Privacy Policy

ClientDoc AI ("we," "us," or "our") operates the ClientDoc AI platform and related services (the "Service"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service.

By using the Service you agree to the collection and use of information in accordance with this policy. If you do not agree, please discontinue use of the Service.

1. Information We Collect

Information you provide directly

• Account data: name, email address, and password when you create an account.
• Profile data: business name, logo, and branding preferences you configure in your portal.
• Client data: names, email addresses, and project information you enter about your clients.
• Payment data: billing information processed securely by our payment partners (Stripe, Paystack). We do not store full card numbers.
• Communications: messages, files, and content you send through the platform.

Information collected automatically

• Usage data: pages visited, features used, time spent, and clickstream data.
• Device data: IP address, browser type, operating system, and device identifiers.
• Cookies and similar technologies: session cookies required for authentication and optional analytics cookies (see Section 6).

Information from third parties

When you connect integrations (Asana, Productive, Slack, Stripe, etc.), we receive data from those services only to the extent necessary to provide the requested functionality. We do not use your integration data for any other purpose.

2. How We Use Your Information

• Provide, operate, and maintain the Service.
• Process transactions and send related notices (receipts, reminders).
• Respond to support requests and communications.
• Send transactional and product update emails (you may opt out of non-essential emails).
• Detect, investigate, and prevent fraudulent or abusive activity.
• Analyze aggregate usage patterns to improve the Service.
• Comply with legal obligations.

We do not sell your personal information to third parties. We do not use your data to train AI models without your explicit consent.

3. How We Share Your Information

We share information only in the following circumstances:

• Service providers: Vendors who process data on our behalf (hosting, payments, email delivery) under strict confidentiality obligations.
• Integrations you authorize: Data passed to third-party tools you explicitly connect.
• Legal requirements: When required by law, subpoena, or to protect the rights, property, or safety of ClientDoc AI, our users, or the public.
• Business transfers: In connection with a merger, acquisition, or sale of assets, with advance notice to you.

4. Data Retention

We retain your data for as long as your account is active or as needed to provide the Service. You may request deletion of your account and associated data at any time by contacting us at privacy@clientdoc.ai. We will process deletion requests within 30 days, subject to legal retention requirements.

5. Data Security

We implement industry-standard technical and organizational measures to protect your information, including encryption in transit (TLS 1.2+) and at rest, access controls, and regular security reviews. No method of transmission over the internet is 100% secure; we cannot guarantee absolute security.

6. Cookies

We use essential cookies required for authentication and session management. We may also use analytics cookies to understand aggregate usage patterns. You can control non-essential cookies through your browser settings; disabling essential cookies will prevent you from using the Service.

7. Your Rights

Depending on your location, you may have the right to:

• Access the personal information we hold about you.
• Correct inaccurate or incomplete information.
• Request deletion of your personal information.
• Object to or restrict certain processing activities.
• Data portability (receive your data in a machine-readable format).
• Withdraw consent where processing is based on consent.

To exercise any of these rights, email privacy@clientdoc.ai. We will respond within 30 days.

8. Children's Privacy

The Service is not directed to individuals under the age of 16. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, contact us and we will delete it promptly.

9. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. Where required, we ensure appropriate safeguards are in place (such as standard contractual clauses) for cross-border transfers.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email or by posting a notice in the Service at least 14 days before the changes take effect. Your continued use of the Service after the effective date constitutes acceptance of the revised policy.

11. Contact Us

If you have questions or concerns about this Privacy Policy, please contact us at:
ClientDoc AI
Email: privacy@clientdoc.ai