Privacy Policy

1. Introduction

Correspondence Clerk ("we", "our", "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, and protect your personal information when you use our service.

2. Information We Collect

We collect the following types of information:

Account Information

• Email address
• Display name
• Organization name
• Password (encrypted)

Correspondence Data

• Business names and contact information you enter
• Correspondence content you upload or paste
• Formatted versions of your correspondence
• Notes and metadata you add

Usage Data

• IP address
• Browser type and version
• Pages visited and features used
• Date and time of access

3. How We Use Your Information

We use your information to:

• Provide and maintain the Service
• Process your correspondence using AI formatting
• Communicate with you about your account
• Send billing and payment notifications
• Improve and optimize the Service
• Detect and prevent fraud or abuse
• Comply with legal obligations

4. AI Processing

When you use our AI formatting feature, your correspondence content is sent to our AI provider (Anthropic) for processing. This data is used solely to generate formatted output and is not used to train AI models. We select providers with strong privacy commitments and data processing agreements.

5. Data Storage and Security

Your data is stored securely using industry-standard measures:

• Data is encrypted in transit (TLS/SSL)
• Data is encrypted at rest
• Access is controlled through authentication
• Regular security audits and updates

6. Data Sharing

We do not sell your personal information. We may share data with:

• Service providers who help operate the Service (hosting, payment processing)
• AI providers for correspondence formatting (Anthropic)
• Law enforcement when required by law
• Other parties with your explicit consent

7. Data Retention

We retain your data for as long as your account is active. If you delete your account, we will delete your data within 30 days, except where we are required to retain it for legal or compliance purposes.

8. Your Rights

Under applicable data protection laws, you have the right to:

• Access your personal data
• Correct inaccurate data
• Delete your data ("right to be forgotten")
• Export your data in a portable format
• Object to or restrict certain processing
• Withdraw consent where processing is based on consent

To exercise these rights, contact us at privacy@correspondenceclerk.com

9. Cookies

We use essential cookies to maintain your session and preferences. We do not use tracking or advertising cookies. By using the Service, you consent to our use of essential cookies.

10. International Transfers

Your data may be transferred to and processed in countries outside your country of residence. We ensure appropriate safeguards are in place for such transfers, including standard contractual clauses where required.

11. Children's Privacy

The Service is not intended for users under the age of 16. We do not knowingly collect personal information from children. If we learn we have collected such information, we will delete it promptly.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by email or through the Service. Your continued use after changes constitutes acceptance of the updated policy.

13. Contact Us

For questions about this Privacy Policy or our data practices, contact us at: privacy@correspondenceclerk.com

14. Data Protection Officer

For GDPR-related inquiries, you may contact our Data Protection Officer at: dpo@correspondenceclerk.com