Privacy Policy

Whose data this covers

Our customers — clearing agents and their staff, who create an account and enter their own business data.

Their clients — importers and exporters whose details a clearing agent enters in order to do the work. We process that data on the agent's behalf. If you are an importer and want your details changed or removed, contact the clearing agent who holds your file: they control it, not us.

What we collect

Account and organisation. Your name, email address, password (stored only as a bcrypt hash — we never hold the plain text), an optional phone number, and your organisation's name, address, city, NTN, sales tax registration number and logo.

Business data you enter. Clients and their NTNs, clearance jobs and Goods Declarations, HS codes, invoices, payments, vendor bills, cheques, payroll records, chart of accounts and journal entries, and any documents you upload against a job.

Technical. The IP address of your last sign-in, an audit log of significant actions in your organisation, and — where you arrived from a link that carried it — the referring site and landing page of your first visit.

We do not collect payment card details. Card payments are not currently enabled in the product.

Who else receives data

• Hosting. Our database and your uploaded documents are stored on servers in the European Union (Finland).
• Email. Verification, password reset, team invitation and receipt emails are sent over SMTP through Elastic Email.
• Google Analytics and the Meta (Facebook) Pixel — analytics and advertising measurement on our public marketing pages.
• Microsoft Clarity — analytics on our public marketing pages. Clarity records how visitors interact with those pages, including mouse movement, clicks and scrolling.
• Google reCAPTCHA — protects sign-up, sign-in and password reset from automated abuse.
• DeskLeap — the support chat widget on our public pages. Anything you type into it goes to DeskLeap.
• exchangerate-api.com — supplies currency rates. No personal data is sent.

The analytics and chat tools above run on our public marketing pages. They are not used to record what you do inside your organisation's account.

What we do not do

We do not sell your data. We do not share your business records with other customers. We do not use the contents of your jobs, invoices or documents to advertise to you.

How long we keep it

We keep your data for as long as your organisation's account exists. When an account is deleted, its records are removed from our live systems. Copies may remain in our encrypted backups until those backups age out on their normal rotation.

Deleting your account

You can have your account and your organisation's data deleted. Email info@clearagent.io from the address on the account and we will action it. A self-serve option in Settings is being added.

Deleting an organisation removes its clients, jobs, invoices, payments, accounting records and uploaded documents. It cannot be undone.

Security

Passwords are hashed with bcrypt. FBR credentials, where you choose to store them, are encrypted at rest with AES-256-GCM. Access to your data requires a valid session and is scoped to your organisation.

We hold no security certification and have not been independently audited. This page will say so until that changes.

Contact

info@clearagent.io