Privacy Policy

Your privacy is important to us.

Fluid Life (sometimes referred to herein as “we”) is committed to maintaining the privacy, security and accuracy of the personal information we collect, use and disclose in accordance with applicable legislation. This privacy policy is a statement of principles and guidelines concerning the protection of personal information of our individual clients, individual service providers and other individuals

What personal information do we collect?

Canadian and US privacy legislation defines personal information broadly as information about “an identifiable individual” or as information that allows an individual to be identified.

The types of personal information that we may collect from Customers (sometimes referred to herein as “you”)  include: your name, address, telephone number, e-mail address, your forwarding address, payment information (for billing purposes), delivery instructions, component descriptions, serial and unit numbers, and individual customer service preferences (such as “company client information”).

AI Use and Customer Acknowledgment

“AI/ML Processing” means the use of automated systems, including artificial intelligence and machine learning models, to analyze, infer from, or generate outputs based on data you or your organization provides, as well as data collected automatically through your use of our services.

“Customer Data” means data you or your organization submit to our services, including non-aggregated/raw customer data and also including equipment and component descriptions, serial and unit numbers, sample results, delivery instructions, and customer service preferences, together with associated account and contact information used to access the services.

By creating or maintaining an account or submitting Customer Data, you acknowledge and agree that we may use AI/ML Processing to analyze equipment and oil analysis data and related Customer Data to provide, maintain, and improve our services, including generating insights, recommendations, or automated assessments for your use.

You agree that we may process Customer Data using AI/ML Processing operated by us or by third-party service providers engaged to support our services, subject to contractual obligations of confidentiality and security.

We use AI/ML Processing to help deliver core features of the services, respond to support requests, measure interest in our site and campaigns, promote compliance with our terms, enhance service quality and reliability, troubleshoot, and suggest additional features that may be of interest to you.

Where is your personal information stored?

Fluid Life has policies and procedures to ensure the protection of its customers’ confidential information and proprietary rights, including procedures for protecting the electronic storage and transmission of results.

Management Requirements

It is acknowledged by Fluid Life employee’s that they may be exposed to confidential information and is also acknowledged that maintenance of confidentiality in respect to confidential information is essential to Fluid Life including third parties. All Fluid Life employee’s shall not use or disclose, nor assist others in using or disclosing and confidential information at any time during their employee term or forever thereafter unless such confidential information has become a part of public domain through no fault of the employee.

All employees are supplied with a main domain password and log in. These passwords are supplied to only access the information that is required to perform their specific job duties.

Cookie Policy

To make this site work properly, we sometimes place small data files called cookies on your device. A cookie is a small text file that a website saves on your computer or mobile device when you visit the site. It enables the website to remember your actions and preferences (such as login, language, font size and other display preferences) over a period of time, so you don’t have to keep re-entering them whenever you come back to the site or browse from one page to another.

Many of our pages use cookies to:

• Remember your display preferences
• Remember login information
• Auto-complete standard form fields (i.e. if you have previously submitted a form)
• Anonymously gather statistics on how you got there and what pages you visited.

Enabling these cookies is not strictly necessary for the website to work but it will provide you with a better browsing experience. You can delete or block these cookies, but if you do then  some features of this site may not work as intended. The cookie-related information is not used to identify you personally and the pattern data is fully under our control. These cookies are not used for any purpose other than those described here.

You can control and/or delete cookies as you wish (e.g. Google Chrome instructions). You can delete all cookies that are already on your computer and you can set most browsers to prevent them from being placed. If you do this, however, you may have to manually adjust some preferences every time you visit a website, and some services and functionalities may not work.

We use the information we collect about you to provide  our services to you. As part of that purpose, we may use your Personally Identifiable Information and Non-personally Identifiable Information:

• To create and maintain your account, and to control access to it;
• To respond to any requests you may submit for support or sales information, or similar communications;
• To communicate with you (for example through newsletters, marketing emails, announcements or special offers) about our services;
• To measure interest in the Site and our advertising campaigns;
• For billing and collection purposes, if you have subscribed to one of our paid plans;
• To help promote compliance with our Terms and Conditions of service or any other agreements between us;
• To enable third parties to provide services to us;
• To carry out other purposes that are disclosed to you and to which you consent;
• To comply with the law; and
• We may use information we collect in order to advertise our services to you or to your invitees, or to suggest additional features of our services that you or your invitees might consider using.
• We may use your Non-personally Identifiable Information to enhance the services, for instance through web analytics or troubleshooting. We may also use aggregated or depersonalized information to promote our services, such as by citing usage statistics.
• To analyze equipment/oil analysis data and related operational inputs using AI/ML Processing to generate reports, alerts, forecasts, and recommendations for your organization’s internal use; such outputs are advisory and should be evaluated by qualified personnel before implementation.
• To develop, train, and improve our models and algorithms using de-identified, aggregated, or otherwise depersonalized information derived from Customer Data, consistent with our use of aggregated or depersonalized information to enhance and promote our services.

