1. Scope
Fyliio stores the data needed to collect documents for a firm’s compliance cycle. It does not store GSTN credentials, Tally databases, or filed returns. Tax computation is out of scope.
2. What we store
- Firm: name, WhatsApp Cloud phone number ID, checklist pack (default
ca-in), staff memberships and roles. - Client: display name, WhatsApp number, GSTIN, subscribed services, and an active flag.
- Cycle: period, deadline, request list, and item status (open, matched, waived, complete).
- Messages: inbound and outbound WhatsApp content needed for the audit trail, with media downloaded to object storage.
- Classification: matched checklist item, confidence, period and duplicate checks, and staff review decisions.
3. Service providers
Running the product requires these providers, each limited to its function:
- Meta WhatsApp Cloud API: delivers and receives messages and media. Meta’s terms apply to the WhatsApp channel.
- Anthropic (Claude): reads a file to classify it against the open checklist. Client documents are never used to train AI models, ours or our providers’.
- Cloudinary: holds document files under random keys, shared only through signed links that expire within minutes.
- Neon (PostgreSQL, AWS Singapore): the database for firms, clients, checklists, messages, and staff accounts.
- Railway: runs the Fyliio website, API, and scheduled jobs.
- Resend: sends staff login codes by email. It receives the staff email address, not client documents.
- Google Analytics: counts visits to the public website, only if the visitor accepts analytics cookies. It is never loaded in the staff workspace and receives no client documents or client data.
- Our payment processor: subscription billing for firms on paid plans, once billing is switched on. It receives billing contact details and payment-method data, never client documents.
4. Where it lives
The database runs in Singapore (AWS ap-southeast-1) and document files are held by Cloudinary, so Fyliio data is stored outside India. Classification calls to the model provider are also processed outside India; we send the minimum needed to classify a file, such as a prepared image or page, never a firm’s whole archive.
5. Access control
Staff access uses login cookies and is scoped to one firm. Webhooks are verified with HMAC signatures. Signed file links expire. We design our logs to leave out tokens, passwords, and document content.
6. Retention and deletion
A daily job deletes WhatsApp messages, client files, webhook records, and reminder records 90 days after they arrive. Checklist status (which items were received and when) stays while the firm’s workspace exists, so staff can show who sent what before a deadline. Deletion requests are handled as described on the Data deletion page.
7. What we never do
- Sell client lists or documents.
- Use client files to train AI models, ours or our providers’.
- Run a client-facing portal that keeps a second copy of the same files.
- Guess a document type when classification fails; those files go to staff review.