Privacy policy

Effective date: to be set at launch

We keep this short and plain. Here's what ClearAim collects, why, who helps us process it and the choices you have.

1.Who we are

ClearAim (“ClearAim”, “we”, “us”) runs the website at clearaim.io and the ClearAim app. You can reach us at hello@clearaim.io.

When a company uses ClearAim, that company decides what goes into its workspace and who is invited. For that workspace data, the company is the controller and ClearAim processes the data on its behalf. For our website and the free trial form, ClearAim is the controller.

2.Data we collect

Account details: name, work email, job title, time zone, role in the workspace and sign-in records.
Check-in replies: what you write when you reply to a check-in email or fill in the check-in form, including the original email text, plus the updates ClearAim creates from it.
Task and planning data: tasks, subtasks, projects, positions, responsibilities, KPIs and their values, outcomes, commitments, blockers and, for coaches, private coaching notes.
Free trial form: name, work email, company, team size, role and any note you add.
Technical data: IP address, browser and device details and service logs, used to run and secure ClearAim. Your light or dark theme choice is stored in your own browser.
Billing details (when paid plans launch): handled by our payment processor. We never store full card numbers.

ClearAim does not include time tracking or activity tracking. If either is ever added, it will be opt-in per company, with clear notice in the app and by email, and each team member will see and be able to correct their own data first.

3.How we use data

To provide ClearAim: send check-ins and briefs, match replies to tasks and show dashboards.
To respond to you, including free trial sign-ups and support requests.
To keep ClearAim secure and working well, and to fix problems.
To improve ClearAim, using aggregated or de-identified information where we can.
To send service emails you need, such as sign-in links and account notices.

We don't sell personal data, and we don't use workspace data for advertising.

4.How we use AI

ClearAim uses AI to read check-in replies and match them to a leader's tasks, KPIs and outcomes, and to draft the CEO brief. We use the Anthropic API under commercial terms, and the data we send is not used to train models.

We send only what a task needs: the reply, plus the relevant tasks, KPIs, outcomes and responsibilities. When a match is uncertain, the leader is asked to confirm it.

5.Service providers

We use a small set of providers to run ClearAim. Each one processes data only to provide its service to us.

Vercel: hosting for the website and app.
Neon: Postgres database, hosted in a US region.
Resend: sending and receiving email, including check-ins and replies.
Anthropic: AI processing of check-in replies and briefs.
Stripe: payments, once paid plans launch.

We'll update this list before adding a new provider that handles workspace data.

6.How long we keep data

Raw email bodies from check-in replies are deleted after 90 days. The tasks and updates created from them stay with the workspace.
Workspace data is kept while the company's account is active. On request, we delete it fully within 30 days.
Free trial form entries are kept until you ask us to remove them or they're no longer needed.
Service logs are kept for a short period for security and troubleshooting.

7.Your choices and rights

You can ask to see, correct, export or delete your personal data, or object to how we use it. Depending on where you live, you may have additional rights under local law.

A company can ask for an export of its workspace data or for full deletion, and we'll complete either within 30 days. If your data sits in a company's workspace, you can also ask that company's ClearAim admin, and we'll help them respond.

To make a request, email hello@clearaim.io.

8.Security

Each company's data is isolated with Postgres row-level security, encrypted in transit and at rest, and check-in links are signed and expire. Read more on our security page.

9.Where data is stored

ClearAim is hosted in the United States. If you use ClearAim from elsewhere, your data will be transferred to and processed in the US. A data processing agreement is available on request.

10.Children

ClearAim is a tool for businesses and isn't meant for anyone under 16.

11.Changes to this policy

If we change this policy, we'll update the effective date above. For meaningful changes, we'll also let account owners know by email before they take effect.

12.Contact

Questions about privacy? Email hello@clearaim.io or visit our contact page.