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Privacy Policy

Last updated: January 2025

Introduction

ClaraHaus.ai ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our service.

Information We Collect

Information You Provide

• Account Information: When you sign up, we collect your name, email address, and authentication details through our secure authentication provider (Clerk).
• Condominium Data: Email communications, documents, and attachments you or authorized users forward to our service for processing.
• User Communications: Questions you ask Clara and any feedback you provide.

Information Automatically Collected

• Authentication Data: Session information and authentication tokens managed by Clerk.
• Technical Information: IP address, browser type, and operating system for security and service optimization.

How We Use Your Information

We use your information to:

• Provide and maintain our AI-powered condominium assistant service
• Process and analyze condominium documents to answer your questions
• Authenticate users and maintain account security
• Respond to your inquiries and provide customer support
• Improve our service and develop new features
• Comply with legal obligations

Data Processing

Email and Document Processing

When emails are forwarded to our service:

• We process emails sent to designated condominium email addresses (e.g., yourcondo@docs.clarahaus.ai)
• Email content and attachments are extracted and stored securely
• We use AI technology (OpenAI) to analyze documents and generate responses
• Processed data is stored in isolated databases specific to each condominium

Data Isolation

Each condominium's data is stored separately and is only accessible to authorized users of that specific condominium.

Third-Party Services

We use the following third-party services:

• Clerk: For user authentication and session management
• SendGrid: For receiving forwarded emails
• OpenAI: For AI-powered document analysis and question answering
• Render: For secure cloud hosting

These services have their own privacy policies and data handling practices.

Data Security

We implement appropriate technical and organizational measures to protect your data, including:

• Encryption of data in transit using HTTPS
• Secure authentication through Clerk
• Isolated data storage for each condominium
• Regular security updates and monitoring
• Access controls and authentication for all data access

Data Retention

We retain your data for as long as necessary to provide our services and comply with legal obligations. You may request deletion of your condominium's data at any time by contacting us.

Your Rights

Depending on your location, you have specific rights regarding your personal data:

For Users in the European Union and Portugal

Under the General Data Protection Regulation (GDPR) and Portuguese Law No. 58/2019, you have the right to:

• Access: Obtain confirmation of whether we process your data and access to that data
• Rectification: Correct inaccurate or incomplete personal data
• Erasure ("Right to be Forgotten"): Request deletion of your personal data
• Restriction: Limit processing of your personal data
• Data Portability: Receive your data in a structured, commonly used format
• Object: Object to processing based on legitimate interests or direct marketing
• Withdraw Consent: Withdraw consent at any time where processing is based on consent
• Lodge a Complaint: File a complaint with the Portuguese Data Protection Authority (CNPD - Comissão Nacional de Proteção de Dados) at www.cnpd.pt

For Users in the United States

If you are a California resident, under the California Consumer Privacy Act (CCPA), you have the right to:

• Know: Request disclosure of personal information we collect, use, and share
• Delete: Request deletion of your personal information
• Opt-Out: Opt-out of the sale of personal information (we do not sell personal information)
• Non-Discrimination: Not be discriminated against for exercising your privacy rights

Other US states may provide additional rights under their respective privacy laws.

How to Exercise Your Rights

To exercise any of these rights, please contact us at legal@clarahaus.ai. We will respond to your request within 30 days (or 45 days for complex requests, with notice).

International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence, including the United States and Portugal.

For EU/EEA Users

When transferring data outside the EEA, we rely on:

• Standard Contractual Clauses approved by the European Commission
• Adequacy decisions where applicable
• Your explicit consent where required

Legal Basis for Processing (GDPR)

We process your personal data based on:

• Contract: To provide our services under our Terms of Service
• Consent: For optional features and communications
• Legitimate Interests: To improve our service, ensure security, and prevent fraud
• Legal Obligations: To comply with applicable laws

Children's Privacy

Our service is not intended for users under 18 years of age (or 16 in Portugal and the EU). We do not knowingly collect personal information from children. If we learn we have collected information from a child under the applicable age, we will delete that information.

Cookies

We use only essential cookies required for authentication and service functionality. We do not use tracking cookies or analytics cookies. By using our service, you consent to our use of essential cookies.

Data Protection Contact Information

Data Controller

ClaraHaus.ai
Email: legal@clarahaus.ai

Data Protection Authorities

Portugal: Comissão Nacional de Proteção de Dados (CNPD)
Website: www.cnpd.pt
Address: Av. D. Carlos I, 134, 1º, 1200-651 Lisboa, Portugal

United States: For privacy concerns, you may contact your state's Attorney General office.

California Privacy Rights

This section supplements our Privacy Policy for California residents.

Categories of Information We Collect

• Identifiers (name, email address)
• Internet activity (authentication data)
• Professional information (condominium association)

Do Not Sell My Personal Information

We do not sell, rent, or share personal information with third parties for their direct marketing purposes.

Portuguese Privacy Rights

In addition to GDPR rights, Portuguese residents have rights under Law No. 58/2019, including enhanced protections for automated decision-making. We do not make automated decisions that significantly affect you without human review.

Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page, updating the "Last updated" date, and sending an email notification to registered users.

Contact Us

For privacy inquiries or to exercise your rights:

Email: legal@clarahaus.ai
Website: https://clarahaus.ai
Response Time: Within 30 days (45 days for complex requests)