ClarifyDocuments

Privacy Policy

Last Updated: October 8, 2025

Legal entity and contact: ClarifyDocuments is operated by HUSAMETTIN KORAN, based in Italy. For any privacy-related requests, you can contact us at: mail@clarify.services.

ClarifyDocuments (“we,” “us,” or “our”) is committed to protecting your privacy and ensuring transparency in how we collect, use, and share your data.

1. Information We Collect

We collect the following types of information:

  • Personal Information: Name, email, account details, and other identifiers.
  • Usage Data: Interactions with the Platform, AI-generated content usage, logs.
  • Device & Browser Information: IP address, browser type, operating system, and device identifiers.
  • Uploaded Content: Documents, files, and other materials you or your end users provide.

2. How We Use Your Information

We use collected data to:

  • Provide, maintain, and improve the Platform and services.
  • Communicate with users and respond to inquiries via Support Page.
  • Detect, prevent, and mitigate fraud, security issues, and abuse.
  • Support AI features to deliver core functionality.
  • Comply with legal obligations.

3. Data Sharing

We may share your data with:

  • Service Providers: For analytics, storage, AI processing, or Platform operation.
  • Legal Authorities: As required by law or legal processes.
  • Partners: Only with your explicit consent.

4. Data Security

  • We use encryption in transit and at rest.
  • Access is restricted to authorized personnel.
  • Regular security assessments and audits are performed.
  • Employees are trained on data privacy and security.

5. Data Retention

We retain your uploaded documents and the AI-processed results for up to 30 days from the upload date. After 30 days, your files and generated outputs are automatically and permanently deleted from our systems, including previews and derived content. You can delete any document earlier at any time from this dashboard.

  • Account Data (e.g., name, email): retained while your account is active and as needed to comply with legal obligations.
  • Analytics Data: retained according to analytics provider settings (e.g., up to 14 months by default for GA4 unless configured otherwise).
  • Cookie Consent Records: retained for up to 12 months.

6. User Rights

You have the right to:

  • Access your data.
  • Correct inaccuracies.
  • Delete your data.
  • Obtain a portable copy of your data (data portability).
  • Withdraw consent for non‑essential processing (e.g., analytics, ads).
  • Exercise these rights by submitting a support ticket at our Support Page.

7. Right to Withdraw from Processing

You may withdraw consent for non‑essential processing (e.g., analytics, advertising cookies) at any time via “Manage Cookies.” For processing necessary to provide the service, if you stop using the service or request deletion, we delete your data within 30 days unless you choose to retain it longer.

8. International Data Transfers

  • Your data may be transferred and processed outside your country or territory, including transmission to and processing in the United States by OpenAI.
  • For EU and UK users, such transfers are supported by appropriate safeguards, including Standard Contractual Clauses (SCCs) where required, to ensure compliance with applicable data protection laws.

9. Children’s Privacy

  • Our services are not intended for individuals under 18.
  • We do not knowingly collect personal data from minors.
  • Parents or guardians may contact us via Support Page if they believe a child’s data has been collected.

10. Data Breach Notification

  • In the event of a data breach affecting personal information, we will promptly notify affected users via their registered contact method or support ticket.
  • Notifications include details of the breach, data involved, and recommended steps to mitigate risks.

11. AI Processing via OpenAI API

  • We use the OpenAI API under a paid plan to process documents and generate outputs.
  • Your uploads and AI‑generated content are not used to train or improve OpenAI’s models.
  • Users confirm they have rights to the content and agree not to upload sensitive, confidential, health-related, or children’s data.

12. Advertising and Google AdSense

We display advertising via Google AdSense on certain pages of our website. AdSense may use cookies and similar technologies to serve and personalize ads, limit ad frequency, and measure ad performance. Where required by law, these cookies are only activated with your consent. You can manage your choices at any time via Cookie Settings or the cookie banner.

  • Consent Mode: We implement Google’s Consent Mode v2. When you do not grant consent, AdSense-related storage and personalization are set to “denied.” If you grant consent, AdSense may use cookies and process data for ad delivery and measurement.
  • Information Google collects: For details on how Google uses information from sites or apps that use Google services, see Google’s Privacy & Terms.
  • Ad personalization controls: You can manage your Google ad settings at adssettings.google.com and review Google’s ad technologies policy at policies.google.com/technologies/ads.

13. EU/EEA Users

  • Lawful Bases:
    Document processing is carried out under the lawful basis of contractual necessity. Analytics and advertising cookies are processed only with your consent.
  • Your Rights:
    You have the right to access, correct, or delete your personal data, and to data portability. You may request a copy or deletion by opening a ticket through our Support page. We delete your data within 30 days unless you choose to retain it longer.
  • Jurisdiction:
    These Privacy Policy terms are without prejudice to your rights under applicable EU/EEA data protection laws. For contractual matters, see our Terms of Service (Italy; courts of Milan).

United Kingdom Users
If you are located in the United Kingdom, the UK General Data Protection Regulation (UK GDPR) applies. Unless stated otherwise, references to EU/EEA compliance in this Policy also apply to UK residents.

14. Notice at Collection (CPRA)

Under the California Privacy Rights Act (CPRA), we provide the following notice at or before the point of data collection:

  • Categories Collected: Identifiers (e.g., email); Internet/Electronic Activity (e.g., usage data); Device/Browser information; Uploaded content you provide.
  • Purposes: To provide and improve the Platform; security and fraud prevention; analytics (with consent); advertising on our site via Google AdSense (with consent).
  • Selling/Sharing: We do not sell personal information. We do not share personal information for cross-context behavioral advertising as defined by CPRA.
  • Retention: See Section 5 for retention periods/criteria by category.

15. California Residents (CCPA/CPRA)

If you are a California resident, you have the following rights under the California Consumer Privacy Act (CCPA) / California Privacy Rights Act (CPRA):

  • Right to know what personal data we collect, use, share, or sell.
  • Right to request deletion of your personal data.
  • Right to opt-out of the sale of personal information (ClarifyDocuments does not sell personal information).

To exercise your rights, please submit a request through our Support Page.

16. Canadian Users (PIPEDA)

If you are located in Canada, your personal information is collected, used, and disclosed in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA).

You may request access to your personal data or request corrections through our Support Page.

17. Accessibility

ClarifyDocuments strives to provide an accessible experience in line with WCAG 2.1 AA standards. We welcome feedback regarding accessibility issues via our Support Page.

18. Account Verification and Email Changes

  • Email Verification: We require users to verify their email address to access certain features. Verification emails are sent via Firebase Authentication. Until verification is complete, some actions (e.g., uploads) may be restricted.
  • Email Change Re‑verification: When you update your email address, we use Firebase Authentication to send a verification link to the new address. The change is only finalized after you click the verification link.
  • Support: If you have trouble receiving verification emails, please check your spam folder or contact us via the Support Page.

19. Updates to Privacy Policy

  • We may update this Privacy Policy at any time.
  • Continued use of the Platform constitutes acceptance of updates.