As used herein, “Personally Identifiable Information” is information that lets us know who you are, specifically. Information in this category includes the information you use when registering to use the Platform, like your name, company name, email address, postal address, other contact information, associated domain name and credit card information. Your login credentials are also Personally Identifiable Information. Finally, this category includes information tied to your identity that you provide us through other means, such as emails to our support service and comments on our blog.

As used herein, “Non-personally Identifiable Information” is information that doesn’t let us determine your identity. This generally comes from your use of the Services after registering. For instance, our web server logs may show us that someone with a certain Internet Protocol (“IP”) address visited the Site using a certain web browser, but we can’t use that information alone to say whether the visitor was you or someone else. Non-personally Identifiable Information also includes information that could personally identify you in its original form, but that we have modified to remove or hide (for instance, by aggregation) any Personally Identifiable Information. This collection of information occurs automatically when you use the Services.

Data Protection

To maintain Fluid Life’s  ISO 17025 accreditation, our Quality System mandates the execution of a written procedure for maintaining, protecting and updating customer records and data. Therefore, customer account information maintained within Fluid Life’s, Fluid Analysis Management System (hereafter referred to as myLab and WinRoast®) is protected by anti-virus software that is installed on all servers, workstations and personal computers within the Fluid Life domain.

This software performs hourly downloads to assure current file definitions are in place for virus and worm protection. Fluid Life servers and routers contain firewalls that ensure protection of the data and records area of these systems. These firewalls are accessible through username and domain name passwords. Servers storing critical files are checked for viruses and backed up every night.

AI Processing Safeguards:

• AI/ML Processing is subject to our confidentiality, access control, and security measures, including password protections, firewalls, backups, antivirus protections, and change tracking, as applicable to the systems we use to process Customer Data.
• Where third-party AI services are used, we implement contractual and technical safeguards designed to protect Customer Data, and such processing may occur in jurisdictions other than your own, subject to applicable law.

Data Security

LabManager files are backed up Monday, Tuesday, Wednesday, Thursday and Saturday. This information is saved indefinitely in our system’s back-up records. Electronic files saved on the server are also backed up in the same manner as LabManager files. Individual instrument information is saved on the respective instrument “C” drive and relevant files are backed up to the main server on a weekly basis.

All electronic data and records are stored in as confidential a manner as possible. The LabManager system utilizes a password login and changes to customer data and information are tracked.

Fluid Life’s customers own their fluid analysis data that they paid for, but we reserve the right to use the data in aggregate form.

Hard copy documents and records which include customer orders, warehouse records, sample cards, instrument printouts and worksheets are stored with as much confidence as possible. They are stored for up to one year.

Laboratory

Fluid Life is an independent laboratory and in doing such we adhere to demonstrating impartial judgment with no influence pressures from any undue commercial, financial or any other pressures that may influence our technical judgment.

Fluid Life adheres to the guidelines and procedures outlined by our 17025 accreditation standards.

Fluid Life employs managerial and technical personnel who have the authority and resources needed to carry out their duties, including implementation, maintenance and improvement of the quality management system, and to identify the occurrence of departures from the quality management system, or from the procedures for performing tests and/or calibrations, and to initiate actions to prevent or minimize such departures.

AI Output Limitations and Liability

Informational Nature of Outputs:

• AI-generated analyses, insights, or recommendations are provided for informational purposes only and do not constitute guarantees of performance or outcomes. You are responsible for reviewing and validating outputs and for decisions made in reliance on them.

No Warranty; Allocation of Risk:

• To the maximum extent permitted by applicable law, we disclaim all warranties, express or implied, related to AI/ML Processing and AI-generated outputs, including fitness for a particular purpose and non-infringement. We do not warrant that AI-generated outputs will be accurate, complete, or free of errors.

Limitation of Liability:

• To the maximum extent permitted by applicable law, in no event shall we be liable for any indirect, incidental, special, consequential, exemplary, or punitive damages, or for loss of profits, revenue, data, goodwill, or business interruption, arising out of or related to AI/ML Processing or reliance on AI-generated outputs, even if advised of the possibility of such damages.
• Our total aggregate liability for direct damages arising out of or related to AI/ML Processing or AI-generated outputs shall not exceed the greater of (a) the amounts paid by you for the services giving rise to the claim during the twelve (12) months preceding the event giving rise to liability, or (b) one hundred (100) U.S. dollars. This limitation applies regardless of the theory of liability, to the extent not prohibited by applicable law.

Essential Processing:

• Certain AI/ML Processing may be essential to deliver core service functionality. If you request to restrict or disable non-essential AI/ML Processing, some features may not work as intended or may be unavailable.

We may need to modify this Policy to address new issues or changes to our policies. We will post changes here, so you should check this page regularly. Your continued use of our services after the new effective date will constitute your acceptance of the changed Policy. You may contact us to request information about our use of AI/ML Processing with your Customer Data, or to request restrictions on non-essential AI/ML Processing. We will review and respond consistent with applicable law and the functionality of our services. Disabling non-essential AI/ML Processing may limit certain features.

If you require any further information, please Contact Us.