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This notice says where clarabook and its providers process your data, how long we keep it and how to ask us about it, so you can decide before you sign up.
The application runs in Singapore and the ledger database is in Singapore. Your records are held outside Malaysia.
These providers process data for clarabook outside Malaysia.
The files you upload to a Book (invoices, receipts, statements) are stored as they came, in a private Cloudflare R2 bucket created with an Asia-Pacific location hint. Cloudflare treats that hint as best effort and does not guarantee the country, so your original documents may be held outside Malaysia and outside Asia-Pacific. They are reached only through short-lived links we create for you, and they are deleted when your Workspace is deleted.
What Clara sends to the model provider is kept under that provider's retention terms, which we have accepted. The Vercel AI Gateway states that it does not retain prompts or outputs and keeps routing metadata for 30 days.
If the provider key that clarabook holds fails, the Vercel AI Gateway may silently use Vercel's own credentials instead.
The platform that runs Clara's work keeps its own copy of session data for 7 days after a run completes. Clara keeps her own transcript separately.
Resend sends our transactional email (sign-in codes and notices) from its United States region, us-east-1, and stores its account data in the United States. The email address and the content of each message are therefore processed in the United States.
Workflow hook tokens are always stored in the United States, in the Vercel region iad1, even though the application runs in Singapore.
While a Workspace exists, we keep everything in it: entries, Receipts, documents, contacts, the chart of accounts, Conversations and their transcripts. They are your accounting records, and the seven-year duty to keep them is yours.
When a subscription ends, the Workspace stays read-only for a retention period that is set by clarabook and shown in your Workspace. We email the Owner one month before the deletion date, and then the whole Workspace is deleted. Every deletion is recorded in a register.
Sessions are removed 30 days after they expire, sign-in codes 24 hours after they expire, and sign-in attempt counters after 24 hours without use. Records of how much Clara was used are added up into monthly totals after 24 months. The content of payment events from Stripe is removed after 90 days, and the event itself after 24 months.
Our providers keep short-lived copies of their own: Vercel keeps runtime logs for one day and Resend keeps email logs for 30 days. Stripe keeps billing records under its own terms.
Each sign-in is recorded with the time, the method, your IP address, your browser and an approximate place. After 12 months the IP address, the browser and the place are removed. The record that you signed in, and that you accepted the terms, stays.
When someone invites you to a Workspace, we store your email address with the Invite, the role offered and who invited you. An Invite that expired, was revoked or was replaced is removed 12 months after that happened. An Invite you accepted stays with your membership.
When something waits for you in a Workspace, we email you a Daily Brief at 8:00 Malaysia time. It names the Workspace and, for each item, its kind, its Book and how long it has waited, with a link to it. It shows an item's title only when the title holds no number and no currency; otherwise the item is named by its kind alone, so the email never holds an amount. Resend sends it for us. You can turn it off in Your account, under Daily Brief.
Deleted data can persist in our database provider's backups for up to 35 days, and a restore from a backup can bring a deleted Workspace back for that time.
You can ask us for a copy of your personal data, to correct it, to withdraw your consent, to move it to another service or to delete it. Write to privacy@clarabook.com from the email address of your account. We answer a request for access within 21 days. To delete a Workspace, the Owner writes in the same way and we answer with a date 30 days ahead. The records in a customer's Books belong to that customer, so if your request is about them we may ask the Owner to answer it.
clarabook has not appointed a data protection officer. We check every quarter whether the legal threshold for appointing one has been reached.
If a breach exposes personal data in a Workspace's Books, we tell the Owners of the affected Workspaces within 24 hours of confirming that it touched their Books. We keep a register of breaches for at least two years.
clarabook stores three small files, called cookies, on your device. clarabook_lang remembers your language for a year. clarabook.session_token keeps you signed in: it is set when you sign in and lasts up to 30 days after you last use clarabook (on a secure connection its name begins with __Secure-). sidebar_state remembers whether you closed the sidebar, for a year. None of them is used for tracking or advertising.