Privacy policy

Who this policy applies to

It applies to visitors of https://fillbase.app, account holders, and authorized users of the FillBase application at https://platform.fillbase.app and related integrations (including Slack).

If you use FillBase on behalf of a company, your organization may also have its own policies governing how you may share data with us.

Information we collect

We collect the following categories of information:

• Account and profile data — name, work email, company name, authentication identifiers, and billing contact details.
• Customer content — security questionnaires, policies, SOC 2 reports, and other documents you upload or connect so FillBase can generate answers.
• Usage data — pages visited on our website, feature usage, device/browser type, IP address, and diagnostic logs needed to operate and secure the service.
• Communications — messages you send to support, feedback, and email preferences if you subscribe to product or blog updates.
• Payment data — processed by our payment provider; we do not store full card numbers on our servers.

How we use information

We use information to:

• Provide, maintain, and improve FillBase, including AI-assisted questionnaire completion and Slack workflows.
• Authenticate users, prevent abuse, and protect the security of our systems and customers.
• Process subscriptions, send transactional messages, and respond to support requests.
• Analyze aggregated usage to improve product quality and reliability.
• Comply with legal obligations and enforce our terms.

We do not use your uploaded policies or questionnaire content to train general-purpose AI models for unrelated products. Customer content is processed to deliver the service to you and your workspace.

Legal bases (EEA/UK)

Where GDPR applies, we rely on: performance of a contract (providing the service); legitimate interests (security, analytics, product improvement); consent where required (e.g. marketing emails); and legal obligation where applicable.

How we share information

We share information only as needed to run FillBase:

• Infrastructure and hosting providers that store and process data under our instructions.
• AI and embedding providers used to analyze your connected knowledge base and generate answers within your account.
• Payment, email, analytics, and customer-support tools bound by confidentiality obligations.
• Professional advisers or authorities when required by law or to protect rights and safety.

We do not sell personal information. We do not share customer questionnaire content with other customers.

Data retention

We retain account and customer content for as long as your subscription is active and for a reasonable period afterward so you can export data or reactivate your account.

You may request deletion of your account and associated content; we will delete or anonymize data unless we must retain it for legal, security, or billing purposes.

Website logs and backups may persist for a limited period before automatic deletion.

Security

We use administrative, technical, and organizational measures appropriate to the nature of the data, including encryption in transit, access controls, and monitoring. No method of transmission or storage is completely secure; please use strong passwords and limit access within your organization.

Your rights and choices

Depending on your location, you may have rights to access, correct, delete, or export personal data, object to or restrict certain processing, and withdraw consent where processing is consent-based.

To exercise these rights, contact us at [email protected]. You may also unsubscribe from marketing emails using the link in each message.

California privacy rights (CCPA/CPRA)

If you are a California resident, the California Consumer Privacy Act and California Privacy Rights Act ("CCPA/CPRA") provide you with specific rights regarding your personal information.

• Right to know — You have the right to request that we disclose the categories and specific pieces of personal information we have collected about you, the categories of sources, the business purpose for collecting it, and the categories of third parties with whom we share it.
• Right to delete — You have the right to request deletion of personal information we have collected from you, subject to certain exceptions (e.g. completing a transaction, security, legal obligations).
• Right to correct — You have the right to request correction of inaccurate personal information we maintain about you.
• Right to opt out of sale or sharing — We do not sell personal information as defined by California law. We do not share personal information for cross-context behavioral advertising.
• Right to limit use of sensitive personal information — We do not use or disclose sensitive personal information for purposes beyond what is necessary to provide the service.
• Right to non-discrimination — We will not discriminate against you for exercising any of your CCPA/CPRA rights.

To exercise any of these rights, contact us at [email protected] or send a written request to 166 Geary Street, San Francisco, CA 94133, United States. We will verify your identity before fulfilling your request. You may designate an authorized agent to make a request on your behalf.

We will respond to verifiable consumer requests within 45 days. If we need additional time, we will inform you of the reason and extension period (up to 90 days total).

In the preceding 12 months, we have collected the categories of personal information described in the "Information we collect" section above. We collect this information for the business purposes described in the "How we use information" section. We do not knowingly sell or share the personal information of consumers under 16 years of age.

International transfers

We are based in the United States. If you access FillBase from other countries, your information may be processed in the U.S. and other locations where our service providers operate. We use appropriate safeguards where required by law.

Cookies and similar technologies

Our website uses cookies and similar technologies for essential functionality and analytics. We use first-party analytics tools to understand how visitors use our site and to improve the service.

You can control cookies through your browser settings. Most browsers allow you to block or delete cookies. Note that disabling cookies may affect the functionality of our website.

Children

FillBase is a business service not directed to children under 16. We do not knowingly collect personal information from children.

Changes to this policy

We may update this policy from time to time. We will post the revised version on this page and update the effective date. Material changes may be communicated by email or in-product notice where appropriate.

Contact us

Tendersight Inc.

166 Geary Street, San Francisco, CA 94133, United States

Email: [email protected]

Website: https://fillbase.app