1. Who We Are
Clarely LLC ("Clarely", "we", "us") is a US company that provides quoting, scheduling, invoicing, payment and client management software for service businesses. Our platform is at clarely.app and our marketing website is at clarely.co.
Contact us about this Privacy Policy at:
Email: privacy@clarely.co
Website: clarely.co/privacy
2. Who This Policy Covers
This Privacy Policy applies to four groups of people:
Partners
Individuals and businesses who create a Clarely account and use our platform to run their business. The person who creates the account is the account owner.
Team Members
People a partner invites to work in their Clarely account. The partner adds your first name, last name and email address, and you sign in with a 6-digit code we email to you. The partner that invited you decides how your information is used in its account. Questions about that should go to them first.
Clients
People whose information a partner enters into Clarely, for example a homeowner who receives a quote or invoice from a partner. You do not have a Clarely account.
The partner decides what information about you goes into Clarely and what it is used for. We handle that information on the partner's behalf, to provide our service to it. Please send questions and requests about it to that partner.
Electronic signature evidence, described in Section 3, is part of the partner's records and is kept with its Clarely account. Clarely's own security and request logs, also described in Section 3, can include information about clients.
Visitors
Anyone who visits clarely.co or clarely.app without signing in.
3. What Data We Collect
Data you provide directly
- Account details: when you sign up, your first name, email address, password and business name.
- Business profile: details you choose to add in Settings, such as your business phone number, address and logo, and the payment options you list for your clients (for example Venmo or Zelle handles).
- Team members: the first name, last name and email address of people you invite.
- Client records: your clients' names, contact details and service addresses. When you type an address, the text is used to suggest matching addresses.
- Quotes, jobs and invoices: services, line items, prices, notes, terms, and job dates and times.
- Payments: records of payments and refunds made through Clarely (amount, payment method type such as card or bank, and payment reference numbers), and payments you record by hand.
- AI features: notes you write, documents you upload to the AI quote builder (such as PDFs and CSV files) and the text we extract from them, your service catalog, questions you ask the business chat, and messages you ask us to rewrite. See Section 4.
- Messages to us: emails you send to our support or privacy addresses.
Data collected automatically
- Request and device data: IP address, browser and device details (user agent), pages requested and times. This is logged by our hosting and security provider.
- Product analytics (clarely.app only; our marketing site clarely.co runs no analytics): pages you view and leave, clicks and other interactions in the app, and errors that occur. When you are signed in as a partner or team member, this activity is linked to your email address, name, account, plan, trial status and role. We also record account-level details for analytics: business name, plan, team, the number of clients, quotes, invoices and jobs, and whether Stripe is connected. Some events include quote and client reference numbers and amounts. For AI features, analytics record information about the request (such as timing), not its content. Analytics data is not anonymized.
- Session recordings: recordings of how you move through and use the app, which can be replayed. Passwords, what you type into form fields, and text shown on screen are hidden in recordings, so a recording shows how the app was used rather than the information displayed in it.
- Push notifications: if you turn on browser notifications, we store the subscription details your browser gives us (a delivery address and keys), your browser details, and your user and account.
- Information stored on your device: see Section 8.
Electronic Signature Evidence
When a client accepts a quote through a Clarely-hosted link, Clarely records the following as evidence of the signature:
- the full name typed by the signer
- the date and time of signing
- the signer's IP address
- the signer's browser details (user agent)
- the consent statement shown to the signer and its version
- a copy of the terms as they stood when signed
- a fingerprint (SHA-256 hash) of the document that can show whether it was later changed
- how the quote was accepted
A copy is also kept in an internal event log. We do not collect the signer's location.
This evidence is part of the partner's records. It is kept with the partner's account and deleted along with it (see Section 7). It shows that a quote was accepted, by whom and when, so agreements made through Clarely can be relied on under the federal ESIGN Act and state electronic-transactions laws. Signers do not need a Clarely account and do not agree to Clarely's Terms of Service.
Data we do not collect
- Card numbers. Subscription payments are handled by Stripe. When a client pays an invoice online, they enter their payment details on Stripe's checkout page for the partner's own Stripe account. Clarely never receives or stores card numbers.
- Signer location. We do not collect location information when a quote is signed.
