Privacy Policy

1. Who we are and what this covers

This Privacy Policy describes how Clef Technologies Inc. (“Clef,” “we,” “us,” or “our”), a Delaware corporation located at 8 The Green, STE B, Dover, DE 19901, handles information in connection with clefpro.com and the services offered there, which use data from your accounting software to help you run your business, such as following up on overdue invoices (together, the “Service”). Our business-for-sale marketplace at tryclef.com has its own Privacy Policy.

We decide how the information we receive through the Service is used, and we are responsible for it. When you connect QuickBooks, we act as an independent controller of the data we receive. We do not process it on behalf of Intuit. When we contact your customers for you, we do so on your instructions and for your benefit.

2. Information we collect

From you

• Account information. Your name and email address, and the sign-in details our authentication provider (WorkOS) gives us when you create an account or sign in.
• Business settings. Your business name, time zone, the days and hours we may call, how overdue an invoice must be before we follow up, whether calls need your approval, and the phone number your customers can call back.
• Communications. What you send us when you contact support.

From QuickBooks, when you connect it

The QuickBooks data we read depends on the features you use. Today, when you connect your QuickBooks Online company, you authorize us to read the following, and we keep a copy so the Service can work. We do not read your financial statements, such as your profit and loss or balance sheet, or your bank or payroll data:

• Company profile: company and legal name, email, phone, address, country, fiscal year start, and time zone.
• Customers: customer and company names, contact names, email addresses, phone numbers, billing addresses, and open balances, including inactive customers.
• Invoices: invoice numbers, dates, due dates, amounts, balances, billing email, email status, and the invoice’s private note. We read open invoices and the last 12 months of invoice history.
• Payments: payments from the last 12 months and which invoices they paid.
• Connection details: your QuickBooks company ID and the access tokens Intuit issues to us, which we store encrypted.

If you choose a feature that needs more of your QuickBooks data, such as financial statements for a business valuation, we will tell you what it reads and ask your permission before we read it, and we will update this Policy first.

From calls we make for you

When we call one of your customers on your behalf, we collect the number called, the time of the call, a transcript, a summary, and the outcome, including anything your customer tells us, such as a date they will pay, a new email address for invoices, a dispute, or a request not to be called again.

Automatically

Our servers record technical information such as IP address, browser type, pages requested, and timestamps. We use cookies and similar browser storage only to keep you signed in and to remember preferences such as your light or dark theme. We do not use advertising cookies.

3. How we use information

• To collect what you are owed. We find overdue invoices, decide which customers are due a follow-up under your settings, ask for your approval if you require it, call your customers, and show you each call’s transcript and outcome.
• To keep QuickBooks up to date. After a call, we add a short dated note about it to the private note of the customer’s overdue invoices. If your customer asks for a copy of an invoice, we have QuickBooks email it to the address they give us.
• To run and protect the Service. To operate, secure, and support the Service, prevent fraud and abuse, and fix problems.
• To communicate with you about your account, calls that need your attention, and changes to the Service.
• To meet legal obligations and enforce our Terms of Service.

4. How we handle QuickBooks data

• We use QuickBooks data only to provide the Service to you, as described in this Policy.
• We never sell it, rent it, or use it for advertising.
• We never show one customer’s QuickBooks data to another customer.
• We do not use it to train AI models. Our service providers receive it only to provide the Service to you, as described in section 6.
• We do not use it to make credit, lending, insurance, or employment decisions about anyone, and we do not report anyone to credit bureaus.
• If we ever use information across customers, such as to understand how the Service performs, it is aggregated and de-identified so it cannot identify you, your business, or your customers.
• When you disconnect, from Clef’s settings or from QuickBooks, we stop reading your QuickBooks data and stop calling right away. We delete the QuickBooks data we stored, along with call transcripts and summaries, 30 days after you disconnect unless you reconnect first. You can ask us to delete it sooner (see section 10).

5. The people we contact for you

If Clef called you about an invoice, we were calling on behalf of the business that issued it, using contact details that business keeps in QuickBooks.

• We say which business we are calling for.
• Calls are recorded and transcribed so the business can see what was said. Where the law requires everyone’s consent to record, we say so at the start of the call.
• We call only between 8 a.m. and 9 p.m. in your local time, and only during the hours the business allows.
• To stop the calls, say so during a call, or email [email protected] with your phone number and the business’s name. We add your number to that business’s do-not-call list, and we will not call it again for that business.

6. How we share information

We do not sell personal information. We share it only as follows:

• Service providers that operate parts of the Service for us, under agreements that limit their use of the data to providing services to us:
  • Intuit, to connect to your QuickBooks company.
  • Google Cloud, which hosts our servers and database in the United States.
  • Vercel, which hosts our websites.
  • WorkOS, which handles sign-in.
  • ElevenLabs, which provides the voice technology for calls we make for you. For each call it receives your business name, your customer’s name and phone number, the open invoices with amounts and due dates, the billing email, recent contact history, and your callback number, and it produces the call audio and transcript.
  • Twilio, which connects the phone calls.
  • Google (Gemini), which provides the language processing used on those calls.
• With your customers, as part of a call: we tell your customer which invoices are overdue and how much they owe you.
• Legal and safety. When we believe disclosure is required by law or legal process, or is needed to protect the rights, property, or safety of Clef, our users, or others.
• Business transfers. As part of a merger, acquisition, financing, or sale of assets, in which case the information stays subject to this Policy.
• With your consent or at your direction.

7. How long we keep information

• QuickBooks data, call transcripts, and summaries: while your QuickBooks company is connected, and deleted 30 days after you disconnect unless you reconnect first.
• Do-not-call requests: kept for as long as we operate the Service, so we keep honoring them.
• Account information: while your account is open, then as needed to meet legal obligations, resolve disputes, and enforce our agreements.
• Technical logs are kept for a short period for security and troubleshooting. We do not write QuickBooks data or call content to them.

Deleted data can remain in encrypted backups for a limited time until those backups expire. We do not restore it or use it in the meantime.

8. Security

We encrypt data in transit with HTTPS and at rest in Google Cloud. QuickBooks access tokens are additionally encrypted with AES-256. Access to production systems is limited to people who need it to run the Service. No system is perfectly secure, so we cannot guarantee absolute security. If a security incident affects your information, we will notify you, Intuit where your QuickBooks data is involved, and regulators, as the law and our agreements require.

9. Where we process information

Clef is based in the United States and stores and processes information in the United States.

10. Your choices and rights

• Disconnect QuickBooks at any time from Clef’s settings or from the Apps page in QuickBooks.
• Delete your data. Email [email protected] from your account’s email address and we will delete your QuickBooks data, call records, and, if you ask, your account.
• Access, correct, or get a copy of your personal information by emailing [email protected].

California residents may request the categories and specific pieces of personal information we have collected, the purposes, and the categories of third parties we share it with, and may request correction or deletion. We do not sell or share personal information for cross-context behavioral advertising, and we will not discriminate against you for exercising these rights. Residents of other states with privacy laws have similar rights, which you can use the same way. We may need to verify your identity before acting on a request.

If your information came to us from a business that uses Clef, such as when we called you, we may refer your request to that business and help it respond.

11. Children

The Service is for businesses and people at least 18 years old. We do not knowingly collect information from children.

12. Changes to this Policy

We may update this Policy. If we make material changes, we will update the date above and notify account holders by email before the changes take effect.

13. Contact

Questions or requests: [email protected], or Clef Technologies Inc., 8 The Green, STE B, Dover, DE 19901.