Clarity Inbox Privacy Policy

At Clarity Inbox, we respect your privacy and are committed to protecting your personal data. This privacy policy explains how we handle your personal data when you visit our website or otherwise interact or communicate with us, and informs you about your privacy rights and how the law protects you.

1. Important information and who we are

Purpose of this privacy policy

This privacy policy aims to inform you about how Clarity Inbox collects and processes your personal data when you use our website, our Clarity Inbox services, or otherwise communicate or interact with us during business activities.

2. The data we collect about you

We may create aggregated, de-identified or anonymized data from the personal data we collect, including by removing information that makes the data personally identifiable to a particular user. We may use such aggregated, de-identified or anonymized data and disclose it with third parties for our lawful business purposes, including to analyze, build, and improve the Clarity Inbox services and promote our business, provided that we will not disclose such data in a manner that could identify you.

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

• Contact Data includes name, role at business, email address, phone number, and other contact details

• Personal Data includes gender, date of birth, education, and employment history

• Financial Data includes billing information, bank card details.

• Correspondence Data includes email correspondence, notes of conversations where these express an opinion.

• Usage Data includes information about how you use our website or services.

• Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website or our services.

• Third Party Data:  If you choose to connect your Google account, email, or other services to Clarity Inbox, we may collect certain data from those platforms (e.g., emails, contacts, conversations, calendar events) to provide the requested services.

3. How is your personal data collected?

We use different methods to collect data from and about you including through:

• Direct interactions: We collect the majority of your data through our Clarity Inbox products and services on our website, by email, over the phone, in person at meetings or otherwise.

• Automated technologies or interactions: As you interact with our website, we may automatically collect Technical Data about your browsing actions and patterns. We collect this personal data by using cookies, and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies. You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. 

• Third parties or publicly available sources: We may receive Technical Data about you from analytics providers such as Google or Hubspot.

4. How we use your personal data

4.1 Use of Personal Data

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

• In anticipation of or in accordance with the terms of use or service agreement that we have with you;

• Where it is necessary for our legitimate interests- or those of a third party- in the operation of our business, and we have conducted an objective assessment that your interests and fundamental rights do not override those interests (for example, to manage our relationship with you, improve the service we offer, or respond to an enquiry you make to us); or

• Where we need to comply with a legal or regulatory obligation.

• Provide, maintain, and improve Clarity Inbox service.

• Automate tasks on your behalf, such as organizing emails and producing drafts

• Analyze usage patterns to enhance Clarity Inbox's performance and user experience. 

• Communicate with you about your account, provide customer support, and send service-related notifications.

Please contact us if you need details about the specific legal grounds on which we rely on to process your personal data.

4.2 If you connect your Google account to Clarity Inbox, the following applies:

4.2.1 Access to Google Data

Clarity Inbox may request access to your Google user data to perform the services you've enabled, such as reading emails to respond to customer queries or accessing calendar events to help schedule meetings. Access is limited to the following scopes:

• Email read and send permissions.

• Calendar read and write permissions.

• Contact access enables interaction with your customers.

4.2.2 Use of Google Data

Clarity Inbox uses your Google user data solely to deliver services like automating responses and managing customer communications. We do not use your Google data for advertising or other purposes outside of providing the requested service.

4.2.3 Storage of Google Data

We store Google user data securely and retain it only for as long as necessary to provide our service. Clarity Inbox will delete this data when you disconnect or close your Google account.

4.2.4 Sharing of Google Data

We do not share Google user data with any third parties except to the extent required to provide the service, comply with legal obligations, or prevent fraud or abuse.

4.2.5 Google API Compliance

Clarity Inbox complies with Google's API Services User Data Policy, including the Additional Requirements for Specific API Scopes. Specifically, we:

• Only access Google data as needed to provide our service.

• Do not transfer Google data to others except as required for the service or by law.

• Do not use Google data for any advertising or marketing purposes.

• Implement security measures to protect the integrity and confidentiality of your Google data.

5. Data sharing

5.1 Data Shared with AI Models

To provide categorization and draft reply functionalities using third-party AI models. We require our AI service providers to use your information only to provide our Service. We do not allow those providers to train their AI models using your data.

The following data types may be shared with these AI models:

• Email Content and Data: Subject lines, email body text, sender, and recipient information.

This data is processed for the sole purpose of delivering the services described and is not used for any other functions within the AI models.

5.2 User Consent for Data Sharing with AI Models

Before sharing any of your data with our AI models, we seek explicit user consent. Upon initial setup or significant changes to this privacy policy, a prompt will appear within the app requiring users to consent to data sharing for AI processing.

5.3 Third-Party Data Retention

Our AI service provider, Google Gemini, may temporarily retain customer API data to ensure service functionality and security. By default, data is cached for up to 24 hours, and prompts may be logged for up to 30 days for abuse monitoring. 

6. Disclosures of your personal data

We do not sell, rent, or trade your personal information with third parties. We will need to share your personal data with the parties set out below for the purposes set out in paragraph 4 above:

• Our service providers act as processors who may be based in the US who provide us with hosting, account management, IT support, IT backup, data storage, email management, system administration, and language model services.

• Analytics and advertising service providers which may have servers based in the US to analyze user behavior.

• We may disclose information if required by law or to protect our rights, property, or safety for legal compliance.

• Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy policy.

We require all third parties to respect the security of your personal data and to handle it in compliance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes, following our instructions.

7. Data security

We have implemented appropriate security measures to prevent your personal data from being accidentally lost, misused, accessed without authorization, altered, or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors, and other third parties who have a business need to know. They will process your personal data only according to our instructions, and they are bound by a duty of confidentiality.

We have established procedures to address any suspected personal data breach, and we will notify you and any relevant regulator of a breach when legally required to do so so.

8. Data Retention

We will retain your personal data for as long as necessary to deliver our services and meet the purposes for which it was collected, which includes complying with any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorized access or disclosure, the reasons for processing the data, and whether these objectives can be accomplished through alternative methods, along with any relevant legal requirements.

In some circumstances, you can ask us to delete your data (see below for further information).

In some circumstances, we may anonymize your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

9. Your legal rights and choices

You have the right in certain circumstances to:

• Access and Update: You can access and update your personal information through your account settings.

• Delete Your Account: You can request the deletion of your account and data at any time. Once your account is deleted, your data will be permanently removed from our systems, except as required by law.

• Manage Integrations: You can manage and revoke third-party integrations, such as your Google account, at any time.

• Personal Request: You can request access to your personal data, erasure of your personal data, and request restrictions of the processing of your personal data.

To verify your identity and ensure that you can access your personal data (or exercise other rights), we may need to request specific information from you. This is a security measure designed to prevent unauthorized access to your personal data. Additionally, we might reach out for more information regarding your request to expedite our response.

We aim to respond to all valid requests within one month. However, if your request is complex or if you have submitted multiple requests, it may take us longer. In such cases, we will notify you and provide updates throughout the process.

If you have any questions or concerns about this Privacy Policy, please contact us at:

Chany2.rpi@gmail.com