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1. Who is responsible
FastCollab Systems Private Limited is responsible for this policy. We act as a controller for our own website enquiries, business contacts, account administration and billing. For personal data processed within a customer’s use of a product or engineering engagement, we generally act as a processor under that customer’s instructions. The customer’s privacy notice and our DPA apply to that processing. A specific activity’s role depends on who determines its purposes and means.
2. Information we handle
- Account and business information: name, work contact details, organisation, role, account settings, authentication information, billing and transaction records, and communications with us.
- Technical and usage information: IP address, device and browser information, service activity, feature interactions, security logs and diagnostic information.
- Eva: employee and approver details, travel requests and itineraries, booking references, receipts, expenses, policy and approval records, and travel identity details where required for an enabled travel service.
- Cleo: support messages and attachments, customer and agent details, issue history, knowledge content, and authorised repository and application log context where connected. Logs and code may contain personal data, so customers should minimise unnecessary information.
- Joya: prospect names and professional contact details, company and job information, account research and signals, outreach messages and replies, qualification notes, campaign engagement and handoff context.
- Product engineering: project contacts, requirements, authorised development and support materials, and personal data within customer environments where access is necessary for the agreed work.
The information involved depends on the service, enabled features and information supplied. Do not provide unnecessary sensitive information. Any processing requiring additional safeguards must be agreed before it begins.
3. Sources of information
Information may come directly from you, your organisation and authorised users; from customer-connected systems and service providers; and from service activity. Joya research may involve publicly available business information and sources connected or authorised for the campaign. Availability in public does not remove privacy rights. Contact us to ask about the source of personal data we hold about you.
4. Purposes and legal grounds
We use business and account information to respond to enquiries, administer agreements and accounts, deliver support, manage billing, maintain service security and comply with legal obligations. Where applicable, grounds include performing a contract with you, legitimate interests in administering and securing our business, compliance with law, and consent for activities that require it. Consent can be withdrawn without affecting earlier lawful processing.
Customer product data is processed to deliver the relevant travel, support, sales or engineering workflow under customer instructions. This policy does not authorise unrestricted reuse of customer content or prospect data for unrelated purposes. AI provider processing and any model-training permissions must be addressed in the applicable service agreement and processing schedule. Marketing communications must follow applicable consent and opt-out requirements.
5. Sharing and connected providers
Information may be disclosed to authorised personnel and providers needed for the relevant service, such as hosting, communications, payment or AI processing providers; to customer-authorised integrations and recipients; where required by law; or in connection with a lawful business transfer subject to appropriate protections. Customer data subprocessors are governed by the applicable DPA.
Eva travel suppliers may handle booking data under their own legal responsibilities and privacy notices. Linked email platforms and other customer-selected systems may likewise act independently for some activities. A supplier used for one product should not be assumed to receive another product’s data. Request service-specific recipient and location details from support@fastcollab.com.
6. Cookies and similar technologies
Essential browser storage and cookies may be used by product applications for functions such as sessions and preferences. Any optional tracking requires the notices and choices applicable to that service and jurisdiction. This corporate website does not currently include analytics or advertising tracking scripts. Browser settings can control cookies, although disabling essential storage may affect sign-in or functionality. Product applications have separate technical implementations.
7. Retention and security
Retention depends on the purpose, customer instructions, contract duration, account status and applicable legal requirements. Business records may need to be retained for accounting or dispute purposes. Customer content return, deletion and backup handling follow the applicable DPA and service schedule.
Security safeguards must be appropriate to the data and service involved. No internet service can guarantee complete security. Product-specific technical measures and processing locations are addressed through the applicable service documentation; this policy does not claim a certification or uniform hosting arrangement across all products.
8. International processing
Processing locations depend on the product and its authorised providers. Where cross-border transfers require safeguards, the applicable transfer arrangement must be established for that service. Contact us for the relevant locations and safeguards or a copy where available. Do not assume that all products store or process data only in India.
