Privacy Policy

At Clarity Practice Pro ("we," "our," or "us"), we are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website and services.

By using our services, you agree to the collection and use of information in accordance with this policy. If you do not agree with our policies and practices, please do not use our services.

1. Information We Collect

Personal Information

We may collect the following types of personal information:

• Account Information: Name, email address, phone number, company name, job title
• Billing Information: Billing address, payment method details (processed securely by third-party payment processors)
• Profile Information: Professional credentials, preferences, profile picture
• Communication Data: Messages, support tickets, feedback, and correspondence with us

Business and Client Data

When using our services, you may upload or input:

• Financial data and documents
• Client information and records
• Tax documents and related materials
• Workflow and process data

Automatically Collected Information

• Usage Data: How you interact with our services, features used, time spent
• Device Information: IP address, browser type, operating system, device identifiers
• Log Data: Access times, pages viewed, actions taken, error logs
• Cookies and Tracking Technologies: See our Cookie Policy for details

2. How We Use Your Information

Service Provision

• Provide, operate, and maintain our services
• Process transactions and manage billing
• Authenticate users and prevent unauthorized access
• Provide customer support and respond to inquiries

Service Improvement

• Analyze usage patterns to improve our services
• Develop new features and functionality
• Conduct research and analytics
• Train and improve our AI systems (ClarityAI)

Communication

• Send service-related notifications and updates
• Provide technical support and customer service
• Send marketing communications (with your consent)
• Notify you of changes to our services or policies

Legal and Security

• Comply with legal obligations and regulatory requirements
• Protect against fraud, abuse, and security threats
• Enforce our terms of service and policies
• Respond to legal requests and prevent harm

3. Information Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share your information only in the following circumstances:

Service Providers

We may share information with trusted third-party service providers who assist us in operating our services:

• Cloud hosting and infrastructure providers
• Payment processing services
• Email and communication services
• Analytics and monitoring tools
• Customer support platforms

Legal Requirements

We may disclose your information when required by law or in response to valid legal processes, such as subpoenas, court orders, or government requests.

Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of the business transaction, subject to equivalent privacy protections.

Consent

We may share your information with your explicit consent or at your direction.

4. Data Security

We implement industry-leading security measures to protect your information:

Technical Safeguards

• Encryption: All data is encrypted in transit (TLS 1.3) and at rest (AES-256)
• Access Controls: Role-based access controls and multi-factor authentication
• Network Security: Firewalls, intrusion detection, and monitoring systems
• Regular Audits: Security assessments and penetration testing

Operational Safeguards

• Employee background checks and security training
• Incident response and breach notification procedures
• Regular security updates and patch management
• Secure development practices and code reviews

Compliance

• SOC 2 Type II compliance
• GDPR and CCPA compliance
• Industry-specific security standards
• Regular compliance audits and certifications

5. Data Retention

We retain your information for as long as necessary to provide our services and comply with legal obligations:

• Account Data: Retained while your account is active and for 7 years after closure for legal compliance
• Business Data: Retained according to your data retention settings and legal requirements
• Usage Data: Typically retained for 2 years for analytics and service improvement
• Communication Data: Retained for 3 years for customer service and legal purposes

You may request deletion of your data at any time, subject to legal retention requirements. See the "Your Rights" section below for more information.

6. Your Rights and Choices

You have the following rights regarding your personal information:

Access and Portability

• Request access to your personal information
• Receive a copy of your data in a portable format
• Review how your information is being used

Correction and Updates

• Correct inaccurate or incomplete information
• Update your account and profile information
• Modify your communication preferences

Deletion and Restriction

• Request deletion of your personal information
• Restrict processing of your data
• Object to certain uses of your information

Marketing Communications

• Opt out of marketing emails at any time
• Manage your communication preferences in your account settings
• Unsubscribe using links in our emails

To exercise these rights, please contact us at privacy@claritypracticepro.com. We will respond to your request within 30 days.

7. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience and analyze usage patterns. For detailed information about our use of cookies, please see our Cookie Policy.

Types of Cookies We Use

• Essential Cookies: Required for basic functionality and security
• Analytics Cookies: Help us understand how you use our services
• Preference Cookies: Remember your settings and preferences
• Marketing Cookies: Used for targeted advertising (with consent)

You can manage your cookie preferences through your browser settings or our cookie consent manager.

8. International Data Transfers

Our services are hosted in the United States, and your information may be transferred to, stored, and processed in the US and other countries where our service providers operate.

When we transfer personal information from the European Economic Area (EEA) or other regions with data protection laws, we ensure appropriate safeguards are in place, including:

• Standard Contractual Clauses approved by the European Commission
• Adequacy decisions for certain countries
• Binding Corporate Rules for intra-group transfers
• Your explicit consent where required

9. Children's Privacy

Our services are not intended for children under 16 years of age. We do not knowingly collect personal information from children under 16. If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately.

If we discover that we have collected personal information from a child under 16 without parental consent, we will take steps to delete that information promptly.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make changes, we will:

• Update the "Last Updated" date at the top of this policy
• Notify you via email or through our services for material changes
• Provide a summary of key changes when significant
• Give you the opportunity to review the updated policy

Your continued use of our services after any changes indicates your acceptance of the updated Privacy Policy.

11. Contact Information

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

For GDPR-related inquiries from EU residents, please include "GDPR Request" in your subject line. We will respond to all privacy requests within 30 days.