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Data Security and Privacy at Flytask: Protecting Your Information

At Flytask, we prioritise the security and privacy of your data. Guided by GDPR principles, we ensure that you retain full ownership of your data and that it is processed securely. Flytask’s commitment includes using secure, self-hosted systems, a detailed data-handling approach with OpenAI’s API, and rigorous security protocols such as Cyber Essentials certification and regular PEN testing. This article explains how we store and protect your information, so you can confidently trust Flytask with your most valuable data.

Contents

  1. Introduction: Why Security is a Priority for Flytask
  2. Content Ownership: You Own Your Data
  3. Data Privacy with Flytask: How We Store Your Documents
  4. Using OpenAI Safely: What Happens to Your Data
  5. Understanding Vectors: How Your Document Data is Processed Securely
  6. Data Security Practices and Policies at Flytask
  7. Frequently Asked Questions
  8. Additional Resources
  9. Conclusion: Flytask’s Commitment to Your Data Security


1. Introduction: Why Security is a Priority for Flytask

At Flytask, safeguarding your data is our top priority. We know that the information you trust us with—especially sensitive documents, intellectual property, and confidential business details—requires the highest levels of security. As a UK-based company, all our data privacy practices are guided by the principles of the General Data Protection Regulation (GDPR), ensuring that your information is protected according to strict privacy standards.


2. Content Ownership: You Own Your Data

We believe that your data is yours, plain and simple. When you use Flytask, you retain full ownership of all content you put into the system, as well as any outputs or results that are generated. Flytask’s role is to process this data strictly for the services you’ve requested, without claiming any ownership or rights to your content.


3. Data Privacy with Flytask: How We Store Your Documents

Flytask uses a secure, self-hosted environment to store any documents you upload, including sensitive materials. Our system ensures that these documents are stored privately and are only accessible to authorised users within your organisation.

To support some AI functionalities, Flytask uses OpenAI’s Application Programming Interface (API). However, when we process documents using OpenAI’s API, we only send a mathematical representation of the document (called a “vector”) rather than the full text. This approach keeps the original document secure within Flytask’s controlled environment, ensuring that sensitive information is not directly shared outside our system.


4. Using OpenAI Safely: What Happens to Your Data

To power certain AI features, Flytask uses OpenAI’s API on your behalf. Importantly:

  • OpenAI does not use data submitted through their API to train or improve their models, and Flytask has not opted into any data-sharing that would allow this.
  • OpenAI has a policy to delete data after 30 days unless stricter retention controls are required. This means that data submitted for processing is not stored long-term unless specifically necessary.

You can read more about OpenAI’s privacy practices in their EU Privacy Policy, which outlines their commitment to data security.


5. Understanding Vectors: How Your Document Data is Processed Securely

When Flytask uses OpenAI to help process documents, we send only a mathematical representation of the document, known as a “vector,” rather than the full text. Here’s why vectors are a secure way to handle document data:

  • What is a Vector? Vectors are high-dimensional representations that capture the overall meaning of your document, but they don’t retain exact words, sentences, or structure. Think of them as a summary of the content’s themes and concepts, rather than a direct translation of the text.

  • Why Vectors are Secure: Translating a vector back into the original text is highly impractical. Vectors are designed to lose specific details to focus on abstract concepts, making it nearly impossible to recreate the exact text from a vector alone. This ensures your original documents stay private and secure, even when processed through external AI services.


6. Data Security Practices and Policies at Flytask

To ensure your data’s safety, Flytask follows strict security protocols, including:

  • Cyber Essentials Certification: Flytask has been certified under the UK’s Cyber Essentials scheme, which demonstrates our commitment to implementing essential security measures to protect against cyber threats. Cyber Essentials Certificate: Yoello Limited (trading as Flytask)
  • Regular Penetration (PEN) Testing: Flytask conducts regular PEN testing to identify and address any potential vulnerabilities. These tests help us stay proactive in maintaining robust security standards.
  • Encryption: We use encryption for data both “at rest” (when stored) and “in transit” (when being sent to and from our systems) to prevent unauthorised access.
  • Access Controls: Access to data is restricted to authorised personnel only, and access is reviewed regularly to ensure compliance with our security policies.
  • Regular Security Audits: We conduct security audits to identify and address any potential vulnerabilities and stay current with industry best practices.

Flytask’s security practices comply with GDPR, ensuring that data is processed lawfully, transparently, and only for purposes you have agreed to.


7. Frequently Asked Questions

Here are answers to some common questions about data security at Flytask:

  • Who has access to my data? Only authorised users within your organisation and selected Flytask personnel with a specific need (such as for technical support) have access to your data.

  • How does Flytask ensure the security of sensitive documents? All documents are stored in a secure, private environment accessible only to your authorised users. Our system applies strict security measures, including encryption and access controls.

  • What happens if I need to delete my data? Flytask provides options for data deletion upon request. Contact our support team if you need to permanently delete any stored documents.

  • Is it possible to opt out of any data sharing with OpenAI? Flytask has already opted out of any data-sharing options with OpenAI for model training purposes. This ensures that no data you provide is used for OpenAI’s model training.


8. Additional Resources

For more details, check out the following resources:

  • Flytask’s Privacy Policy: For a detailed look at how we handle your data.
  • OpenAI’s EU Privacy Policy: For information on OpenAI’s data handling practices.
  • Contact Flytask Support: If you have specific questions or need further clarification on any of our security practices.


9. Conclusion: Flytask’s Commitment to Your Data Security

As a UK-based company, Flytask is fully committed to GDPR principles and protecting your data. Our security measures are designed to safeguard your sensitive information and respect your ownership rights, ensuring that your data remains private and secure at every stage.

If you have any further questions or would like to discuss our security practices in more detail, please feel free to reach out. We’re here to help!