Privacy Policy
Last updated: July 2026
Fileminder Ltd ("Fileminder", "we", "us", "our") is committed to protecting your personal data. This policy describes how we collect, use, and protect information you provide to us.
What we collect We collect information you provide directly (name, WhatsApp number, company details) when you contact us or use our services. We may also collect limited analytics data about how you use our website.
How we use it Your data is used solely to provide and improve our services, communicate with you about your company's compliance, and comply with our legal and regulatory obligations (including AML requirements).
Who we share data with We use a small number of service providers to run Fileminder, each only for the purpose stated: Vercel (website hosting), Resend (transactional and, where you've opted in, marketing email), Google Analytics and Trustpilot (only after you accept optional cookies; see our Cookie Policy), WhatsApp/Meta (if you message us on WhatsApp), Companies House (identity verification submissions, where we act as your ACSP), Upstash (short-lived rate-limit counters for the optional website assistant), and Payhip (course purchases, where applicable). We do not sell your data to third parties.
Website assistant The optional Fileminder Assistant provides general website information; it does not make legal or similarly significant decisions and is not a substitute for professional advice. It selects a reviewed answer from a small, version-controlled Fileminder knowledge set. It does not send your question to OpenAI or another generative AI provider, browse the web, access client or government systems, or perform an action for you. Do not enter confidential information, identity-document data, tax references, banking information, login credentials, or client data.
We rely on our legitimate interests in providing secure, efficient website support for this processing. Each question is processed independently through our website host. The interface keeps the visible exchange in temporary browser memory only and does not intentionally save transcripts to local storage, our application database, Resend, or Google Analytics. Reloading the page or using "Clear conversation" removes that browser-memory copy. To limit automated abuse, we send Upstash a salted one-way identifier derived from limited request data; we do not send it the question or answer text. The resulting short-lived rate-limit counters expire automatically.
If optional analytics cookies are accepted, we may record non-content events such as opening the assistant, receiving an answer, selecting an approved source, or requesting human help. We do not send the question, answer, name, contact details, company number, or chat identifier to Google Analytics.
Data storage Data is stored on servers within the UK or EEA, or processed by providers that may operate internationally. Where personal data is transferred outside the UK, we require an applicable lawful transfer mechanism and provider safeguards. Retention depends on purpose: website-assistant handling is described above, while AML-related client identity records are retained for a minimum of 5 years after the business relationship ends, in line with our AML Policy.
Your rights Under GDPR, you have rights of access, rectification, erasure, restriction, portability, and to object to processing. To exercise these rights, contact us at support@fileminder.co.uk. If you're not satisfied with how we've handled your data, you also have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) at ico.org.uk.
Cookies See our Cookie Policy for details on what cookies we use and how to manage them.
Contact Fileminder Ltd, registered in England and Wales. Email: support@fileminder.co.uk