Privacy & Data Handling Policy
Our commitment to protecting your privacy and handling your data with transparency, security, and respect for your rights.
Scope
This policy applies to all information we process via our website, client channels, and project systems. It covers how we collect, use, store, and protect your personal and business data throughout our engagement.
Data We Collect
We collect only the data necessary to provide our services and communicate with you effectively.
Contact Information
Information you provide when contacting us or starting a project
- Names and business names
- Email addresses
- Project descriptions and requirements
- Communication preferences
Technical Data
Basic performance and usage analytics (when enabled)
- Website usage patterns (anonymised)
- Performance metrics for service improvement
- Error logs and technical diagnostics
- No advertising cookies or tracking
Project Data
Information shared during project collaboration
- System specifications and requirements
- Code samples and technical documentation
- Business process descriptions
- Feedback and review comments
How We Use Your Data
Communication
Respond to enquiries, provide project updates, and maintain ongoing client relationships.
Service Delivery
Deliver agreed services, manage projects, and provide technical support.
Legal Compliance
Fulfil legal obligations, maintain records, and ensure regulatory compliance.
AI Processing
Identifiable data enters AI tools only with explicit consent. Without consent, data is anonymised before any AI processing.
AI & Data Handling
AI Service Providers
OpenAI Business API
Up to 30 days operational retention, no training data usage
Anthropic API (via LibreChat)
Up to 30 days operational retention, no training data usage
Data Protection
- Anonymisation when consent not granted
- No permanent storage by AI providers
- Human oversight on all AI processing
Storage & Retention
Data Storage
- • GDPR-compliant infrastructure (EU/UK)
- • Encrypted storage with limited access
- • 2FA on all internal systems
- • Regular security audits and updates
Retention Policy
- • Data retained only as needed for services
- • Default archive period: ≤12 months
- • Automatic deletion after retention period
- • Legal requirements may extend retention
Your Rights
Under GDPR and data protection laws, you have several rights regarding your personal data.
Access
Request a copy of all personal data we hold about you
Correction
Request correction of inaccurate or incomplete personal data
Deletion
Request deletion of your personal data (right to be forgotten)
Portability
Request your data in a machine-readable format
Questions about your privacy?
Contact us for data access, correction, deletion, or any privacy-related questions.
Privacy Contact: privacy@claritecture.studio