Privacy Policy

CLEARDESK PRIVACY POLICY

LAST UPDATED: June 8, 2025

Clear Health LLC, doing business as ClearDesk ("ClearDesk," "we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and protect personal data when you interact with our website, our AI voice agents, and related services (collectively, the "Services").

1. Scope

This Policy applies to:

  • Visitors to our websites and landing pages;

  • Customers and prospective customers who engage with our team;

  • Callers who interact with ClearDesk AI agents on behalf of our customers; and

  • Anyone whose data we process while providing the Services.

If you are a caller interacting with a ClearDesk AI agent on behalf of a business (our customer), please note that we process your data as a service provider / processor for that business. We encourage you to review that business’s own privacy notices as well.

2. Personal Data We Collect

2.1 Information you provide directly

  • Contact details: name, email address, phone number, company name, job title.

  • Account information: login credentials, preferences, billing address.

  • Support/communications: messages, recordings, or attachments you send to us.

2.2 Information collected via calls handled by our AI agents

  • Caller metadata: phone number, call time/date, call duration.

  • Call audio & transcripts: recordings and transcriptions of calls, including any information you share (e.g., appointment details, policy numbers, pet info, FNOL data, etc.).

  • Disposition & tags: outcomes of calls (e.g., booked appointment, claim intake started, lead qualified), notes and summaries generated by the AI or our team.

2.3 Technical & usage data

  • Device / browser information: IP address, browser type/version, operating system.

  • Usage analytics: pages visited, referring/exit pages, time on site, clickstream data.

  • Cookies & similar technologies: session identifiers, analytics cookies, functional cookies. See our Cookie Notice for details.

2.4 Third‑party sources

  • Integrations: data pulled or pushed to CRMs, calendars, ticketing systems, or PBXs (e.g., RingCentral, Twilio, GoHighLevel, HubSpot, Salesforce). The type of data depends on your configuration and permissions.

  • Partners & marketing platforms: lead lists, enrichment data, or campaign performance information where permitted by law.

3. How We Use Personal Data

We use personal data to:

  1. Provide and improve the Services: answer calls, generate transcripts/summaries, schedule appointments, route or escalate calls, and integrate with your systems.

  2. Operate, secure, and troubleshoot: monitor performance, detect fraud or abuse, and maintain the reliability of our AI voice platform.

  3. Analyze and enhance: train, test, and improve our models and prompts (with safeguards and, where required, consent/contractual permission).

  4. Communicate: respond to inquiries, provide customer support, send updates or marketing communications (where lawful and subject to your preferences).

  5. Comply with legal obligations: respond to lawful requests from authorities, enforce agreements, or protect our rights and users.

Legal bases (EEA/UK/PR & similar jurisdictions): We rely on contract necessity, legitimate interests (e.g., to secure and improve our Services), consent (e.g., for marketing or where required for recordings), and/or legal obligations, as applicable.

4. How We Share Personal Data

We may share personal data with:

  • Service providers / processors: cloud hosting, analytics, payment processing, telephony/SIP providers, CRM integrations, and support tools (under contract, limited to necessary use).

  • Customers (your service provider): if you called one of our customers, we share transcripts, summaries, and caller metadata back to that customer per our agreement.

  • Partners & resellers: for joint offerings or integrations, with appropriate agreements in place.

  • Authorities & legal requests: when required by law, lawful subpoena, or to protect rights, safety, and property of ClearDesk, our customers, or others.

  • Corporate transactions: in connection with a merger, acquisition, financing, or sale of all or a portion of our assets (with notice where required).

We do not sell personal data as defined by certain privacy laws (e.g., CCPA/CPRA) and we do not share personal data for cross‑context behavioral advertising without providing applicable opt‑outs.

5. International Transfers

ClearDesk is headquartered in Puerto Rico and may process data in the United States and other countries. When transferring personal data internationally, we implement appropriate safeguards (e.g., Standard Contractual Clauses, data processing agreements) as required by applicable law.

6. Data Retention

We retain personal data only as long as necessary to fulfill the purposes outlined in this Policy or as required by law or contract. Retention periods vary by data type (e.g., call recordings vs. billing records). Customers may request shorter retention periods or deletion of specific data through their admin settings or by contacting us.

7. Security

We use reasonable technical and organizational measures to protect personal data (encryption in transit and at rest where appropriate, access controls, monitoring). No system is 100% secure; please notify us immediately if you suspect any security breach.

8. Your Privacy Rights

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

  • Access the personal data we hold about you;

  • Request correction or deletion of your personal data;

  • Object to or restrict certain processing activities;

  • Opt out of marketing communications at any time;

  • Withdraw consent where consent is the legal basis;

  • Request data portability; and

  • Lodge a complaint with a supervisory authority.

To exercise these rights, contact us at contact@cleardesk.app (or the contact method below). We may need to verify your identity before fulfilling certain requests.

9. Children’s Privacy

Our Services are not directed to children under 13 (or the age defined by local law). We do not knowingly collect personal data from children. If you believe a child has provided us data, please contact us and we will take appropriate steps to delete it.

10. Changes to this Policy

We may update this Privacy Policy from time to time. We will post the revised Policy with an updated "Last Updated" date. Material changes may be communicated via email or in‑product notice. Your continued use of the Services after changes take effect constitutes acceptance of the updated Policy.

11. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, contact us at:

Clear Health LLC, doing business as ClearDesk
Attn: Support Team
San Juan, Puerto Rico 00917
Email: contact@cleardesk.app

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