Effective May 8, 2026
These Data Processing Terms (the “Terms”) govern Quiet Machines LLC’s processing of personal data on behalf of advisory firms that submit a contact export through the free CRM Hygiene Audit at quietmachines.ai/crm-audit. By submitting a CSV export through that form, you (the advisory firm or its authorized representative) agree to these Terms. If you do not agree, do not submit the file.
“You” or “Firm” means the advisory firm submitting the file and any individual acting on the Firm’s behalf with authority to do so.
“Quiet Machines” or “QM” means Quiet Machines LLC.
“Personal Data” means information in the submitted file that identifies or could identify a natural person, including names, email addresses, phone numbers, mailing addresses, dates of birth, and CRM record identifiers.
“Sub-Processor” means a third party engaged by Quiet Machines to process Personal Data in connection with the Audit.
“Audit” means the analysis Quiet Machines runs against the submitted file to produce the one-page CRM Hygiene Audit report.
You are the data controller for the Personal Data in the submitted file. Quiet Machines acts as a data processor and processes Personal Data only on your documented instructions, which are captured by your submission of the file and your acceptance of these Terms.
Quiet Machines processes the submitted file solely to:
Quiet Machines will not use the submitted file for any other purpose. Quiet Machines will not sell, rent, or share the file with any third party except a Sub-Processor disclosed in Section 5.
The submitted file is held in working memory only for the duration of the Audit, typically 60 to 120 seconds. The file is not written to persistent storage, is not backed up, and is not retained after the Audit completes. If the Audit fails or errors out, the file is still discarded.
The summary-level metadata described in Section 3(e) is retained in QM’s lead-capture database. This metadata does not contain the contents of any individual record. It contains only the firm name, the email address that submitted the audit, the date and time of the run, the detected CRM, the count of records analyzed, and the headline finding totals.
Quiet Machines engages the following Sub-Processors. Each is contractually bound to confidentiality and security commitments at least as protective as those in these Terms.
| Sub-Processor | Purpose | Location |
|---|---|---|
| Anthropic, PBC | Audit analysis (LLM API) | United States |
| Resend, Inc. | Transactional email delivery | United States |
| Supabase, Inc. | Lead-capture metadata storage | United States |
| Vercel, Inc. | Application hosting and execution | United States |
Each Sub-Processor maintains a SOC 2 Type II report or equivalent attestation and has a data processing agreement in place with Quiet Machines. Anthropic, PBC does not train its models on data submitted through its API.
If Quiet Machines adds or replaces a Sub-Processor, the updated list will appear at the URL where these Terms are posted.
Quiet Machines implements commercially reasonable administrative, physical, and technical measures to protect the submitted file during processing, including:
Each Sub-Processor listed in Section 5 maintains a current SOC 2 Type II report or equivalent attestation. On reasonable written request (no more than once per twelve (12) month period), Quiet Machines will share the available portions of those attestations covering its own use of the Sub-Processor sufficient to allow You to verify compliance with these Terms.
Because Quiet Machines does not retain the submitted file or the records contained in it, Quiet Machines cannot fulfill data subject requests directly against the file. You remain responsible for fulfilling any access, deletion, correction, portability, or other rights requests from individuals identified in the file under applicable law, including state privacy laws, the SEC’s Regulation S-P, the FTC’s Safeguards Rule, and any state-level rules applicable to your firm.
For metadata retained under Section 3(e), you may request deletion of your submission record by emailing privacy@quietmachines.ai with the firm name and the audit job ID. Quiet Machines will confirm deletion within thirty days.
Quiet Machines treats the submitted file as confidential information. Personnel who access the file are subject to confidentiality obligations as a condition of their engagement with Quiet Machines. Quiet Machines does not disclose the file or its contents to any third party except a disclosed Sub-Processor or as required by applicable law.
If Quiet Machines is compelled by subpoena, court order, or other legal process to disclose the submitted file or any metadata retained under Section 3(e), Quiet Machines will give You prompt written notice (unless legally prohibited) and reasonable cooperation in seeking a protective order or similar relief, at Your expense.
