Privacy Policy

1. Who We Are

ClaraFlow AI is the data controller responsible for your personal data.

If you have any questions about this policy or how we handle your data, you can contact us at:

• Email: hello@claraflowai.co.uk
• Website: claraflowai.co.uk

2. What Data We Collect

We only collect personal data that you provide to us directly. When you submit our contact form, we collect:

• Your full name
• Your work email address
• Your type of firm or industry
• Any information you choose to include in your message

We do not use cookies, tracking pixels, or analytics tools on this website. We do not collect any data automatically.

3. How We Use Your Data

We use the information you submit solely to:

• Respond to your enquiry
• Arrange and conduct a discovery call if you request one
• Communicate with you about ClaraFlow AI services relevant to your enquiry

We will not use your data for any unrelated marketing, and we will not add you to any mailing list without your explicit consent.

4. Legal Basis for Processing

We rely on the following legal bases under UK GDPR to process your personal data:

Legitimate Interests (Article 6(1)(f))

When you submit an enquiry, we have a legitimate interest in contacting you to respond to your request. We have balanced this against your interests and rights, and we consider this processing proportionate and expected by you given the context.

Pre-Contractual Steps (Article 6(1)(b))

Where your enquiry relates to engaging ClaraFlow AI for services, processing your data is necessary to take steps prior to entering into a contract with you.

5. How We Store and Protect Your Data

Your contact form submissions are processed by Formspree, Inc., a third-party form processing service. Formspree acts as a data processor on our behalf, handling the secure transmission and delivery of your submission to us. Formspree is compliant with GDPR requirements. You can review their privacy practices at formspree.io/legal/privacy-policy.

Once received by us, your data is held securely. We take appropriate technical and organisational measures to prevent unauthorised access, disclosure, or loss of your personal data.

We do not store your personal data on this website. No data entered on this site is retained in any database operated by claraflowai.co.uk.

6. How Long We Keep Your Data

We retain enquiry data for up to 24 months from the date of your last contact with us, or until you ask us to delete it — whichever comes first. After this period, your data is securely deleted.

If you become a client, we will provide a separate data processing agreement governing how we handle data in the course of delivering our services.

7. Who We Share Your Data With

We do not sell, rent, or trade your personal data. We share it only as necessary to operate our business:

• Formspree, Inc. — form submission processing (data processor)
• Law enforcement or regulatory authorities — only where required by law

We will never share your data with third parties for marketing purposes without your explicit consent.

8. International Data Transfers

Formspree is headquartered in the United States. Your form submission data may be transferred to and processed in the US. Formspree relies on Standard Contractual Clauses (SCCs) and other appropriate safeguards to ensure your data is protected in line with UK GDPR requirements when transferred outside the UK.

9. Your Rights Under UK GDPR

You have the following rights regarding your personal data:

Right of Access

You can request a copy of the personal data we hold about you.

Right to Rectification

You can ask us to correct any inaccurate or incomplete personal data we hold about you.

Right to Erasure

You can ask us to delete your personal data where there is no compelling reason for us to continue processing it.

Right to Restriction of Processing

You can ask us to restrict how we use your data in certain circumstances.

Right to Data Portability

Where processing is based on consent or contract and carried out by automated means, you can ask us to provide your data in a structured, machine-readable format.

Right to Object

You can object to processing based on legitimate interests. We will stop processing unless we can demonstrate compelling legitimate grounds that override your rights.

Rights Related to Automated Decision-Making

We do not use automated decision-making or profiling that produces legal or similarly significant effects.

To exercise any of these rights, email us at hello@claraflowai.co.uk. We will respond within one calendar month.

10. Right to Complain

If you are unhappy with how we have handled your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's supervisory authority for data protection.

• Website: ico.org.uk
• Helpline: 0303 123 1113

We would, however, appreciate the opportunity to address your concerns before you contact the ICO, so please do reach out to us first.

11. Children's Data

Our services are directed at professional firms and business contacts. We do not knowingly collect personal data from anyone under the age of 18. If you believe we have inadvertently collected such data, please contact us and we will delete it immediately.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. When we do, we will update the "Last updated" date at the top of this page. We encourage you to review this page periodically. Continued use of our website following any changes constitutes acceptance of the updated policy.

13. Contact Us

For any questions, requests, or concerns regarding this Privacy Policy or your personal data, please contact: