Privacy policy

This English version is provided for convenience. The French version is the only legally binding version and prevails in case of any discrepancy.

Privacy policy

Last updated: October 12, 2026

Data controller

Systèmes AXi, Abraham Rajoelina AINAFITIAVANA
SIRET: 945 118 354 00017
71 Rue De Falaise, 14000 Caen
Email: [email protected]

Data collected

In connection with the use of the ficiel.io website, the Ficiel mobile app and our services, we may collect the following data:

  • First and last name
  • Email address
  • Phone number (if provided through a form or messaging)
  • Messages exchanged through the messaging channels you connect to the service
  • Attachments to those messages: images, documents, videos and voice messages
  • Browsing data (IP address, browser type, pages visited)

Purposes of processing

This data is collected in order to:

  • Respond to your contact requests
  • Provide the service: bring your conversations together, sort them, and prepare suggested replies and follow-ups
  • Make your attachments viewable and searchable: extract text from them (transcription of a voice message or video, text of a document, description of an image)
  • Improve our services and the user experience
  • From November 10, 2026, calculate aggregated and anonymized statistics on the usage of all our clients, to improve the suggestions made to everyone (see "Improving the service through aggregated data")
  • Comply with our legal obligations

Legal basis

The processing of your data is based on your consent (contact forms) and on the performance of a services contract (Ficiel clients). The aggregated and anonymized statistics described below are based on our legitimate interest in improving the service.

Retention period

Your data is kept for as long as necessary for the purpose of the processing, and for no more than 3 years after the last interaction, unless a legal obligation requires otherwise.

Data sharing

Your data is never sold or transferred. It may be passed on to the following service providers, solely within the strict scope of providing the service:

  • Stripe: processing of bank card payments. No card data is stored by us.
  • Hostinger: hosting of the ficiel.io website.
  • A technical provider ensuring the connection to the messaging platforms you link to your account.
  • Artificial intelligence model providers, for sorting conversations, preparing suggested replies and describing images received or sent. Ficiel's assistant relies on Anthropic's Claude models, through its paid API, whose commercial terms prohibit it from training its models on your data.

The service's data is hosted in the European Union and isolated by organization. It is never used to train an artificial intelligence model.

Exchanged attachments (images, documents, videos, voice messages) are stored in a private space hosted in the European Union, accessible only to members of your organization. Their content is read to extract text from them (transcription, text of a document, description of an image) in order to make them viewable and searchable. Voice messages, videos and documents are read on our own servers; only the description of an image is produced by an artificial intelligence model provider, which does not use it to train its models.

Improving the service through aggregated data

In effect from November 10, 2026.

Ficiel may calculate, from the usage of all its clients, aggregated and anonymized statistics (for example: which forms of follow-up get a reply, and how quickly) to improve the suggestions made to everyone. These aggregates never contain the content of a message or the identity of a contact or a client, and only cover groups of at least 10 organizations. An organization's data is never visible to another organization nor used to train an artificial intelligence model. Legal basis: legitimate interest. Each organization may object at any time by email, at [email protected].

AI assistants connected to Ficiel

When you connect an artificial intelligence assistant (Claude, ChatGPT or another compatible client) to Ficiel, Ficiel keeps a log of the requests that assistant sends to it: the tool called, the date, the result, and the parameters of the request (for example the words searched for, the contact targeted or the filters chosen). The text of a message, a note or your instructions never appears in it: only its length is recorded. What you write to your assistant stays with its publisher and is never passed on to Ficiel.

This log is used for the security of the service (detecting abnormal use of an access) and for its improvement (knowing which requests recur, which fail or are slow). It can only be viewed by the Ficiel team, never by another organization. Request parameters are deleted after 90 days, the rest of the log after 180 days. Legal basis: legitimate interest. You may object at any time by email, at [email protected].

