Privacy Policy

Introduction

ClientHeat ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our client relationship management service.

Please read this privacy policy carefully. By using ClientHeat, you agree to the collection and use of information in accordance with this policy.

Information We Collect

Personal Information

When you create an account, we collect:

• Email address
• Name (if provided)
• Profile information from OAuth providers (Google, GitHub) if you choose to sign in with them

Client Data

When you use our service, we store:

• Client names and contact information you enter
• Notes and meeting summaries you create
• Action items and commitments you track
• Tags and categories you assign

Usage Data

We automatically collect:

• IP address and approximate location
• Browser type and device information
• Pages visited and features used
• Time and date of access

How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our services
• Process your transactions and send related information
• Send you technical notices, updates, and support messages
• Respond to your comments, questions, and customer service requests
• Generate AI-powered insights and recommendations about your client relationships
• Monitor and analyze trends, usage, and activities
• Detect, investigate, and prevent security incidents

AI Processing

ClientHeat uses artificial intelligence to analyze your notes and provide insights. This processing includes:

• Sentiment analysis of client interactions
• Automatic extraction of action items from notes
• Generation of meeting briefings and summaries
• Semantic search across your notes

Your data is processed securely and is never used to train public AI models. AI processing is performed using Cloudflare Workers AI and Google Gemini with appropriate data protection measures.

Data Sharing

We do not sell your personal information. We may share your information with:

• Service Providers: Third-party vendors who help us operate our service (hosting, email, payments)
• Legal Requirements: When required by law or to protect our rights
• Business Transfers: In connection with a merger, acquisition, or sale of assets

Data Security

We implement appropriate technical and organizational measures to protect your data, including:

• Encryption in transit (TLS/HTTPS)
• Encryption at rest for sensitive data
• Regular security assessments
• Access controls and authentication
• Secure session management

Data Retention

We retain your personal information for as long as your account is active or as needed to provide you services. You can request deletion of your account and associated data at any time by contacting us at support@clientheat.com.

Your Rights

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

• Access the personal information we hold about you
• Correct inaccurate or incomplete information
• Delete your personal information
• Export your data in a portable format
• Opt out of marketing communications
• Withdraw consent where processing is based on consent

Cookies

We use essential cookies to maintain your session and remember your preferences. We do not use third-party tracking cookies or advertising cookies.

Children's Privacy

ClientHeat is not intended for users under the age of 16. We do not knowingly collect personal information from children under 16.

Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last updated" date.

Contact Us

If you have questions about this Privacy Policy, please contact us at:

Email: support@clientheat.com