Privacy Policy

Last updated September 20, 2024

ClearOPS supports privacy by default. This Privacy Statement describes the actions we (“ClearOPS” or “we” or “us” or“our”) take as a business to use your private information that you send to us and how we protect your privacy. This Privacy Statement also provides information that permits you to take actions to protect your own privacy. This Privacy Statement applies to submissions of your information to us through the website as well as when you use our services.

Some quick facts: We have taken the time to host our own email, so if you send us an email, it is not accessible by a third party service provider on our side. However, we do use a third-party service called Beehiiv for our newsletters who will store your email address if you subscribe to our newsletter and blog post updates. We maintain a valid SSL certificate for our website, so that any information you send from the website to us is encrypted in transmission. Check out our rating (note, this link is to a third party) https://www.ssllabs.com/ssltest/analyze.html?d=clearops.io. We use a vendor, called Webflow, to create and host this website and they link to some Google services, including Google fonts and DoubleClick. We make an effort to minimize the use of cookies but some of these Webflow services are on by default (which you can see if you right click on the website and inspect it).

At the end of this policy is a button where you can chat with this policy. It is a custom GPT created on the OpenAI marketplace so that you can ask questions of this privacy policy using this policy and our terms of service as the source of the answers. Not only does itsave you reading a ton of text, but it also gives you an interaction that is similar to what you find in ClearOPS platform.

Consent

By using our website, you hereby acknowledge that you have reviewed this Privacy Statement and agree to its terms.

What we collect

When you visit the website, we use a service called Plausible.io to provide us with analytics about your visit, such as number of visits and time spend on the website. Plausible.io is a company that promises to respect privacy and comply with GDPR, CCPA and other privacy regulations. You can read more about it here. If you fill out a form on our website and the form requests your identifiable information and then you press submit, there may be a few third parties who have access, including Webflow, Beehiiv, Hubspot and Stripe. If you upload a questionnaire, policies, or other documents to our services, then we collect and store the information contained within those documents and we also analyze them for improvements and enhancements to our services. If you use our tools to respond to questions in documents uploaded to our services, then we collect and store that information and also analyze it for improvements and enhancements to our services.

In summary, we collect your contact information if you send it to us, we collect billing information if you become a customer and we collect the data you send to us in order to use our services. We also collect data about your company’s domains and subdomains using automated methods.

Why we collect your personal data

We collect your personal data to sell or provide our services to you. If you fill out and then send us the completed web form, we use the data you provide to contact you to sell you our services or for whatever purpose you filled out the form. If you send us a login and password to access our application, then we collect that information to authenticate your access. We may need to use your personal data for other access and authentication, such as other dashboards and services we may provide in the future. If you are a business and you are concerned about the data we store on your behalf, you may request deletion of such data at any time (although deleting your knowledge base may result in poor functioning of the service).

How we use your personal data

We sort of answered this in the prior section, but just to confirm, we use your personal data to deliver the services to you or to communicate with you or to try to sell you our services (which is part of communicating, but we want to make sure you get the point). If you want to opt out, you always have that right. If at any time you need to contact us, please use this email address privacy@clearops.io.

Log Files

ClearOPS follows a standard procedure of using log files. These files log visitors when they visit websites. All hosting companies do this as a part of hosting services' analytics. The information collected by log files include internet protocol (IP) addresses, browser type, Internet Service Provider (ISP), date and time stamp, referring/exit pages, and possibly the number of clicks. The purpose of the information is for analyzing trends, administering the site, tracking users' movement on the website, and gathering demographic information. We use plausible.io for this information because of their assurances to respect privacy.

Cookies and Web Beacons

We have tried for a long time not to use cookies, but we recently turned on this functionality and added a cookie consent banner. We constantly evaluate the use of cookies as we philosophically believe in not using them, but for advertising purposes, we have succumbed to the practice. We do host Twitter, Discord and LinkedIn redirects to those accounts so if you click on the links, Twitter, Discord or LinkedIn will likely record where you came from (this site) and once you are on their site, this privacy statement and its use of cookies no longer applies.

If you have suggestions about how we can run our website without the use of cookies, please email us at privacy@clearops.io.

Who we share your personal information with and why

We do use service providers, such as AWS for hosting our application, so they have access to our customers’ data and you can read all about their security on their website. We use other service providers to help us with the operation of the business. Most importantly, we use Stripe for accounts receivable and so if you are a customer, your invoice information will be contained within our Stripe account. You also have the option to link your payment method to Stripe. We rely on Stripe for all payment data. If we take you out to dinner sometime in 2024 and beyond, your name may also appear in our accounting software as part of the receipt. We also use LinkedIn for sales prospecting and HubSpot for our sales CRM. Eventually, we may use other tools and we intend to update this statement when we do. We do comply with law enforcement requests and any valid legal requests, such as subpoenas etc. We will seek to contact you first if the subpoena or other legal request pertains to your personal data and we will also seek to limit the scope of any response. If we are unable to reach you by the deadline, then we may share your personal data without your knowledge. We are sorry about that, but you just need to check your email or listen to your voicemails or respond to the LinkedIn connection or whatever other method of contact we have for you. We may also disclose your personal information if we believe it is appropriate in connection with efforts to investigate, prevent, or take other action regarding illegal activity, suspected fraud or other wrongdoing; to protect and defend the rights, property or safety of ClearOPS, our customers, users, employees, or others. We reserve the right to sell the company. In that case, we may sell, transfer or otherwise share some or all of our assets, including your information, whether personally identifiable or not, in connection with a merger, acquisition, reorganization or sale of assets or in the event of bankruptcy.