9. Your rights and choices
Depending on applicable law and circumstances, you may request access, correction, deletion, portability, restriction or objection to processing, withdraw consent, or exercise applicable sale, sharing or sensitive-data choices. We will respond within applicable legal time limits and may request proportionate identity verification. You may complain to the relevant data protection authority. Exercising a lawful privacy right will not itself result in discriminatory treatment.
For records controlled by your employer or another customer, contact that organisation first. We will assist it under our processor obligations. If you receive Joya-enabled outreach, you may direct an opt-out to the sender; you can also contact us to help route a request to the responsible customer.
10. Children, changes and contact
Our products are intended for business use, not services directed at children. If you believe a child’s information has been provided improperly, contact us. Material policy changes will be communicated as required by law; the revision date identifies the current text.
Privacy enquiries and rights requests: support@fastcollab.com. Data protection contact: Naresh Komirishetty. Product support: support@fastcollab.com. Our office address is on Contact Us.
Eva: additional privacy details
Eva may process postcode, preferences and interests; payment details; operating system, device identifiers, access times, referring URLs and clickstream information, where collected. Purposes also include personalisation, service improvement, record keeping, surveys and feedback. Promotional communications require consent and can be opted out of.
FastCollab does not sell personal information. Information may be shared with service providers under confidentiality obligations, for legal requirements, and to protect rights and safety. The Eva recipient register and product-specific processing commitments appear in the Eva DPA schedule.
Eva may use essential cookies and, where enabled, analytics and marketing cookies or pixels. Non-essential tracking is subject to applicable notices and consent requirements. Browser settings can control cookies. Third-party links have their own privacy practices.
For privacy requests, contact support@fastcollab.com.
Cleo: additional privacy details
Cleo processes workspace/team information, connected inbox messages, sender/recipient details, subjects, timestamps, severity, resolution history and response patterns. Authorised source code, application logs, error traces and stack traces support technical investigation. Feature usage and AI interactions support workload insights, service operation and response-quality improvement, subject to the model-training restriction below.
AI processing: your data is not used to train general AI models shared with other customers. Authorised workspace members may see support data; customers can view their own ticket history through the customer portal. Providers supporting hosting, analytics and AI processing, lawful disclosures and business transfers are the permitted sharing categories. Cleo does not sell personal information.
Deletion: data is retained while the account is active or needed for services. On account deletion, account information is deleted within 30 days, synced support data is removed, and connected repository/log access is revoked immediately. Some records may be retained for legal or legitimate business purposes. Contact support@fastcollab.com for requests.
Connections: Cleo connects to authorised inboxes, including Gmail, Outlook and Yahoo/IMAP, GitHub repositories and application logs. Access requires explicit authorisation and is limited by the permissions granted. Connected providers have their own privacy policies. Creating proposed pull requests requires the relevant repository permissions.
Security: Cleo’s security commitments include encryption in transit and at rest, secure authentication, role-based controls, security assessments and penetration testing. Any SOC 2 assurance applies only to the provider, systems and period identified in the relevant report. Contact support@fastcollab.com for applicable security documentation.
Children: Cleo is not intended for children under 16. Suspected collection of a child’s information should be reported promptly.
Joya: additional privacy details
Joya also processes payment information, communication preferences, IP-derived or other location data, usage patterns and campaign metrics. Purposes include transactions, personalisation, usage analysis, technical issue detection and consent-based promotional communications. Joya does not sell personal information; sharing includes service vendors, lawful requests, business transfers and explicit consent.
Joya uses cookies and similar tracking technologies with browser preference controls. Safeguards include encryption, secure servers and regular security assessments. For privacy enquiries, contact support@fastcollab.com.
Product engineering privacy
Project data follows the agreed engagement scope and customer instructions. Any production access, personal data in test environments or third-party processing must be recorded in the engagement-specific schedule.