We Run Our Business on Referrals
Fresh Projects is a UK-based software platform designed for architects, engineers, and other built-environment professionals to manage financial aspects of their projects. It helps teams track fees, timesheets, expenses, billing, and overall profitability to keep projects on budget and profitable. The platform also centralises project data, streamlines administrative tasks, and offers mobile app support for easy access and updates.
1a Colinette Road
London
SW15 6QG
© 2026 Fresh Projects
Product
We Run Our Business on Referrals
Fresh Projects is a UK-based software platform designed for architects, engineers, and other built-environment professionals to manage financial aspects of their projects. It helps teams track fees, timesheets, expenses, billing, and overall profitability to keep projects on budget and profitable. The platform also centralises project data, streamlines administrative tasks, and offers mobile app support for easy access and updates.
1a Colinette Road
London
SW15 6QG
© 2026 Fresh Projects
Product
Fresh Memory Addendum
Fresh Memory Addendum
Fresh Memory Addendum
This (the “FMA”) is entered into by and between: Fresh Projects Cloud Ltd (registration number 10011315), with its primary office located at 1a Colinette Road, London SW156QG, England (“Fresh Projects”); and the Client as set forth on the Proposal to which this MA relates (the “Client”). Fresh Projects and Client are each referred to as a “Party” and together as the “Parties”.
This (the “FMA”) is entered into by and between: Fresh Projects Cloud Ltd (registration number 10011315), with its primary office located at 1a Colinette Road, London SW156QG, England (“Fresh Projects”); and the Client as set forth on the Proposal to which this MA relates (the “Client”). Fresh Projects and Client are each referred to as a “Party” and together as the “Parties”.
THE CLIENT IS DEEMED TO HAVE ACCEPTED THIS FMA, BY (1) CLICKING A BOX ONLINE INDICATING ACCEPTANCE, (2) EXECUTING A PROPOSAL THAT REFERENCES THIS FMA, (3) SIGNING THE EXECUTION PAGE BELOW OR (4) USING THE FRESH MEMORY SERVICE, AS APPLICABLE. IF THE INDIVIDUAL ACCEPTING THIS FMA IS ACCEPTING ON BEHALF OF A COMPANY OR OTHER LEGAL ENTITY, SUCH INDIVIDUAL REPRESENTS HE/SHE/THEY HAVE THE AUTHORITY TO BIND SUCH ENTITY TO THIS FMA, IN WHICH CASE THE TERM “CLIENT” SHALL REFER TO SUCH ENTITY. IF THE INDIVIDUAL ACCEPTING THIS AGREEMENT DOES NOT HAVE SUCH AUTHORITY, OR DOES NOT AGREE WITH THESE TERMS AND CONDITIONS, SUCH INDIVIDUAL MUST NOT ACCEPT THIS FMA AND MAY NOT USE THE FRESH MEMORY SERVICES (IN WHOLE OR PART). PLEASE READ THE TERMS, THE DPA, THIS FMA AND THE PROPOSAL (ALL AS DEFINED BELOW) CAREFULLY.
THE CLIENT IS DEEMED TO HAVE ACCEPTED THIS FMA, BY (1) CLICKING A BOX ONLINE INDICATING ACCEPTANCE, (2) EXECUTING A PROPOSAL THAT REFERENCES THIS FMA, (3) SIGNING THE EXECUTION PAGE BELOW OR (4) USING THE FRESH MEMORY SERVICE, AS APPLICABLE. IF THE INDIVIDUAL ACCEPTING THIS FMA IS ACCEPTING ON BEHALF OF A COMPANY OR OTHER LEGAL ENTITY, SUCH INDIVIDUAL REPRESENTS HE/SHE/THEY HAVE THE AUTHORITY TO BIND SUCH ENTITY TO THIS FMA, IN WHICH CASE THE TERM “CLIENT” SHALL REFER TO SUCH ENTITY. IF THE INDIVIDUAL ACCEPTING THIS AGREEMENT DOES NOT HAVE SUCH AUTHORITY, OR DOES NOT AGREE WITH THESE TERMS AND CONDITIONS, SUCH INDIVIDUAL MUST NOT ACCEPT THIS FMA AND MAY NOT USE THE FRESH MEMORY SERVICES (IN WHOLE OR PART). PLEASE READ THE TERMS, THE DPA, THIS FMA AND THE PROPOSAL (ALL AS DEFINED BELOW) CAREFULLY.
Background
Background
It is acknowledged that:
1.1 the Client has entered into the Proposal, Software-as-a-Service Terms and Conditions (“Terms”), and Data Processing Agreement (“DPA”) with Fresh Projects to use Fresh Projects’ services in connection with the Client’s business.
