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Privacy Policy

Last updated: September 28, 2026

1. Introduction

ClaryBook ("we", "our", or "us") operates the ClaryBook web application and Telegram bot (collectively, the "Service"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service.

By using the Service, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect

2.1 Account Information

When you create an account, we collect your email address, name (optional), and password (stored as a cryptographic hash). If you link a Telegram account, we store your Telegram user ID and username.

2.2 Financial Data

We collect and store the business financial data you provide, including expenses, receipts (photos), mileage trips, hours worked, bank transaction data you import, and related metadata such as vendors, categories, amounts, dates, and descriptions.

2.3 Telegram Messages

When you interact with our Telegram bot, we process the text and images you send to extract financial data. Like the in-app chat, your Telegram conversation history (the text of your messages and our replies, not the images themselves) is stored securely so you and our support team can review past conversations and we can audit the assistant's answers. Receipt images are stored with the expense they document. Chat history is deleted with your account (see Section 6).

2.4 Usage Data

We collect standard technical information such as IP addresses, browser type, and access times for security monitoring and service improvement. On the mobile apps, the app and the platform services it relies on (such as Google Play Billing for subscriptions) may transmit device identifiers, which are used for app functionality, fraud prevention, and security. We do not use device identifiers for advertising and we do not share them with third parties for their own purposes.

3. How We Use Your Information

We use your information to:

  • Provide, maintain, and improve the Service
  • Process and categorize your financial data
  • Generate reports, summaries, and tax documentation
  • Send transactional emails (verification, password reset, welcome)
  • Detect and prevent fraud, abuse, and security incidents
  • Respond to your questions and support requests
  • Use anonymized chat utterances to evaluate and improve the quality of our artificial intelligence assistant and overall service quality

4. Third-Party Services

We use the following third-party services to operate ClaryBook:

  • Anthropic (Claude AI), to process natural language inputs and extract structured financial data from your messages and receipt images, and as a sub-processor for chat-quality evaluation. Anthropic processes data in the United States (data is transferred from the EU/EEA to the US). Data sent to Anthropic is processed per their API terms and is not used to train their models.
  • Telegram, to provide the messaging bot interface. Subject to Telegram's privacy policy.
  • Resend, to deliver transactional emails. Only your email address and message content are shared.
  • Railway, for hosting and infrastructure. Data is stored in the United States.

4.1 Website analytics

On our websites (clarybook.com and clarybook.nl) and in the web app (app.clarybook.com) we use Google Tag Manager and Google Analytics 4 to measure which pages people visit, where they came from, and how many of them sign up. Measurement is cross-domain: a visit that starts on clarybook.com or clarybook.nl and continues on app.clarybook.com is counted as one visit. In the United States, analytics cookies are set when the page loads, and choosing Decline in the banner at the bottom of the page turns them off. Everywhere else, including the European Economic Area, the United Kingdom and Switzerland, analytics cookies are only set after you accept them in that banner. We rely on Google's estimate of your location for this; if Google cannot tell where you are, we treat you as outside the United States. If your browser sends a Global Privacy Control signal, we treat it as Decline on every page and do not show the banner. You can decline, and the site works the same either way. Your choice is stored in your browser for 12 months. On clarybook.com the same choice is also saved in a cookie called cb_consent for up to 180 days, shared with app.clarybook.com, so the web app does not ask you again.

To connect a website visit to a signup, your browser stores a random identifier (cb_anon) and the details of how you arrived, such as the campaign name, the referring site and the first page you opened. These values are sent to our own servers with the page-view and signup events and, if you create an account, kept with your account. They contain no name, email address or financial data.

When you sign up or start a subscription, our server sends that event to Google Analytics with a pseudonymous user id: a random account identifier, never your email address, name or any financial data. Google Analytics keeps this data for 2 months. Google processes it under its own terms; see Google's privacy policy for details. The iPhone and Android apps do not load Google Analytics; signups and subscriptions made in the apps are still counted by our server as described above.

