workflow-analytics platform accessible at usefiuency.com. The Company handles personal information in accordance with the Australian Privacy Principles ("APPs") under the Privacy Act 1988 (Cth) and applicable state privacy legislation. Contact: [email protected].

Fluency's core function is to read process metadata and system event logs from your connected business tools, identify automation opportunities, and produce ROI scores. The platform analyses and recommends; it does not execute workflows, write back to your systems, or modify any data in the tools it reads from. This read-only, analytics-only boundary defines the data flows described in this policy.

2. Personal Information We Collect

The personal information the Company collects depends on whether you interact with our marketing site or use the Fluency platform itself.

2.1 Marketing site and contact forms

  • Name and professional email address submitted via our early-access or contact forms;
  • Company name, job title, and a description of your workflow challenges (as you choose to provide them);
  • Technical information collected automatically: IP address, browser type and version, pages visited, and referring URL.

2.2 Platform accounts

  • Account credentials (email address, hashed password);
  • Billing contact details for subscription management;
  • User activity logs within the Fluency dashboard (pages visited, reports viewed, settings changed).

2.3 Workflow and process data

When you connect Fluency to your business tools (for example, Jira, Salesforce, SAP, or Slack), the platform reads process metadata and event logs from those systems: timestamps of actions, workflow state transitions, handoff sequences, and volume counts. This data may incidentally contain the names or identifiers of employees whose work is recorded in those systems. The Company processes such data solely to produce workflow maps and ROI analyses for your organisation's own use. We do not use workflow event data to train machine-learning models, sell to third parties, or profile individuals for any purpose unrelated to your organisation's subscription.

3. Purposes (APP 3, 6)

The Company collects and uses personal information only for purposes reasonably necessary for the Service, including:

  • Responding to early-access and general enquiries;
  • Provisioning and managing your Fluency subscription and account;
  • Generating workflow maps, bottleneck analyses, and ROI scores from your connected tools;
  • Delivering your monthly or real-time process insights reports;
  • Detecting and diagnosing technical issues that affect service reliability;
  • Communicating product updates and, where you have not opted out, relevant educational content for operations practitioners;
  • Complying with our legal obligations, including investor-reporting obligations arising from our angel funding round closed in January 2026.

We do not use personal information for automated individual decision-making that produces legal or similarly significant effects on any person.

4. Disclosure (APP 6, 8)

The Company discloses personal information to:

  • Sub-processors acting on our behalf: cloud infrastructure and hosting providers, payment processors, and email delivery services. All sub-processors are bound by data processing agreements requiring them to handle personal information only as instructed by the Company.
  • Investors and board members (limited to aggregated product and business metrics, not individual user data), in connection with our angel funding round investor-reporting obligations.
  • Authorities where we are required by law, court order, or regulatory obligation to disclose.

Where personal information is disclosed overseas (for example, to cloud providers whose infrastructure is located outside Australia), we take reasonable steps to ensure recipients comply with the APPs or are subject to substantially similar protections under the law of the receiving country.

We do not sell, rent, or share personal information with advertisers or data brokers.

5. Your APP Rights

Under the Privacy Act 1988 (Cth), you have the following rights in relation to personal information the Company holds about you:

  • APP 12 - Right to access: you may request a copy of the personal information we hold about you;
  • APP 13 - Right to correction: you may ask us to correct personal information that is inaccurate, out of date, incomplete, irrelevant, or misleading;
  • APP 7 - Right to opt out of direct marketing: you may opt out of marketing communications at any time by following the unsubscribe link in any email or by contacting us directly;
  • APP 2 - Anonymity and pseudonymity: where it is lawful and practicable, you may deal with the Company anonymously or using a pseudonym. Note that certain platform features require an identified account to function.

To make any of the above requests, email [email protected]. The Company will respond within 30 days. In some cases we may need to verify your identity before processing a request.

6. Complaints

If you believe the Company has not complied with the APPs in handling your personal information, please contact us first at [email protected] so we can attempt to resolve the matter. If the issue remains unresolved, you may lodge a complaint with the Office of the Australian Information Commissioner ("OAIC") at oaic.gov.au.

7. Notifiable Data Breaches

The Company is subject to the Notifiable Data Breaches ("NDB") scheme under Part IIIC of the Privacy Act 1988 (Cth). If a data breach is likely to result in serious harm to any individual whose personal information is involved, we will notify the affected individual(s) and the OAIC as required by the NDB scheme.

8. Data Retention

The Company retains personal information for as long as reasonably necessary for the purposes for which it was collected, or as required by law:

  • Marketing and contact enquiries: up to 3 years from last contact;
  • Platform account data: for the duration of your subscription and up to 2 years after account closure, unless deletion is requested earlier;
  • Workflow event and process metadata ingested from your connected tools: retained for the term of your subscription and deleted within 90 days of account closure or upon your written request;
  • Financial and billing records: 7 years as required by Australian tax law.

9. Security

The Company takes reasonable steps to protect personal information from misuse, interference, loss, and unauthorised access, modification, or disclosure. These steps include access controls, encryption of data in transit and at rest, and regular security reviews. No method of transmission over the internet is completely secure, and we cannot guarantee absolute security.

10. Cookies

See our Cookie Policy for details on how we use cookies and similar technologies on usefiuency.com.

11. Changes to This Policy

The Company may update this Privacy Policy from time to time. Material changes will be posted with a new "Last updated" date. Continued use of the Service after the effective date constitutes acceptance of the updated policy.

12. Contact

Fluency Pty Ltd
Level 8, 461 Bourke Street
Melbourne VIC 3000, Australia
Email: [email protected]
Phone: +61 3 9016 4200