1.2 Fresh Projects’ services are delivered as a software-as-a-service solution (“Services”) and as part of the Proposal it has been agreed that Fresh Projects will deliver its “Fresh Memory” service as an Add-On (as defined in the Terms) as part of the Services (“Fresh Memory Service”). The Fresh Memory Service shall be available at: Freshmemory.ai.
1.3 Accordingly, the Fresh Memory Service shall be subject to any Proposal, the Terms, the DPA and this FMA (together, the “Agreement”) and, in particular, the Warranties and Limitation of Liability at Section 11 of the Terms and the Limitation of Liability at Section 10 of the DPA. This FMA is intended to supplement the Terms and DPA and provide specific information with regards to the Fresh Memory Service.
1.4 This FMA shall enter into force on the Effective Date of the Proposal, subject to Section 1.5 below, and shall remain in force until the Agreement is terminated or expires.
1.5 Upon the termination or expiry of the Agreement, without entering into a new Fresh Projects agreement replace the Agreement, the provisions of this FMA shall continue to apply as long as and to the extent Fresh Projects is providing the Fresh Memory Service to the Client.
1.6 It is agreed that Fresh Projects may update how the Fresh Memory Service processes Client data (and accordingly the provisions of Schedule 1 below) from time to time to improve the service and take advantage of technological improvements. If it does so then it shall give notice of such update to the Client (which it may do by way of its website).
1.7 Schedule 1 to FMA sets out additional details of processing of personal data in respect of the Fresh Memory Service, which shall apply in addition to those already set out in Schedule 1 of the DPA.
1.8 The Client warrants that it has a lawful basis under applicable Data Protection Laws for the Processing of the Personal Data of individuals who are senders, recipients or identified in the content of emails processed using the Fresh Memory Service and shall inform such individuals of the Processing where required by applicable Data Protection Laws.
1.9 Notwithstanding the provisions of Schedule 1 of the DPA (Location of processing operations), the Client acknowledges and agrees that Fresh Projects may transfer Personal Data to sub-processors located outside the EEA and UK for the purposes of the Fresh Memory Service, as identified in the sub-processor table in Schedule 1 of this FMA (as may be varied from time to time in accordance with Section 8 of the DPA). Such transfers shall be carried out in accordance with Section 8.3 of the DPA.
1.10 Notwithstanding the retention provisions in Schedule 1 of the DPA (which provide for a 90-day retention period following termination of the Agreement), the Client acknowledges and agrees that, in respect of the Fresh Memory Service, upon termination of the Client’s Fresh Memory account all associated email data, vector embeddings, project assignments, and AI-generated suggestion history shall be deleted without a retention period, unless the Client requests in writing prior to termination that Fresh Projects retain such data for a specified period not exceeding 90 days to facilitate data migration.
It is acknowledged that:
1.1 the Client has entered into the Proposal, Software-as-a-Service Terms and Conditions (“Terms”), and Data Processing Agreement (“DPA”) with Fresh Projects to use Fresh Projects’ services in connection with the Client’s business.
1.2 Fresh Projects’ services are delivered as a software-as-a-service solution (“Services”) and as part of the Proposal it has been agreed that Fresh Projects will deliver its “Fresh Memory” service as an Add-On (as defined in the Terms) as part of the Services (“Fresh Memory Service”). The Fresh Memory Service shall be available at: Freshmemory.ai.
1.3 Accordingly, the Fresh Memory Service shall be subject to any Proposal, the Terms, the DPA and this FMA (together, the “Agreement”) and, in particular, the Warranties and Limitation of Liability at Section 11 of the Terms and the Limitation of Liability at Section 10 of the DPA. This FMA is intended to supplement the Terms and DPA and provide specific information with regards to the Fresh Memory Service.
1.4 This FMA shall enter into force on the Effective Date of the Proposal, subject to Section 1.5 below, and shall remain in force until the Agreement is terminated or expires.
1.5 Upon the termination or expiry of the Agreement, without entering into a new Fresh Projects agreement replace the Agreement, the provisions of this FMA shall continue to apply as long as and to the extent Fresh Projects is providing the Fresh Memory Service to the Client.
1.6 It is agreed that Fresh Projects may update how the Fresh Memory Service processes Client data (and accordingly the provisions of Schedule 1 below) from time to time to improve the service and take advantage of technological improvements. If it does so then it shall give notice of such update to the Client (which it may do by way of its website).
1.7 Schedule 1 to FMA sets out additional details of processing of personal data in respect of the Fresh Memory Service, which shall apply in addition to those already set out in Schedule 1 of the DPA.
1.8 The Client warrants that it has a lawful basis under applicable Data Protection Laws for the Processing of the Personal Data of individuals who are senders, recipients or identified in the content of emails processed using the Fresh Memory Service and shall inform such individuals of the Processing where required by applicable Data Protection Laws.