Mobile app

Ficiel is also available as a mobile app. It gives access to the same service, with your existing account: no sign-up or payment takes place in it. The processing described above applies to it identically. Three points are specific to it:

  • Notifications: if you accept them, your device sends us a technical notification identifier, which we keep in order to alert you to a new message. The content of the alert (contact name, channel, and an excerpt of the message of no more than 140 characters) passes through your phone manufacturer's notification service in order to be delivered to you. You can decline or turn them off at any time in your phone's settings: the service keeps working without them.
  • Biometric unlock: if you enable app lock, recognition is performed by your phone alone. Your fingerprints and your face are never sent to us and never leave your device: we only receive a confirmation, without any biometric data.
  • No tracking: the app contains no advertising identifier, no tracker and no third-party audience measurement tool. We do not track your activity outside Ficiel and share nothing for advertising purposes.

Uninstalling the app stops notifications and renders the corresponding notification identifier obsolete; it is then deleted. Deletion of your service data, for its part, is carried out at your request, as described below.

Google data (Google Calendar)

If you connect your Google Calendar to Ficiel, Ficiel only accesses your availability (free and busy time slots) and creates the appointments you confirm. Ficiel does not read the content of your other events, does not modify them, does not delete them, and does not pass on any data from your calendar to third parties or for advertising purposes. This data is not used to train artificial intelligence models either. You can disconnect your calendar at any time from Settings, Integrations, or from your Google account; access is then revoked and the connection tokens deleted.

Artificial intelligence. To suggest an appointment in a conversation, Ficiel's assistant reads at most the next two free time slots in your calendar (start date and time). These slots are processed by Anthropic's Claude model, through its paid API, subject to Anthropic's Commercial Terms, which prohibit it from training its models on this data. No other data from your calendar is passed on to an artificial intelligence service, and no Google data, whether raw, aggregated or derived, is used to create, train or improve an artificial intelligence model, whether Ficiel's or a third party's.

Ficiel's use and transfer of information received from Google APIs comply with the Google API Services User Data Policy, including the Limited Use requirements.

Ficiel's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Data security and protection

Ficiel protects your data through the following measures:

  • Encryption in transit: all exchanges between your browser, our servers and our service providers go through encrypted connections (HTTPS/TLS).
  • Encryption of sensitive access credentials: the access tokens for the services you connect (including Google Calendar) are encrypted with AES-256-GCM before being stored, with a key kept separately from the database. The database itself is encrypted at rest by our hosting provider.
  • Partitioning: each organization's data is isolated. An account only accesses the data of its own organization.
  • Private files: the files in your conversations are never public. They only open after your access has been verified, through links that expire in 60 seconds.
  • Passwords: Ficiel never stores the password of your messaging accounts.
  • Revocation: when you disconnect Google Calendar, Ficiel revokes access with Google and erases the tokens from its servers.
  • Limited internal access: access to production systems is reserved for Ficiel's technical team, and limited to support you request, the security of the service or compliance with a legal obligation.

Your rights

In accordance with the GDPR, you have the following rights:

  • Right of access: obtain a copy of your data
  • Right to rectification: correct inaccurate data
  • Right to erasure: request the deletion of your data
  • Right to data portability: receive your data in a structured format
  • Right to object: object to certain processing

To exercise these rights, contact us at: [email protected]

Cookies and measurement

Without your consent, this website and the app only use technical cookies essential to their operation (remembering your choice, referral code, origin of your visit) and cookieless audience measurement, hosted by us (Umami). No personal data is collected in this case.

With your consent ("Accept" button on the banner), we use:

  • Google Analytics 4 (Google), to measure traffic and the sign-up journey: _ga cookie, kept for no more than 13 months.
  • The Meta pixel (Facebook, Instagram), to know which ad led to a sign-up: _fbp, _fbc and ficiel_fbc cookies, kept for no more than 90 days.

The same events (sign-up, account connected, trial started, first payment) are also sent to Meta and Google from our servers, through a measurement server we control, hosted by Stape (subdomain relais.ficiel.io). Your email address, your phone number if you provided it, and your account identifier are sent there in hashed form (SHA-256), never in plain text. Your IP address and your browser, recorded at the time of sign-up, are kept with your consent and attached to the trial and the first payment, for the sole purpose of linking these events to the right ad.

You can withdraw your consent at any time from the ficiel.io/no-track page, which also disables audience measurement on your device, or by deleting the ficiel_consent cookie. Withdrawal applies going forward: no new data is then recorded or sent.

Complaints

If you believe your rights are not being respected, you can file a complaint with the CNIL (the French data protection authority): www.cnil.fr