Privacy Policy

1. Introduction

Welcome to clerky ("we," "our," or "us"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website and services. We are committed to protecting your personal data in accordance with the General Data Protection Regulation (GDPR) and other applicable data protection laws.

2. Data Controller

For the purposes of the GDPR, we are the data controller responsible for your personal data.

3. Information We Collect

We may collect the following categories of personal data:

• Account Information: When you create an account, we collect your name, email address, and authentication information from Google sign-in.
• Usage Data: Information on how you use our website, including interaction with features, time spent on pages, and other analytics data.
• Content: Any content you input into our system, including transcripts and clinical notes.
• Technical Data: IP address, browser type and version, device information, and other technical identifiers.
• Cookies and Similar Technologies: Information collected through cookies and similar tracking technologies (see our Cookie Policy section).

4. Legal Basis for Processing

We process your personal data on the following legal grounds:

• Consent: Where you have given explicit consent for specific processing activities.
• Contractual Necessity: Processing necessary for the performance of our agreement with you.
• Legitimate Interests: Where processing is in our legitimate interests and not overridden by your data protection rights.
• Legal Obligation: Processing necessary for compliance with legal obligations.

5. How We Use Your Information

We use your personal data for the following purposes:

• To provide and maintain our services
• To authenticate you and manage your account
• To improve and personalize your experience
• To communicate with you about our services
• To ensure the security of our platform
• To comply with legal obligations

6. Data Sharing and Third Parties

We may share your personal data with the following categories of recipients:

• Service Providers: Third-party vendors who help us provide our services (e.g., cloud providers, analytics providers).
• AI Processing Partners: Services used for processing AI-related functionality.
• Legal Authorities: When required by law or to protect our rights.

All third-party providers are required to respect the security of your personal data and to treat it in accordance with applicable laws.

7. Data Transfers

Your data may be transferred to and processed in countries outside the European Economic Area (EEA). When we transfer your data outside the EEA, we ensure appropriate safeguards are in place, such as standard contractual clauses approved by the European Commission.

8. Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes for which it was collected, including legal, accounting, or reporting requirements. When determining retention periods, we consider the amount, nature, and sensitivity of the data, the potential risk of harm from unauthorized use or disclosure, and applicable legal requirements.

9. Your Rights

Under the GDPR, you have the following rights:

• Access: Request access to your personal data.
• Rectification: Request correction of inaccurate data.
• Erasure: Request deletion of your data in certain circumstances.
• Restriction: Request restriction of processing in certain circumstances.
• Data Portability: Request transfer of your data in a structured, commonly used format.
• Objection: Object to processing based on legitimate interests or direct marketing.
• Withdrawal of Consent: Withdraw consent where processing is based on consent.

To exercise these rights, please contact us using the details provided in the "Contact Us" section.

10. Cookie Policy

We use cookies and similar tracking technologies to enhance your experience on our website. You can manage your cookie preferences through our cookie consent banner.

Cookie Type	Purpose	Duration
Essential Cookies	Necessary for website functionality	Session/Persistent
Analytics Cookies	Help us understand how visitors interact with our website	Up to 2 years
Preference Cookies	Remember your settings and preferences	Up to 1 year

11. Data Security

We have implemented appropriate technical and organizational measures to protect your personal data against unauthorized or unlawful processing, accidental loss, destruction, or damage. These measures include encryption, access controls, and regular security assessments.

12. Children's Privacy

Our services are not directed to individuals under 18 years of age. We do not knowingly collect personal data from children. If you become aware that a child has provided us with personal data, please contact us immediately.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we make significant changes, we will notify you by posting the updated policy on our website with a new effective date.

14. Contact Us

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

[Your Contact Information]

You have the right to lodge a complaint with a supervisory authority if you believe your data has been processed unlawfully.