4. How We Use Your Data
| Purpose | Details |
|---|---|
| To provide the service | Creating and managing accounts, signing in partners and team members, storing client, quote, job and invoice records, generating quote and invoice PDFs, and address suggestions. |
| To send emails for partners | Sending quotes, invoices, payment reminders, acceptance confirmations, job scheduling, on-the-way, rescheduling and review-request emails to clients on the partner's behalf. We do not send marketing campaigns to clients. |
| To process payments | Billing partners' subscriptions through Stripe, and letting clients pay invoices through Stripe Checkout on the partner's own connected Stripe account. Clarely records each payment and refund and marks the invoice paid. Clarely takes no fee from these payments. |
| To communicate with you | Team member invitations and sign-in codes, account and subscription notices, push notifications you turn on (for example, "[client name] signed quote [number]"), and replies to support requests. |
| To improve the platform | Product analytics and session recordings, used to understand how Clarely is used and to find problems. See Section 3. |
| To keep the platform secure | Request logs, limits on sign-in code attempts, and investigating misuse. |
| AI features | When you use the AI quote builder, the business chat or message rewrite, we send the content needed for that request to Anthropic, which provides the Claude AI model. That can include your notes, text from documents you upload, your service catalog, and quote, invoice, job and client information, including client names. Anthropic's published policy says it does not use this data to train its models by default, and deletes it within 30 days unless it needs to keep it longer to comply with the law or enforce its usage policy (up to 2 years for flagged content). See our Responsible AI page at clarely.co/responsible-ai. |
| Electronic signature evidence | Keeping a record of quote acceptances for the partner, as described in Section 3. |
| To comply with the law | Responding to lawful requests and keeping records the law requires. |
5. Legal Basis for Processing (GDPR)
Clarely currently offers its service to businesses in the United States. If the EU or UK General Data Protection Regulation applies to our use of your data, we rely on these legal bases:
- Contract: to provide the service a partner signed up for, including handling client and team member data for the partner.
- Legitimate interests: product analytics and session recordings, and security. We rely on this only where your rights do not override those interests.
- Legal obligation: keeping records and responding to lawful requests where the law requires it.
We do not currently rely on consent for any processing.
6. How We Share Your Data
We share data only in the following circumstances.
With the businesses and people you deal with
- If you are a client, the partner that sent you a quote or invoice can see your information in their account, along with their team members.
- If you are a team member, the account owner and other team members can see what you do in the account.
Service providers
We use the providers below to run Clarely. The table shows what each receives and why.
| Provider | What they receive | Purpose |
|---|---|---|
| Supabase (Amazon Web Services, US East) | All platform data | Database, sign-in, file storage and server functions |
| Stripe | Partners' email, business name and account reference; clients' payment details, entered directly on Stripe's checkout page; payment and refund records | Subscription billing, and invoice payments through the partner's own connected Stripe account |
| Resend | Recipient name and email address, and the full content of the email | Quote, invoice, reminder and acceptance emails; team member invitations and sign-in codes; account notices |
| Brevo | Client first name, business name, job date and time, and the full content of the email; a contact record for each client (email address, first and last name); unsubscribe and bounce events | Job scheduling, on-the-way, rescheduling and review-request emails |
| Anthropic | Content needed for each AI request (see Section 4) | AI features |
| PostHog (US) | Product analytics and session recordings (see Section 3) | Product analytics and session recording |
| Google (Places API) | Address text as you type it | Address suggestions |
| Google (Workspace) | Emails you send to us and our replies | Our email |
| Fly.io (Virginia, US) | Quote and invoice content, including client name, address and line items | Creating PDF documents |
| Cloudflare | IP address and request data; request logs | Hosting, delivery and security for our websites |
| Browser push services (such as Google, Apple and Mozilla) | Notification text, which can include a client name and quote number | Delivering push notifications you turn on |
Each provider's own privacy policy applies to its handling of data: supabase.com/privacy, stripe.com/privacy, resend.com/legal/privacy-policy, www.brevo.com/legal/privacypolicy, anthropic.com/legal/privacy, posthog.com/privacy, policies.google.com/privacy, fly.io/legal/privacy-policy and cloudflare.com/privacypolicy.
Legal Requirements
We may disclose data if required to by law, a valid court order or a government authority.
Business Transfers
If Clarely LLC is acquired by or merges with another company, your data may be transferred as part of that transaction.
7. Data Retention
We have not yet set fixed retention periods for most of the data we hold, and we do not automatically delete accounts. This table shows what happens today.
| Data | How long we keep it today |
|---|---|
| Account, business and team member data; client, quote, job and invoice records | While the account exists, and after it is closed or suspended, until it is deleted on request. Some items you remove in the app are hidden rather than erased and stay in our database. |
| Unsaved AI quote-builder drafts | Deleted automatically after 7 days. |
| Documents uploaded to the AI quote builder | While the account exists. If you remove a document in the quote builder, it is hidden from you but the file is kept; it is not erased. Text we extracted from documents and quote lines generated from them are stored with your account. |
| Payment, refund and subscription records, and plan history | No fixed period. |
| Security and activity logs (including an AI log that stores fingerprints of requests, not their text) | No fixed period. |
| Electronic signature evidence | Kept with the partner's account, like its other records, until the account is deleted on request. |
| Product analytics and session recordings | Kept by PostHog. We do not anonymize analytics data. |
| Business chat history | Kept only in your browser tab for that session. It is not saved to your account. |
| Backups | Our hosting provider keeps a daily backup for 7 days. We also keep our own hourly backups for 48 hours and daily backups for 30 days. |
Deleting your data
You can ask us to delete your account and its data by emailing privacy@clarely.co from the email address on the account. We carry out deletion by hand.
