FinTrace Data Security: How We Protect Client Files

Where Your Documents Go

FinTrace takes the supplied PDFs through staged extraction and consolidation, source-grounding checks and independent reviews. You receive a searchable Excel ledger and a written findings report. Every finding cites the source PDF filename and page, keeping the evidence connected to the analysis.

The service accepts statements as held, including scans and mixed bundles. You can therefore supply the original files without sorting or renaming them first. Keep an unchanged copy in your firm’s matter file so the delivered references remain useful.

For confidential records, the handling arrangements need to cover the systems receiving the PDFs and the extracted transaction data. Include working copies and delivered outputs in that scope. A statement can contain information about counterparties as well as your client, so the scope extends beyond the account holder’s name.

Before transfer, obtain a written description of the document route and the people authorised to access the files. It needs to identify each receiving system and explain why access is required. Keep that description with your engagement terms so your firm can answer the client’s questions about the transfer.

AI Providers and Their Terms

FinTrace uses advanced AI workflows within its statement-analysis service. Structured extraction and source-grounding checks preserve the connection between transaction facts and their source statements. Independent reviews support the analysis across the supplied bundle.

The data terms that matter belong to the specific provider and service used for the engagement. A consumer chatbot account, a business workspace and an API can have different rules. A statement that data is excluded from model training does not by itself establish when the provider deletes it.

Ask for the provider names and the applicable plan or contract before authorising AI processing of client records. Review the training terms separately from retention, including any abuse-monitoring period or legal exception. Also identify any optional tools that send information to another service.

Keep the applicable terms with your firm’s approval. This gives you a record of the arrangement you authorised and a basis for assessing any later change of provider.

Storage, Retention and Deletion

Storage arrangements need to cover original PDFs, extracted transaction data, working files and the final ledger and report. The location of the website does not establish where engagement files are stored. FinTrace’s privacy notice covers the public website and enquiries, while client-engagement information falls under separately agreed terms.

Before supplying records, document the storage country and any overseas processing. Set the retention period for each class of file and specify when that period begins. If your firm needs deletion after delivery, include that requirement in the engagement terms.

A deletion request needs to identify the matter and the files covered. Ask for confirmation of its scope, including how backups and any legally required records are treated. Retain your own delivered ledger and report in accordance with your firm’s obligations.

Confidentiality Deeds

FinTrace signs confidentiality deeds and non-disclosure agreements on request. The signed document defines the information covered and the commitments FinTrace makes for that engagement. Arrange it before transferring the statements if your firm requires one.

Review the permitted purpose and disclosure provisions against the proposed processing arrangements. Address access by service providers, retention and deletion in the agreed terms where your matter requires them. A confidentiality deed needs to fit the actual document route so your firm can explain both the contractual protection and the handling of client records.