Third Parties

Our website contains several links, including to Medium and Substack, because we post our blogs there, to the IAPP, to a radio show, to a podcast, and to Calendly (a service provider) for demo appointments. If you click on those links or submit your personal information to them through a contact page on our website, we cannot guarantee the safety of your personal information i.e. those sites likely use cookies and other trackers or third parties and we have no control over that.

Retention of Personal Data

If you are a customer, you have control over the information you provide to us and may delete it or transfer it to another provider at any time. However, we will still retain some information about you such as the original contracts between you and us, payment history, invoice history, performance metrics, emails, texts and case studies on your use of our services. We may also retain copies of your documents, questionnaires etc. in our backups until the backups are purged. Contact us at privacy@clearops.io for more information or to discuss options.

‍United StatesPrivacy Law Compliance

ClearOPS may be subject to U.S. laws and regulations that apply to processing of personal data including, but not limited to, the California Consumer Privacy Act, as amended “CCPA,” including as modified by the California Privacy Rights Act of 2020, the Virginia ConsumerData Protection Act, the Colorado Privacy Act, the Connecticut Personal Data Privacy and Online Monitoring Act, the Iowa Consumer Data Protection Act, and the Utah Consumer Privacy Act, all upon their respective enforcement dates. If you are a ClearOPS customer and we process personal data as instructed by you, then please review our Data Processing Agreement by emailing us for a copy at privacy@clearops.io

Your Rights regarding Your Personal Information that We Collect

While the privacy laws and regulations are constantly changing, ClearOPS is committed to using processes and procedures that comply with such laws. According to current laws, you may exercise certain rights provided below:

The Right to Know. Certain privacy laws require that ClearOPS disclose to you the categories or pieces of personal information that we collect about you, the purposes for which it was used, the categories of third parties who we disclosed the personal information to and if we sell your personal information. You can make this request up to two times per year, free of charge.

Rectification; Correction. Certainprivacy laws require that ClearOPS offers you an opportunity to rectify orcorrect any personal information we hold about you in our systems.

Erasure; Deletion; Data Retention.Certain privacy laws require that ClearOPS will comply with your request forerasure or deletion of your personal information, unless ClearOPS requires arecord of your personal information for legitimate business purposes, such asbackups that have not yet been deleted which are maintained for security. Youmay also request that ClearOPS passes along your request to its third parties,suppliers and subprocessors.

Limitation of Use or Disclosure;Sharing; Purpose Limitation; Data Minimization. Certain privacy laws require that ClearOPS complies with your request to limit the use or disclosure of your personal information in our systems or that we do not share your personal information with third parties upon your request.

Objection/ Opt-out. Certain privacy laws require that ClearOPS honors your request to object or opt out of ClearOPS’ use of your personal information, sale of your personal information or sharing of your personal information, even if you have previously given consent.

Data portability; Access. Certain privacy laws require that ClearOPS provide you with a copy of your personal information held in our systems that you may then download and retrieve for other purposes.

Automated Decision-Making (including profiling). Certain privacy laws require that ClearOPS complies with your request not to use your personal information for automated decision making, which means a decision made by computers without a personal connection.

Right to Lodge a Complaint. Certain privacy laws, particularly the GDPR, provide with the right to lodge a complaint with a supervisory authority, in the member state of your habitual residence, place of work or place of the alleged infringement if you consider that the processing of personal data relating to you infringes the regulation.

In order to exercise your rights listed in this Privacy Statement, ClearOPS must verify that you are the true owner of the personal information in order to comply with its security obligations. Please include in your request specific information regarding your use of the ClearOPS website or services, if you have a login, approximately when you submitted personal information to ClearOPS and a secure method in which ClearOPS may contact you. ClearOPS reserves the right to utilize any method, so long as it is in accordance with privacy laws and best security practices, to verify your identity before releasing any personal information to you. In order to submit your request, either login to your ClearOPS account or use the email address: privacy@clearops.io

Children, Others

Our website is not targeted at children and we don’t know why any child would be interested in our website or services.  We are aware that those outside of the United States may be interested in our services. Under GDPR, we are considered a controller since the information we collect is our customer’s business information. If you do reside outside of the United States, all our databases are located in theUnited States.

Changes

We are a rapidly growing and innovating company and our services will constantly be changing and, for that reason, so will this Privacy Statement. We will post changes on this website with a corresponding date of the change. To see a copy or comparison of past privacy policies, please sign up for our vendor management services. If you have specific questions about a change, you may also email us at privacy@clearops.io.

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