- What may be kept: we may keep data we need to comply with the law or resolve disputes.
- Backups: deleted data may remain in backup copies for up to 30 days, until those backups expire.
- Clients and team members: see Section 2 for how your requests are handled.
8. Cookies and Similar Technologies
clarely.app does not set cookies. Instead, it stores information in your browser's local storage, or in the app's own storage on your device:
- Sign-in: your sign-in session, so you stay signed in. Team members have a separate session key. These are required for the app to work.
- Preferences: settings such as your display theme and which tips you have dismissed.
- Business chat: your chat history for the current browser tab, removed when the tab closes.
- Analytics: PostHog, our analytics provider, stores an identifier and settings in your browser's local storage so it can link your activity and session recordings (see Section 3).
There is currently no setting to turn off analytics or session recording. Clearing your browser's site data removes the stored analytics identifier, but a new one is created when you next use the app.
clarely.co, our marketing site, runs no analytics. Our security provider Cloudflare sets one cookie there, __cf_bm, which helps tell people apart from automated bots and expires after about 30 minutes.
Do Not Track: Clarely does not respond to browser "Do Not Track" signals.
Other companies' services: We do not use advertising cookies or advertising networks. Some parts of Clarely are provided by other companies: address suggestions by Google and online payments on Stripe's checkout page. What those companies collect when you use their part is covered by their own privacy policies (see Section 6).
Pages clients use: Analytics and session recording currently also run on the pages clients open to view, sign and pay quotes and invoices. Text on these pages is hidden in recordings.
9. Your Privacy Rights
Depending on where you live, applicable law may give you some or all of the rights below, where and to the extent that law applies.
To make a request, email privacy@clarely.co. We may need to confirm your identity. We will respond as the applicable law requires.
| Right | What it means | How to ask |
|---|---|---|
| Access | Get a copy of the personal data we hold about you | Email us. |
| Correction | Fix data that is wrong or incomplete | Partners can update their business profile (such as phone number, address, logo and payment options) and their client records in the app. For anything else, email us. |
| Deletion | Have your data deleted | Email us. We delete by hand, as described in Section 7. |
| Portability | Receive your data in a form you can take elsewhere | Handled the same way as Access. |
| Restrict or object | Ask us to limit or stop a particular use of your data | Email us. |
If you are a team member or a client, the partner you work for or deal with controls the data about you in its Clarely account, including signature evidence, so please send your request to that partner.
California Residents
We do not sell personal information and do not share it for cross-context behavioural advertising.
EU and UK Residents
If GDPR applies to you and you are not satisfied with our response to a request, you have the right to complain to your local data protection authority.
10. Data Security
We use reasonable technical and organizational measures to protect your data, including:
- Encryption of data in transit using TLS on every connection. Our web app also tells browsers to use secure connections only (HSTS).
- Encryption of stored data, provided by our hosting and infrastructure providers.
- Row-level security on every table that holds account data, so the database itself keeps each account's data separate from other accounts.
- Limits on how many sign-in codes can be requested.
No method of transmission or storage is completely secure. If we learn of a security breach affecting your personal information, we will notify you as the law requires. If you find a security vulnerability or suspect a breach, please tell us right away at privacy@clarely.co.
11. International Data Transfers
Clarely offers its service to businesses in the United States. Our database and file storage are in the United States (Amazon Web Services, US East), our PDF service runs in Virginia, and our analytics provider stores data in the United States. Cloudflare delivers our websites from locations around the world, so request data may pass through other countries.
If you use Clarely from outside the United States, your data will be transferred to and processed in the United States, where data protection laws may differ from yours. We do not currently have standard contractual clauses or other transfer agreements in place with users outside the United States.
12. Children's Privacy
Clarely is not directed at children, and partner accounts are for adults. We do not knowingly collect personal data from children under 13. If you believe a child has given us personal data, contact privacy@clarely.co and we will delete it.
13. Changes to This Policy
We may update this Privacy Policy to reflect changes in our practices or the law. When we do, we will post the updated policy at clarely.co/privacy and change the date at the top of this page. For material changes, we will also notify partners by email or through a notice in the platform before they take effect.
If you keep using Clarely after an updated policy takes effect, the updated policy applies to your use. The current version is always at clarely.co/privacy.
14. Contact Us
For questions, requests or concerns about this Privacy Policy or how we handle your data:
Privacy: privacy@clarely.co
General: support@clarely.co
Website: clarely.co
Plain English Summary
We collect the information you put into Clarely, and information about how you use it, so we can run your account and improve the product. That includes analytics linked to your name and email, and recordings of how you use the app, with the text on screen hidden. We do not sell your data and we do not use advertising networks. We share data with the services that help us run Clarely, listed above, including the AI provider Anthropic. There is no button to download or delete your data. To ask for a copy or for deletion, email privacy@clarely.co. We have not set fixed deletion dates for most data, and we say so above.