Privacy Policy
This policy explains what data Clairo ("we", "us"), a product of SmartToolHQ, collects, why, and what your choices are. Clairo is an AI workspace that turns meeting notes, emails, and chat threads into action items, follow-ups, risks, decisions, and reports. The short version: your content stays yours, it is hosted in the EU, and you can have it deleted at any time. Note that content processed by our AI subprocessor may be used to help train or improve their models — see Section 3 below.
1. Data we collect
Account data. Name, email address, hashed password, chosen role (persona), timezone, plan, and notification preferences. Content you submit. Project details, notes and transcripts you paste, emails you forward to a project's email-in address, chat text you extract via the Chrome extension, and everything derived from it (action items, follow-ups, risks, decisions, reports, questions you ask the AI). Team data. Email addresses you invite to projects, the roles you assign, and assignment of items to members. Optional integrations. If you connect Google or Outlook Calendar, we store the OAuth tokens needed to create events on your behalf. If you add your own AI API key, we store it encrypted. Billing data. Payments are processed by Polar as merchant of record. We receive your plan and subscription status, never your card details. Usage data. Page views and product events (for example which pages are visited), approximate location derived from IP address, referrer and campaign parameters, and technical logs. We use this to understand and improve the product, not to profile you.
2. How we use data
To provide the service: storing your projects, running AI actions you request, generating and sharing reports, sending the emails you opt into (verification, invitations, weekly digest, overdue nudges). To secure the service: authentication, abuse prevention, rate limiting, and logs for troubleshooting. To improve the product: aggregated usage analytics. We do not sell your data. We do not use your content for advertising. Content sent to our AI subprocessor may be used by them to train or improve AI models — see Section 3.
3. AI processing
When you run an AI action, the relevant text is sent to Mistral AI (France, EU) to process that request. Under our current Mistral account data-sharing settings, this content may also be used by Mistral to train or improve their AI models. AI output is generated automatically and may be inaccurate; you are responsible for reviewing it before relying on it.
4. Who we share data with
Only with the subprocessors needed to run Clairo: Contabo (EU hosting), Mistral AI (AI processing, EU), Brevo (email, EU), Polar (payments, US), and Google/Microsoft (calendar sync, US, only if you connect them). The full list with purposes is on our Security page. Where a provider is outside the EU, transfers rely on appropriate safeguards such as standard contractual clauses. We may also disclose data if required by law. Content is also shared when you choose to share it: inviting members to a project gives them access according to the role you grant, and publishing a report link makes that report readable by anyone who has the link until you revoke it. Those choices, and their consequences, are under your control and are your responsibility.
5. Retention and deletion
We keep your data while your account is active. You can delete inputs, items, and reports in-app at any time; paid plans can delete entire projects. You can request full account deletion or a copy of your data via the contact form. We action requests promptly and confirm completion. Residual copies in backups and logs are removed on their normal rotation cycle.
6. Your rights
Depending on where you live (for example under the GDPR), you may have the right to access, correct, export, restrict, object to the processing of, or delete your personal data. To exercise any of these, use the contact form. You also have the right to complain to your local data protection authority.
7. Cookies and local storage
Clairo uses browser local storage to keep you signed in (an authentication token) and to remember basic preferences. Our own usage analytics work as described in section 1. We do not use third-party advertising cookies.
8. Your responsibilities
You are responsible for the lawfulness of the content you submit, including any personal data about other people contained in your notes, emails, or transcripts. Where that content includes personal data, you act as its controller and Clairo processes it on your instructions. You are responsible for reviewing AI output before acting on it or sharing it, and for all decisions made based on it. You are responsible for the access you grant: project members, their roles, and any public report links you create and distribute. You are responsible for complying with your organization's policies and the laws that apply to you.
9. Disclaimer and limitation of liability
The service is provided "as is" and "as available", without warranties of any kind, express or implied. Clairo does not provide legal, financial, or other professional advice, and AI output may contain errors. To the maximum extent permitted by applicable law, Clairo and SmartToolHQ accept no liability for loss or damage arising from your use of the service, from reliance on AI-generated output, from content you submit, or from access and sharing decisions you make. Nothing in this policy limits rights that applicable law does not allow to be limited.
10. Concerns: talk to us first
If you believe anything in this policy or in how your data is handled is wrong or concerning, contact us and ask. We will correct, change, or remove it promptly, and deletion requests are honored without argument. By using Clairo you agree to raise any concern, complaint, or dispute with us first and give us 30 days to resolve it in good faith before initiating any formal or legal proceeding. Nothing in this section limits rights that applicable law does not allow to be limited, such as your right to complain to a data protection authority.
11. Children
Clairo is a professional tool and is not directed at children under 16. We do not knowingly collect data from children.
12. Changes and contact
We may update this policy as the product evolves; the date at the top always reflects the latest version, and material changes will be flagged in-app or by email. Questions, requests, or concerns: use the contact form.