Privacy policy

1. Data controller

The controller is maindsolutions. For any privacy question or to exercise your rights, write to legal@clarahub.app.

2. What we process

• Account data: email, optional name, language, time zone and the date of your consent.
• If you subscribe to a paid plan: your name or business name, billing address, tax ID if you give it, your plan, payments and invoices. Your card details go to Stripe, which keeps them; Clara never sees them.
• WhatsApp conversations you choose to provide (linking with a code, exported chats or a local .crypt15 backup): text, voice notes, images and documents of chats treated as work, from one number or, on the Max plan, two.
• If you connect them, the conversations of your other channels: the 1:1 chats you choose in Telegram Business and Telegram Desktop exports; the mail of your mailboxes (Outlook, Gmail, iCloud or any other over IMAP, with read-only access) or what you forward to your forwarding address, without newsletters or automated notifications, and from new senders only once you approve them; and the text messages your phone forwards or that you import from a backup. To recognise one person across channels, Clara keeps their numbers, addresses and usernames encrypted and as a cryptographic digest (HMAC), never in the clear.
• When you link WhatsApp, the list of your recent chats (those active in the last 30 days, up to 50): their name and when they were last active, so you can mark the personal ones before Clara reads any message. The messages WhatsApp sends along with that list are discarded in memory: they are never stored or sent to any AI model.
• Derived information: tasks, amounts, agreements, appointments, transcripts, receipt data and a contact summary (CRM).
• What you create with Clara on the Max plan: your questions to Clara and their answers, quotes and the business details printed on them, weekly reviews and dispute packs; and the email address of anyone you invite to work in your account.
• Minimal technical data: sign-in sessions, passkeys, notification subscriptions, aggregated metrics and a record of each AI request (what it was for, the model, the tokens and its cost; never its content).

3. Privacy shield

Before anything is stored, Clara discards, in memory, the messages from contacts you mark as personal (family, friends). Those messages never reach our database or any AI model; we only keep the chat name and a count of ignored messages. If you mark a chat as personal after it was analyzed, we delete its messages and everything derived from them.

4. Purposes and legal basis

• Providing the service (performance of a contract, GDPR Art. 6(1)(b)): turning your work conversations into tasks, finances, agreements and appointments.
• Processing third-party content present in your work chats, based on your consent and your legitimate interest in managing your professional activity (Art. 6(1)(a) and 6(1)(f)).
• Charging for paid plans and issuing their invoices (performance of a contract, Art. 6(1)(b)), and keeping those invoices as tax and commercial law require (legal obligation, Art. 6(1)(c)).
• Security, abuse prevention and legal compliance (Art. 6(1)(c) and 6(1)(f)).

5. AI with zero data retention

Analysis runs through Vercel AI Gateway or Venice.ai (directly or through Tokentide), always with mandatory zero data retention (ZDR): on Vercel AI Gateway only model providers with a zero-retention agreement take part, and on Venice.ai only its private models. They process each request and discard it. No data is ever used to train models. We never sell or share your data.

6. Processors and data location

• Vercel Inc. — hosting and functions in the fra1 region (Frankfurt, Germany).
• Neon Inc. — Postgres database in aws-eu-central-1 (Frankfurt, Germany).
• AI providers through Vercel AI Gateway, with zero retention and data processing agreements.
• Venice.ai — private AI models with zero retention, as the main or the backup provider.
• Tokentide (tokentide.app) — an independent service based in Spain that gives access to those same private Venice.ai models from servers in the United States: it passes each request on to Venice.ai without storing its content or identifying you to Venice.ai, and keeps only each request’s technical data (model, tokens and cost).
• Stripe Payments Europe, Ltd. (Ireland) — payments for paid plans, invoices and subscription management. It receives your name, email, billing address, tax ID if you give it and your card details. Stripe also processes some data as an independent controller, to prevent fraud and meet its legal obligations, under its own privacy policy.
• A transactional email provider for sign-in links.
• An email provider that hosts Clara's own mailboxes (support, contact and legal): it keeps what you write to those addresses and our replies, so we can answer you.
• If you link your calendar or add it with your private link (Max plan), Google, Microsoft, Apple or the calendar app you choose receive, in your own calendar account and under their terms, the appointments Clara finds (title, time, place, whether it is confirmed and the contact's first name), never chat content. You can unlink it or change the link at any time.

Some of these providers (Tokentide, Venice.ai, Stripe and the AI providers) may process data in the United States. Those transfers rely on the EU-US Data Privacy Framework where the provider is certified under it, and otherwise on the European Commission’s Standard Contractual Clauses.

7. Security

Every user has their own encryption key (AES-256-GCM) protected by a master key. Quoted messages, transcripts, message texts and the linked WhatsApp session keys are stored encrypted. The database enforces per-user isolation (Row-Level Security). Clara connects to WhatsApp in strictly read-only mode: it never sends messages, never marks chats as read and never appears online. The same on the other channels: the Telegram bot has no rights to reply or mark anything as read, mailboxes are read with read-only permissions, and tokens and app passwords are stored encrypted with your key. The 64-digit key of .crypt15 backups is used on your device and never stored.

8. Retention

• Voice notes and files: deleted right after analysis by default (“Transcript only” mode); optionally kept encrypted for 7 days, and those behind an agreement, payment, task or appointment for your plan's proof window (7 days on Free, 30 on Pro, 12 months on Max).
• Receipts and invoices: kept encrypted for your accountant bundle until you delete them or your account.
• Messages, transcripts and derived data: for as long as you keep your account.
• Invoices for your Clara subscription and their billing data: as long as tax and commercial law require (generally six years), even after you delete your account.
• Sign-in links and expired sessions: deleted automatically.
• AI usage records: kept for our bookkeeping; when you delete your account they are unlinked from it and kept only as anonymous statistics.
• Team invitations: the link stops working after 14 days; you can withdraw an invitation or someone's access from Settings at any time.

9. Your rights

You can access and correct your data, object to or restrict its processing, and withdraw your consent at any time. From Settings you can download all your data (portability) in one click and delete your account instantly and irreversibly (right to erasure), except the invoices for your subscription, which we must keep. You may also lodge a complaint with your EU supervisory authority.

10. Cookies

We only use essential cookies: the session cookie (HttpOnly, Secure), the language cookies and one that remembers whether you collapsed the sidebar; if someone invited you to their account, the one that remembers which account you work in; and a temporary one while you link a calendar. We use no analytics or advertising cookies, so there is no cookie banner.