If Quiet Machines becomes aware of a security incident affecting the submitted file or the metadata retained under Section 3(e), Quiet Machines will notify you without undue delay and in any case within seventy-two (72) hours of becoming aware. The notification will include the known details about the incident, the categories of data affected, the likely consequences, and the steps Quiet Machines is taking to remediate.
Quiet Machines and each Sub-Processor listed in Section 5 are located in the United States. The submitted file is processed in the United States and is not transferred outside the United States by Quiet Machines or its Sub-Processors.
The processor relationship under these Terms ends when the Audit completes, fails, or errors out. On completion, the submitted file is discarded automatically as described in Section 4. The metadata retained under Section 3(e) persists until the earlier of (a) your deletion request under Section 7, or (b) Quiet Machines retiring the lead-capture record under its standard retention policy of three (3) years from the date of submission.
For Personal Data subject to the California Consumer Privacy Act of 2018, as amended by the California Privacy Rights Act (collectively, the “CCPA”), Quiet Machines acts as a “service provider” (as that term is defined in the CCPA) and processes Personal Data only for the limited and specified purposes described in Section 3.
Quiet Machines will not (a) sell or share Personal Data; (b) retain, use, or disclose Personal Data outside the direct business relationship between You and Quiet Machines; (c) retain, use, or disclose Personal Data for any purpose other than the specific purpose of performing the Audit; or (d) combine Personal Data received from You with personal information received from any other source, except as permitted under the CCPA. Quiet Machines certifies its understanding of and compliance with these restrictions.
Quiet Machines is not a registered investment adviser, a broker-dealer, a law firm, or a compliance consultant. The Audit is informational and does not constitute legal, regulatory, tax, accounting, or investment advice. The Audit is not a substitute for a regulated compliance review of your firm’s books and records. You remain responsible for decisions about your CRM data, your client relationships, and your firm’s regulatory posture.
To the maximum extent permitted by applicable law, Quiet Machines’s total aggregate liability arising out of or related to these Terms and the Audit is limited to one hundred dollars ($100). Quiet Machines is not liable for indirect, incidental, special, consequential, exemplary, or punitive damages, lost profits, lost revenue, or lost business opportunities, even if advised of the possibility of such damages.
This limitation applies to the free Audit only. Paid engagements with Quiet Machines are governed by a separate written agreement with its own liability terms.
Quiet Machines is an independent contractor. Nothing in these Terms creates a partnership, joint venture, agency, or employment relationship between You and Quiet Machines.
These Terms are governed by the laws of the State of Indiana, without regard to its conflict-of-laws principles. Any dispute arising out of or related to these Terms is subject to the exclusive jurisdiction of the state and federal courts located in Whitley County, Indiana, and the parties consent to personal jurisdiction in those courts.
Survival. Sections 4 (Retention), 7 (Data subject rights), 8 (Confidentiality), 11 (Termination and deletion), 12 (CCPA service provider), 14 (Limitation of liability), and 16 (Governing law and venue) survive termination or expiration of these Terms.
Severability. If any provision of these Terms is held invalid or unenforceable, that provision will be enforced to the maximum extent permissible and the remaining provisions will continue in full force and effect.
Entire agreement. These Terms constitute the entire agreement between You and Quiet Machines with respect to the free Audit and supersede any prior or contemporaneous communications and proposals on the subject. Paid engagements are governed by a separate written agreement.
No waiver. Quiet Machines’s failure to enforce any right or provision of these Terms will not constitute a waiver of that right or provision.
Assignment. You may not assign or transfer these Terms without Quiet Machines’s prior written consent. Quiet Machines may assign these Terms in connection with a merger, acquisition, or sale of all or substantially all of its assets.
Quiet Machines may update these Terms from time to time. The current version is posted at quietmachines.ai/data-processing-terms. Updates apply only to file submissions made after the effective date of the update. Submissions made before that date remain governed by the version of the Terms in effect on the date of submission.
Privacy and data questions: privacy@quietmachines.ai
General questions: isaiah@quietmachines.ai
Quiet Machines LLC