On clarybook.com and clarybook.nl we also use Contentsquare (formerly Hotjar) to see how visitors use our pages: clicks, scrolling, and anonymous replays of page visits, so we can find what is confusing and fix it. It only runs after you choose Accept in the cookie banner, in every country, the United States included. It never runs on a default setting, after Decline, or when your browser sends a Global Privacy Control signal. Contentsquare never records what you type into form fields, and it masks email addresses and card numbers before anything leaves your browser. We do not use it in the web app (app.clarybook.com) or in the iPhone and Android apps, so your bookkeeping data is never recorded. Contentsquare processes this data under its own terms.

We advertise on Google Ads. To see which ads lead to a signup, Google's advertising cookies record that you arrived from an ad click. In the United States these cookies are set by default, and choosing Decline in the cookie banner turns them off together with analytics. Outside the United States we do not set advertising cookies at all. If you arrived from a Google ad, this website also keeps Google's click reference for that ad in your browser for up to 90 days (cb_gclick) and adds it to your signup link. If you then create an account, our server sends Google Ads that click reference and the time you signed up, so Google can count the signup for the ad. Our server sends Google nothing for accounts that did not come from a Google ad. Outside the United States the website does not store the click reference, and choosing Decline deletes it and stops it being added to your signup link. We send Google no name, email address or financial data for this. Google processes the ad click data under its own terms.

We also advertise in ChatGPT. On clarybook.com and clarybook.nl, in the United States only, OpenAI's measurement pixel records the pages you view with a random browser identifier (a cookie called __obref, kept for up to 1 year). If you arrived from a ChatGPT ad, it also keeps OpenAI's click reference for that ad (a cookie called __oppref, kept for 30 days). Our site keeps its own copy of that click reference in your browser for 30 days (cb_oppref) and adds it to your signup link, so it reaches app.clarybook.com. If you then create an account or start a paid subscription, our server sends OpenAI that click reference and a one-way hashed (SHA-256) copy of your email address, so OpenAI can match the signup to the ad. Our server sends OpenAI nothing for accounts that did not come from a ChatGPT ad, and never your name or financial data. Outside the United States, including the European Economic Area, the United Kingdom and Switzerland, the pixel does not load and our site does not store the click reference. Choosing Decline in the cookie banner turns all of this off: the pixel stops, and its cookies and our stored copy of the click reference are deleted. Decline works before you sign up: a click reference already saved with an account is still used if that account later starts a paid subscription. OpenAI's pixel does not run in the web app (app.clarybook.com) or in the iPhone and Android apps. OpenAI processes this data under its own terms.

5. Data Storage and Security

Your data is stored in an encrypted PostgreSQL database hosted in the United States. Receipt images are stored on our hosting provider's encrypted disks and served only to signed-in users of your business. All data transmission uses TLS/HTTPS encryption.

We implement industry-standard security measures including password hashing (bcrypt), JWT-based authentication, rate limiting, account lockout protection, and multi-tenant data isolation to ensure your data is not accessible by other users.

While we take reasonable precautions, no method of electronic storage is 100% secure. We cannot guarantee absolute security.

6. Data Retention

We retain your data for as long as your account is active or as needed to provide the Service. Financial records are retained for at least 7 years to support tax compliance requirements.

You may delete your account and export your data at any time from your account settings. Upon account deletion, your personal data and financial records will be permanently removed, subject to any legal retention requirements.

Evaluation data: anonymized chat utterances used to evaluate and improve our artificial intelligence assistant are stripped of personally identifiable information before storage. These evaluation corpora may be retained for the lifetime of the Service to support ongoing chat-quality evaluation.

Detailed account-deletion steps and what is retained

7. Your Rights

Depending on your jurisdiction, you may have the right to:

  • Access and receive a copy of your personal data
  • Correct inaccurate personal data
  • Request deletion of your personal data
  • Export your data in a portable format (CSV/PDF reports)
  • Export your data as a downloadable archive (ZIP)
  • Delete your account and all associated data via self-service
  • Withdraw consent for data processing

8. Children's Privacy

The Service is not intended for individuals under the age of 18. We do not knowingly collect personal information from children.

9. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email or by posting a notice on the Service. Continued use of the Service after changes constitutes acceptance of the updated policy.

10. Contact Us

If you have questions about this Privacy Policy or your data, contact us at hello@clarybook.com.