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FilesAnywhere Privacy Policy

How FilesAnywhere Protects Your Privacy and Personal Information

Posted: 5-25-2018
Updated: 10-19-2026

Your privacy is our top priority

FilesAnywhere is committed to protecting customer privacy. This policy explains how we collect, use, protect, and disclose information when you use our website and services, including optional FilesAnywhere AI features.

Collection and Use of Personal Information

  • Account information
    To establish and service your account, we collect information such as your name, email address, billing address, and payment details, including credit card information where applicable. Account information is transmitted through encrypted connections and protected in storage.
  • Service information
    When you send files or messages, we process sender and recipient email addresses and information needed to complete your request. We retain this information to support your use of the service. We do not send promotional emails to recipients or disclose their email addresses for promotional purposes without your permission.
  • Optional services and communications
    When you request information, use an optional service, submit feedback, or enter a promotion, we may collect contact information to respond or administer your request. We may also use it to communicate service changes and relevant news. You may opt out of promotional announcements and special offers through the email-preference instructions available at support.filesanywhere.com. Keep your account contact information current so that we can send important service and privacy notices.
  • Device information and cookies
    We collect device and connection information, such as IP addresses, browser types, device types, and associated identifiers. Cookies support login, session management, and service preferences. Browser settings may allow you to control cookies; disabling required cookies may prevent login or affect service functionality.

Artificial Intelligence Features

FilesAnywhere offers optional artificial intelligence features under FilesAnywhere AI (FAi), including document search, summarization, question answering, automated tagging, metadata extraction, optical character recognition, eForm assistance, and other AI-assisted capabilities made available through the service.

  • Customer choice and administrative controls
    FAi features are optional. Authorized customer administrators control whether FAi is available through the FilesAnywhere Admin Console and can disable all AI features at any time. When disabled, customer content will not be submitted for new FAi processing. Disabling FAi does not automatically delete previously generated results or information already processed or retained under applicable retention terms.
  • Information processed
    When an authorized user requests an FAi function, or an administrator configures an automated FAi function, FilesAnywhere may process prompts, relevant document content or excerpts, file metadata, extracted information, and AI-generated results. FilesAnywhere limits the information submitted to what is reasonably necessary to perform the requested or configured function.
  • AI service providers
    To provide FAi, FilesAnywhere may securely transmit relevant information to supported AI providers through API integrations. Depending on the configuration selected by the customer, these providers may include OpenAI, Google, or another supported provider. Providers process information on FilesAnywhere’s behalf under applicable contractual, confidentiality, privacy, and security obligations.
  • Data use and model training
    FilesAnywhere does not sell customer files, prompts, extracted information, or AI-generated results. Customer content processed through FilesAnywhere-managed AI API integrations is not used to train general-purpose AI models. This protection applies to both paid AI services and the free limited AI offering provided by FilesAnywhere, which uses the same API integration. Information is processed to perform the requested or configured AI function, subject to the applicable provider’s service, security, and retention terms.
  • Storage and access controls
    Customer source files remain in the customer’s configured FilesAnywhere, cloud, Azure, AWS, hybrid, or on-premises storage environment. Relevant document content, prompts, metadata, or excerpts may also be securely transmitted to and processed by the selected AI provider. Storage of source files in a customer-controlled environment does not mean that AI processing occurs within that same environment or geographic location. FAi applies FilesAnywhere user permissions and access controls when locating and processing customer content.
  • AI provider retention
    AI providers may retain inputs, outputs, or other processing data for service delivery, security, abuse prevention, or legal compliance. Retention periods depend on the selected provider, features used, service configuration, and applicable agreement. FilesAnywhere seeks to minimize retention and uses zero-data-retention or equivalent controls where supported and appropriate. Such controls apply only within their stated scope and limitations. Retention for these purposes does not mean customer content is used to train general-purpose AI models.
  • Customer provided AI accounts
    Where supported, customers may connect their own AI provider account or API credentials. Processing through these accounts is also governed by the customer’s separate provider agreement, configuration, retention settings, and data-sharing choices. Customers are responsible for reviewing those terms and configuring their accounts appropriately. The no-training protections stated above for FilesAnywhere-managed integrations should not be assumed to override a customer’s independently selected provider settings or agreement.
  • AI results and customer responsibilities
    AI-generated results may be incomplete, inaccurate, or unsuitable for a particular purpose. Users should review results before relying on them, particularly for legal, medical, financial, employment, regulatory, or other consequential decisions. FAi assists users and does not independently make decisions on behalf of customers or individuals.
    Customers are responsible for ensuring that they have the necessary rights, permissions, and legal authority to process personal, confidential, sensitive, regulated, or third-party information through FAi. Before submitting regulated information, customers should confirm that the selected service, deployment, and contractual protections meet their applicable requirements.

Information Protection

  • Security measures
    FilesAnywhere uses technical and organizational safeguards to protect information against unauthorized access, loss, misuse, and alteration. These include encrypted storage and communications, access restrictions, and vulnerability monitoring. Security controls and available authentication options vary by service and deployment; Professional accounts support multifactor authentication as an additional safeguard.
  • Employee access
    Access to customer file storage is limited to authorized personnel subject to confidentiality obligations. Customer documents are kept private. Any processing by an AI service provider occurs under the optional AI arrangements described in this policy and does not give FilesAnywhere employees unrestricted access to customer documents.

Information Disclosure to Outside Parties

  • Service providers and usage information
    FilesAnywhere uses traffic patterns and service usage statistics to improve functionality and measure performance. We do not sell or rent personal information. We may disclose information to service providers as necessary to operate, secure, and support our services, subject to applicable agreements and safeguards. Information processed through optional AI features is handled as described in the Artificial Intelligence Features section.
  • Surveys
    FilesAnywhere may conduct customer satisfaction surveys for internal use to improve our services. Surveys are conducted by FilesAnywhere employees.
  • Government requests
    FilesAnywhere evaluates government requests and limits disclosure to information required by valid legal process. We do not voluntarily provide unrestricted access to customer information in response to blanket requests.

Access and Control of Personal Information

You may review and update your personal information through your account profile. To request a copy of your personal information or ask questions about its use, contact FilesAnywhere through www.filesanywhere.com/contact/.

 

Under our standard account-termination policy, FilesAnywhere maintains your information for 30 days after termination. After that period, the information is purged from our servers and is no longer available. Information previously submitted to an AI provider is subject to the applicable provider’s retention terms described above.

Changes to This Policy

Your use of our website and services is subject to this policy. FilesAnywhere may update the policy to reflect changes in services, information practices, or applicable requirements. Updated versions will be posted on the privacy-policy page with a revised date. Where required, we will provide additional notice or obtain consent. Enabling optional FAi features remains subject to the administrative controls described above.

Questions and Contact

For questions about this policy or the security and use of your personal information, contact FilesAnywhere through www.filesanywhere.com/contact/. The current published policy is available at www.filesanywhere.com/filesanywhere-privacy-policy/.