Privacy Notice

This Privacy Notice explains how Brian Roettger, an individual doing business as Clear Labs ("we", "us", "our"), collects, uses, shares, and protects personal data when you use ClearPractice (the "Service"). For questions, contact support@clearpractice.app.

1. Controller

We act as the controller of personal data about you as an account holder (a practitioner, staff member, or small-business operator using the Service). For personal data you enter about your own clients, patients, or customers, we act as a processoron your behalf; you are the controller of that data.

2. Personal data we collect

• Account data: name, email, hashed password, practice/business name, role.
• Profile & settings: practice details, addresses, logo, tax and fee settings, preferences.
• Practice content you enter: clients, products, invoices, payments, purchase orders, clinical notes, diagnoses, lab files, attachments, and other records you create.
• Support communications: messages you send us and their contents.
• Usage & device data: IP address, browser and device identifiers, log timestamps, error reports, feature usage.
• Cookies & local storage: essential session cookies and local-storage entries used to keep you signed in and remember UI preferences.

Payment card details are collected and processed by Braintree (a PayPal service), our payment processor, and never by us.

3. Purposes and legal bases

• Provide the Service (create your account, host your data, keep you signed in) — performance of a contract.
• Security, fraud prevention, and abuse detection — legitimate interests.
• Support — performance of a contract and legitimate interests.
• Service improvement and diagnostics — legitimate interests.
• Billing and tax compliance — performance of a contract and legal obligation (payments processed by Braintree).
• Marketing communications (only if you opt in) — consent, which you can withdraw at any time.
• Legal compliance — legal obligation.

4. How we share personal data

We share personal data only with the categories of recipients below:

• Service providers / subprocessors: hosting and database infrastructure, file storage, transactional email delivery, error monitoring, and analytics used to operate the Service.
• Braintree (a PayPal service): payment processing for subscription purchases, renewals, and refunds.
• Professional advisers (legal, accounting) as needed.
• Authorities where required by law, subpoena, or court order.
• A successor entity in the event of a merger, acquisition, or sale of assets, subject to this Privacy Notice.

We do not sell your personal data.

5. International transfers

Our infrastructure and some of our subprocessors are located in the United States and other countries. Where personal data of individuals in the UK or EEA is transferred outside those regions, we rely on appropriate safeguards such as Standard Contractual Clauses or an adequacy decision.

6. Retention

We retain your account and practice data for as long as your account is active. If you cancel or delete your account, we will delete or anonymize personal data within a reasonable period, except where we are required to retain records (for example, financial and tax records associated with payment processing). Support communications and log data are retained for a shorter rolling period sufficient to operate the Service.

7. Your rights

Depending on where you live, you may have the right to access, correct, delete, restrict, or object to processing of your personal data, to portability, and to withdraw consent. You also have the right to lodge a complaint with your local data-protection authority. To exercise any of these rights, email support@clearpractice.app. We will respond within the time required by applicable law (typically within 30 days).

You can delete your account and associated data at any time from within the Service — see Delete Account.

8. Security

We use appropriate technical and organizational measures to protect personal data, including TLS encryption in transit, encryption at rest by our managed cloud backend, hashed passwords, breached-password screening, role-based access, and private file storage with short-lived signed URLs. No system is perfectly secure; please use a strong, unique password and keep your devices secure.

9. Cookies and similar technologies

We use strictly necessary cookies and local-storage entries to keep you signed in, remember UI preferences, and secure the Service. We do not use advertising cookies. If we add analytics or performance cookies in the future, we will update this Notice and request consent where required.

10. Children

ClearPractice is not directed to children under 16, and we do not knowingly collect personal data from them. If you believe a child has provided us personal data, please contact us and we will delete it.

11. Changes to this Notice

We may update this Notice from time to time. Material changes will be communicated by in-app notice or email. The "Last updated" date at the top always reflects the current version.

12. Contact

Brian Roettger, DBA Clear Labs — support@clearpractice.app.