Privacy Policy

Effective Date: 3 August 2025

Introduction

Welcome to ClaroHQ! We are committed to protecting your privacy and ensuring that your personal information is handled in a safe and responsible manner. This Privacy Policy outlines our practices regarding the collection, use, and protection of your data.

1. Information We Collect

We collect the following personal information from our users to provide and improve our service:

• Contact Information: Full name, email address, phone number.
• Billing Information: Company name and address.

2. How We Collect Information

We collect information when you voluntarily provide it to us. The primary way we collect information is when you register for a ClaroHQ account by providing your email address and creating a password.

3. Legal Basis for Processing

We process your personal data based on the following legal grounds under the GDPR:

• Performance of a Contract: We process your data to provide the services you signed up for, manage your account, send essential service-related communications (e.g., billing, security alerts), and fulfill our contractual obligations.
• Legitimate Interests: We process data for our legitimate business interests. This includes using service usage data to improve our app, and sending marketing emails to users on our free tier to inform them about the benefits of upgrading to a paid account.
• Consent: Where required by law, we will ask for your consent to process your data for specific purposes, such as subscribing to non-essential marketing communications. You can withdraw your consent at any time.

4. How We Use Information

We use the collected information to:

• Provide, operate, and maintain your ClaroHQ account.
• Send you account-related information and updates about new features and improvements.
• Send marketing emails to users who have registered for free, encouraging them to upgrade to a paid account. You may opt-out of these communications at any time.

5. Analytics with PostHog

To help us understand how users interact with our app and to improve your experience, we use PostHog, a privacy-focused analytics platform that acts as our data processor.

What Data We Collect via PostHog

• Usage Data: Pages viewed, clicks, and navigation patterns.
• Technical Data: Device type, browser version, operating system, referring domain, and IP address (which may be anonymized).
• General Location Data: Inferred from your IP address.

This data is used to analyze user behavior, optimize features, and enhance the security and performance of our app. We do not use this data to personally identify you or share it with third parties for their marketing purposes.

6. Data Sharing and International Transfers

Your data is shared with our data processor, PostHog, for analytics purposes. Analytics data is currently stored on secure servers located in Europe.

As a global service, data may be processed in countries outside of your own. When we transfer data internationally, we ensure that appropriate legal safeguards, such as Standard Contractual Clauses (SCCs), are in place to protect your data in accordance with GDPR requirements.

7. Data Storage, Security, and Retention

Security

Your data is stored securely in GDPR-compliant facilities. We implement strong security measures to protect your information, including storing passwords in a hashed format.

Retention

We retain your personal data for as long as your account is active. If you choose to delete your account, we will retain your information for a period of 90 days to allow for account recovery. After this period, your personal data will be permanently deleted from our systems, unless we are required by law to retain it for a longer period (e.g., for financial record-keeping).

Data Breach

In the event of a data breach that is likely to result in a high risk to your rights and freedoms, we will notify you and the relevant supervisory authorities without undue delay.

8. Your Data Rights

You have the following rights regarding your personal data:

• Right of Access: You can request a copy of all the data we hold about you.
• Right to Rectification: You can update or correct your information at any time through your account settings.
• Right to Erasure (Right to be Forgotten): You can delete your account and request the erasure of your personal data.
• Right to Data Portability: You can request a copy of your data in a machine-readable format.
• Right to Object: You can object to certain types of processing, such as for direct marketing.
• Right to Restrict Processing: You can request that we restrict the processing of your data under certain conditions.
• Right to Withdraw Consent: Where we rely on consent, you can withdraw it at any time.

To exercise any of these rights, please contact us at [email protected].

9. Specific Provisions for California Residents (CCPA/CPRA)

If you are a California resident, you have specific rights, including:

• Right to Know: The right to know what personal information we collect, use, and disclose.
• Right to Delete: The right to request the deletion of your personal information.
• Right to Opt-Out: We do not “sell” or “share” your personal information as defined by the CCPA/CPRA.
• Right to Non-Discrimination: We will not discriminate against you for exercising your privacy rights.

To exercise your rights, please contact us at the email address provided above.

10. Cookies and Tracking Technologies

We use essential first-party cookies to manage your authentication and secure your session on your ClaroHQ account.

We use PostHog to help us understand how users interact with our app. PostHog sets a first-party cookie in your browser to distinguish between different users and track usage patterns within our app. This cookie does not track you across other websites.

The information collected via these cookies is used solely for analytics purposes, such as improving our app and understanding user behavior. For more information about PostHog’s privacy practices, please see the PostHog privacy policy.

You can control or delete cookies through your browser settings. If you prefer not to be tracked for analytics purposes, you may enabled the Do Not Track feature on your web browser.

11. Children’s Privacy

Our service is not directed to individuals under the age of 18, and we do not knowingly collect personal information from them. If we become aware that we have collected data from a child under 18, we will take steps to delete that information immediately.

12. Third-Party Links

ClaroHQ may include links to third-party websites or services. We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies.

13. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated effective date. For material changes, we will notify you via email or through a notification within the app.

14. Contact Information

If you have any questions or concerns about this Privacy Policy or our data practices, please contact us at [email protected].