Privacy Policy

1. Overview

This Privacy Policy explains how Clariflow collects, uses, stores, and protects information when you access or use our software platform.

Clariflow is a software-as-a-service platform for coaches, therapists, counsellors, consultants, and other practitioners to organize client workflow, session notes, uploaded files, appointments, feedback, follow-ups, billing, and progress-related information.

Clariflow is designed to support ethical, privacy-conscious client management, including confidentiality, secure record-keeping, and thoughtful handling of sensitive client information.

2. Software Service Only

Clariflow provides software tools only. We do not provide coaching, therapy, counseling, counselling, medical advice, diagnosis, treatment, legal advice, financial advice, or any other professional service.

Practitioners who use Clariflow are responsible for their own professional judgment, client relationships, confidentiality obligations, client consent, record-keeping practices, supervision requirements, and compliance with applicable laws and professional standards.

3. Professional Standards and Ethical Responsibilities

Clariflow may be used by practitioners who belong to professional coaching, counselling, therapy, consulting, or supervision bodies. Clariflow is intended to support organized and privacy-conscious practice management, but it is not a substitute for professional ethics, clinical judgment, supervision, or legal compliance.

Users remain responsible for following the ethical codes, confidentiality rules, client agreements, data protection obligations, record-retention requirements, and professional standards that apply to their role, location, clients, and professional body.

Clariflow is not affiliated with, endorsed by, approved by, or certified by any coaching federation, counselling association, therapy association, healthcare regulator, or professional body unless this is expressly stated in writing by Clariflow.

4. Local Vault and Sensitive Client Information

Clariflow is designed to separate sensitive client material from routine practice operations. Sensitive session notes and client files are intended to remain in the user's Local Vault on the practitioner's own device or selected local storage location.

Non-sensitive operational information, such as appointments, billing summaries, account details, and practice workflow data, may be stored online to support the functionality of the service.

Users are responsible for protecting their own devices, browsers, local folders, backups, passwords, shared computers, and any third-party storage locations they choose to use with Clariflow.

5. Information We Collect

We may collect information that you provide directly when you use Clariflow, including:

• Account information, such as name, email address, and login details.
• Subscription and billing-related information.
• Client records that you choose to enter into the platform.
• Appointment, billing, workflow, feedback, follow-up, and progress-related information.
• Session notes and uploaded file references where such features are used.
• Support messages or communications you send to us.
• Technical information such as device, browser, usage, and access logs.

6. Client Information Entered by Users

Clariflow users may enter client-related information into the platform. This may include client names, session notes, uploaded files, appointment details, feedback responses, progress markers, billing information, and other client workflow information.

You are responsible for ensuring that you have the necessary permissions, consents, client agreements, professional authority, and legal basis to enter, upload, process, or store any client-related information in Clariflow.

You should not enter information into Clariflow unless you are legally and professionally permitted to do so.

7. How We Use Information

We use information to:

• Provide, operate, and improve Clariflow.
• Create and manage user accounts.
• Store and display client workflow data entered by users.
• Enable notes, uploads, appointments, billing, feedback, and follow-up workflows.
• Process subscriptions, payments, invoices, and account access.
• Provide customer support and respond to inquiries.
• Protect the security and integrity of the platform.
• Comply with legal, tax, accounting, and regulatory obligations.

8. Payments and Paddle

Clariflow uses Paddle as its payment provider and Merchant of Record. When you purchase a Clariflow subscription, Paddle may collect and process payment details, tax information, billing address, invoice information, renewal status, and other transaction-related data.

We do not store full payment card details on Clariflow servers. Payment processing is handled by Paddle according to Paddle's own terms and privacy practices.

9. Cookies and Similar Technologies

Clariflow may use cookies or similar technologies to support login sessions, security, preferences, analytics, and platform functionality.

You may be able to control cookies through your browser settings, but disabling some cookies may affect how the service functions.

10. Data Sharing

We do not sell your personal information. We may share information only when necessary to provide and operate Clariflow, including with trusted service providers such as hosting, database, authentication, payment, analytics, email, and support providers.

We may also disclose information if required by law, legal process, regulation, security needs, or to protect the rights, safety, and integrity of Clariflow, our users, or others.

11. Data Security

We use reasonable technical and organizational measures to protect information stored in Clariflow. However, no online service, database, transmission method, device, browser, local folder, or storage system can be guaranteed to be completely secure.

You are responsible for using strong passwords, protecting your login credentials, limiting account access, securing your devices, maintaining appropriate backups, and following appropriate security practices for your own professional workflow.

12. Data Retention and Deletion

We retain information for as long as needed to provide the service, manage accounts, comply with legal obligations, resolve disputes, maintain security, and support legitimate business needs.

Users may request deletion of their account or certain online information, subject to legal, billing, security, backup, and operational requirements.

Information stored locally in a user's Local Vault, device, browser, downloads folder, selected local folder, or personal backup system remains under the user's control. Users are responsible for managing, exporting, retaining, or deleting local records according to their professional and legal obligations.

13. International Data Processing

Clariflow may use service providers located in different countries. By using the service, you understand that information may be processed, stored, or transferred in locations outside your country of residence, subject to applicable law.

14. Your Rights

Depending on your location, you may have rights to access, correct, update, export, restrict, or delete certain personal information. You may also have rights to object to certain processing or withdraw consent where processing is based on consent.

To make a privacy request, contact us at support@clariflowapp.com.

15. Children's Privacy

Clariflow is not intended for use by children. Users should not create accounts or use Clariflow if they are below the age required to legally enter into a binding agreement in their location.

16. Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we may update the date above or provide notice through the website or service.

17. Contact

For privacy questions or requests, contact us at support@clariflowapp.com.