1.9 Notwithstanding the provisions of Schedule 1 of the DPA (Location of processing operations), the Client acknowledges and agrees that Fresh Projects may transfer Personal Data to sub-processors located outside the EEA and UK for the purposes of the Fresh Memory Service, as identified in the sub-processor table in Schedule 1 of this FMA (as may be varied from time to time in accordance with Section 8 of the DPA). Such transfers shall be carried out in accordance with Section 8.3 of the DPA.
1.10 Notwithstanding the retention provisions in Schedule 1 of the DPA (which provide for a 90-day retention period following termination of the Agreement), the Client acknowledges and agrees that, in respect of the Fresh Memory Service, upon termination of the Client’s Fresh Memory account all associated email data, vector embeddings, project assignments, and AI-generated suggestion history shall be deleted without a retention period, unless the Client requests in writing prior to termination that Fresh Projects retain such data for a specified period not exceeding 90 days to facilitate data migration.
SCHEDULE 1 - PROCESSING OF PERSONAL DATA
SCHEDULE 1 - PROCESSING OF PERSONAL DATA
– FURTHER INFORMATION REGARDING THE FRESH MEMORY SERVICE
Categories of data
By using the Fresh Memory Outlook Add-in, Fresh Projects will collect the following data from the Client’s Microsoft Outlook mailbox:
Data read directly by the add-in (via Office.js):
• Email subject line
• Internet Message ID (a unique identifier for the email)
• Mailbox email address
Data imported from Client mailbox (via Microsoft Graph API, with Client’s explicit consent):
• Email subject, date, and folder location
• Sender name and email address
• Recipient details (To, CC, BCC, Reply-To)
• Email body (plain text and HTML)
• Email headers
• Attachment metadata (file name, size, and type — attachment contents are not imported)
• Conversation/thread identifiers
The add-in requests the ReadWriteItem permission in Outlook, which allows it to read the currently selected email and write category or flag information. Bulk mailbox import is performed separately via Microsoft Graph API with OAuth consent.
The Client acknowledges that by importing email correspondence from a Client mailbox, the Fresh Memory Service will Process Personal Data of any individual who is a sender, recipient or identified in the content of emails within the Client’s mailbox, including employees, clients, suppliers, and other third parties of the Client.
2. How the Fresh Memory Service Processes the Client’s Email Data
The Fresh Memory Service processes Client email data for the following purposes:
• Email filing and organisation: emails are stored in Fresh Projects’ database and associated with projects and cost centres within the Client's Fresh Memory account. This is the core purpose of the service — helping the organisation categorise and retrieve business correspondence.
• Semantic search: email bodies are split into segments (e.g., original message, quoted replies, forwarded content) and converted into numerical vector embeddings using a third-party embedding model. These embeddings are stored in a vector database to enable semantic search across the Client's emails. The embeddings are mathematical representations and cannot be reversed back into the original email text.
• AI-powered project suggestions: when an email is imported, Fresh Memory may use a third-party AI language model to suggest which project or cost centre the email should be filed to. The model receives the email subject, sender details, date, folder name, and a truncated portion of the email body (up to 3,000 characters). Where possible, Fresh Project avoids calling the AI model entirely by inheriting project assignments from earlier emails in the same conversation thread.
3. Information Security Measures
All email data imported into the Fresh Memory Service is stored in a database, scoped to the Client’s account. Every record is associated with a Client identifier, ensuring strict data isolation between organisations.
What is stored persistently:
• Full email content (subject, body, headers, sender, recipients)
• Attachment metadata (file names, sizes, types — not file contents)
• Project and cost centre assignments
• AI-generated suggestion history (including confidence scores and reasoning)
• Vector embeddings in the vector database
What is transient (not stored):
• Authentication tokens are held in memory only during active sessions
• Email body text sent to third-party AI providers for processing is not retained by Fresh Projects after the embedding or suggestion is generated (each provider’s own retention policies apply to data processed through their APIs)
• Email data is retained for as long as the Client's Fresh Memory account is active. Upon account termination, all associated email data, embeddings, and project assignments are deleted.
4. Third-Party Services That Receive Your Data
Fresh Projects will share email data with the following third-party sub-processors for the purposes described above:
AI Model Providers (various locations)
Data Shared: Email segments (subject, sender, recipients, date, body text)
Purpose: Generating vector embeddings, semantic search, and AI-powered project suggestions
Vector Database Provider
Data Shared: Vector embeddings and email metadata (subject, sender, date, project assignments, company ID)
Purpose: Storing and searching vector embeddings
Microsoft Graph API
Data Shared: OAuth access tokens (we read from your mailbox; no email data is sent to Microsoft beyond what already exists in your mailbox)
Purpose: Importing emails from your Outlook mailbox
Google
Data Shared: OAuth identity tokens
Purpose: User authentication via Google Sign-In
Fresh Projects uses paid, premium-tier accounts with its AI model providers. Under these plans, your data is not used to train, improve, or develop their AI models, and is not shared with other customers or third parties. Data sent to these providers is processed solely to generate a response for the Client’s request and is subject to their respective data processing agreements.
