Privacy Policy

Last updated: 04.04.2025

At Smart Clerk, we prioritize the privacy of our users. This Privacy Policy outlines the types of personal information we collect, how we use it, and your rights under the General Data Protection Regulation (GDPR).

1. Information We Collect

1.1 Personal Data: This includes your name, email address, company name, and other relevant details you provide during sign-up.

1.2 Invoice Data: Users have the option to upload PDF invoices. We process these to extract necessary data using our AI tool.

1.3 Statement Data: Users have the option to upload PDF statements. We process these to extract necessary data using our AI tool.

1.4 Usage Data: This pertains to how you interact with our platform, the features you use, the duration of your visits, and the pathways you take through our site.

1.5 Device Information: Details about your device, browser type, IP address, and operating system.

1.6 Log Information: Data collected automatically, such as IP addresses, browser type, and pages visited.

2. How We Use Your Information

  • Service Delivery: We use your data to provide, maintain, and improve our services tailored to meet your needs.
  • Communication: We communicate with you about updates, security alerts, support messages, and promotional offers.
  • Research & Development: We invest in developing new products, features, and ensuring the platform's functionality and user-friendliness.
  • Safety & Security: We verify accounts, monitor suspicious or fraudulent activity, and ensure the security of our users.

3. Cookies and Tracking

3.1 What are Cookies? Cookies are small files stored on your device. They hold a modest amount of data specific to a particular client and website.

3.2 Why We Use Cookies: To improve user experience, remember user preferences, track site usage, and facilitate various site functionalities.

3.3 Managing Cookies: You can manage or opt-out of cookies using your browser settings. However, disabling cookies might affect the functionality of our platform.

4. Data Storage

4.1 Data Centers & Geographic Location: Your data may be stored and processed in data centers within the United States and the European Union. This enables us to deliver our services efficiently while adhering to regional legal and regulatory requirements.

4.2 Security Measures: We implement robust security measures across all our data centers, including encryption of data both in transit and at rest, stringent access controls, physical security measures, and regular security audits. These safeguards help protect your information from unauthorized access, alteration, or disclosure.

4.3 Data Residency and Control: We recognize the importance of data residency for many of our users. We commit to handling your personal information in a manner that aligns with the legal requirements of the regions in which we operate, while also providing you with clear information about how your data is stored and processed.

5. Data Sharing and Disclosure

5.1 Service Providers: We collaborate with third-party service providers for functions like payment processing, data analysis, and hosting services. These providers have access to your data only to perform these tasks on our behalf and are obligated not to disclose or use it for other purposes.

5.2 Legal & Safety Reasons: We may disclose your data if we believe it's necessary to comply with laws, regulations, legal processes, or governmental requests.

6. Data Security

6.1 Protection Measures: We use various security measures, including encryption and authentication tools, to protect and maintain the security, integrity, and availability of your information.

6.2 Breach Notification: In the unlikely event of a data breach, we will notify affected users within 72 hours of becoming aware of the breach.

7. Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes outlined in this Privacy Policy and to comply with applicable legal obligations. In general:

  • Personal Data: Information such as your account details and usage data is retained for the duration of your active relationship with our services and for any legally required period thereafter.
  • Uploaded Documents: We do not keep any uploaded documents for more than one year. After this period, these documents are securely deleted or anonymized.

We continuously review our data retention practices to ensure that your information is not kept longer than necessary.

8. Your Rights & Choices

8.1 Access & Correction: You can view, update, and delete your personal information at any time by logging into your account.

8.2 Opt-out: You can opt-out of receiving promotional emails from us by following the instructions in those emails.

8.3 Data Portability: You have the right to receive your personal data in a structured, commonly used format.

9. Your Rights Under the EU General Data Protection Regulation

You have enhanced rights to information and transparency, right of access, right of rectification, right to objection, right to erasure or "right to be forgotten," right to restriction, right to data portability, and the right to lodge a complaint with a supervisory authority.

10. Children's Privacy

Our services are not directed to individuals under the age of 16. We do not knowingly collect personal data from children without verifiable parental consent. If you believe we have collected data from a child without parental consent, please contact us immediately.

11. Advertising and Analytics

We use Google Analytics and Google Ads to analyze the effectiveness of our advertisements. All data is anonymized and cannot be traced to an individual.

12. Changes to This Policy

We may update our privacy policy periodically. We will notify you of any significant changes and encourage you to review the policy regularly.

13. Contact Us

For any questions, concerns, or feedback regarding this privacy policy, please contact us at hello@smartclerk.ai.

Contact Us