Fresh Projects does not sell email data to any third party. Third-party providers process data only as necessary to provide their services to Fresh Projects.
– FURTHER INFORMATION REGARDING THE FRESH MEMORY SERVICE
Categories of data
By using the Fresh Memory Outlook Add-in, Fresh Projects will collect the following data from the Client’s Microsoft Outlook mailbox:
Data read directly by the add-in (via Office.js):
• Email subject line
• Internet Message ID (a unique identifier for the email)
• Mailbox email address
Data imported from Client mailbox (via Microsoft Graph API, with Client’s explicit consent):
• Email subject, date, and folder location
• Sender name and email address
• Recipient details (To, CC, BCC, Reply-To)
• Email body (plain text and HTML)
• Email headers
• Attachment metadata (file name, size, and type — attachment contents are not imported)
• Conversation/thread identifiers
The add-in requests the ReadWriteItem permission in Outlook, which allows it to read the currently selected email and write category or flag information. Bulk mailbox import is performed separately via Microsoft Graph API with OAuth consent.
The Client acknowledges that by importing email correspondence from a Client mailbox, the Fresh Memory Service will Process Personal Data of any individual who is a sender, recipient or identified in the content of emails within the Client’s mailbox, including employees, clients, suppliers, and other third parties of the Client.
2. How the Fresh Memory Service Processes the Client’s Email Data
The Fresh Memory Service processes Client email data for the following purposes:
• Email filing and organisation: emails are stored in Fresh Projects’ database and associated with projects and cost centres within the Client's Fresh Memory account. This is the core purpose of the service — helping the organisation categorise and retrieve business correspondence.
• Semantic search: email bodies are split into segments (e.g., original message, quoted replies, forwarded content) and converted into numerical vector embeddings using a third-party embedding model. These embeddings are stored in a vector database to enable semantic search across the Client's emails. The embeddings are mathematical representations and cannot be reversed back into the original email text.
• AI-powered project suggestions: when an email is imported, Fresh Memory may use a third-party AI language model to suggest which project or cost centre the email should be filed to. The model receives the email subject, sender details, date, folder name, and a truncated portion of the email body (up to 3,000 characters). Where possible, Fresh Project avoids calling the AI model entirely by inheriting project assignments from earlier emails in the same conversation thread.
3. Information Security Measures
All email data imported into the Fresh Memory Service is stored in a database, scoped to the Client’s account. Every record is associated with a Client identifier, ensuring strict data isolation between organisations.
What is stored persistently:
• Full email content (subject, body, headers, sender, recipients)
• Attachment metadata (file names, sizes, types — not file contents)
• Project and cost centre assignments
• AI-generated suggestion history (including confidence scores and reasoning)
• Vector embeddings in the vector database
What is transient (not stored):
• Authentication tokens are held in memory only during active sessions
• Email body text sent to third-party AI providers for processing is not retained by Fresh Projects after the embedding or suggestion is generated (each provider’s own retention policies apply to data processed through their APIs)
• Email data is retained for as long as the Client's Fresh Memory account is active. Upon account termination, all associated email data, embeddings, and project assignments are deleted.
4. Third-Party Services That Receive Your Data
Fresh Projects will share email data with the following third-party sub-processors for the purposes described above:
AI Model Providers (various locations)
Data Shared: Email segments (subject, sender, recipients, date, body text)
Purpose: Generating vector embeddings, semantic search, and AI-powered project suggestions
Vector Database Provider
Data Shared: Vector embeddings and email metadata (subject, sender, date, project assignments, company ID)
Purpose: Storing and searching vector embeddings
Microsoft Graph API
Data Shared: OAuth access tokens (we read from your mailbox; no email data is sent to Microsoft beyond what already exists in your mailbox)
Purpose: Importing emails from your Outlook mailbox
Google
Data Shared: OAuth identity tokens
Purpose: User authentication via Google Sign-In
Fresh Projects uses paid, premium-tier accounts with its AI model providers. Under these plans, your data is not used to train, improve, or develop their AI models, and is not shared with other customers or third parties. Data sent to these providers is processed solely to generate a response for the Client’s request and is subject to their respective data processing agreements.
Fresh Projects does not sell email data to any third party. Third-party providers process data only as necessary to provide their services to Fresh Projects.