Privacy Policy

This Privacy Policy describes how PayClarity ("we," "us," or "our") handles personal information when you visit our websites, create an account, or use our services (collectively, the "Services"). By using the Services, you agree to this policy and our Cookie Policy where applicable.

1. Who we are

PayClarity provides software that helps organizations calculate, review, and manage sales commissions, including by connecting to HubSpot and related tools. The data controller for personal data processed through the Services is the entity operating PayClarity for your workspace (your administrator can provide legal entity and contact details).

2. Information we collect

Depending on how you use the Services, we may process:

• Account and profile data: name, email address, company name, role, time zone, avatar, and similar profile fields you or your organization provide.
• Authentication and security: session tokens, login timestamps, IP address, and device or browser metadata needed to secure your account.
• HubSpot and CRM data: when you connect HubSpot (or similar integrations we support), we process deal, pipeline, stage, owner, and other fields you authorize us to read or sync, as permitted by your integration settings and HubSpot's terms.
• Commission and workspace data: rules, calculations, approvals, payouts, team membership, audit events, and content you create inside the product.
• Billing data: if you subscribe to paid plans, payment-related information is handled by our payment processor (for example, Stripe). We typically receive limited billing metadata (plan, status, last four digits of a card) rather than full card numbers.
• Support and communications: messages you send to support, feedback, and optional survey responses.
• Diagnostics: aggregated or de-identified usage data, and limited technical logs (including optional client error reports you or the application may submit) to operate and improve reliability.

3. How we use information

We use personal information to:

• Provide, operate, and improve the Services;
• Authenticate users, enforce permissions, and protect against fraud or abuse;
• Sync and display HubSpot-connected data you have authorized;
• Calculate commissions, generate reports, and support approvals and payouts as configured in your workspace;
• Process subscriptions and invoices where applicable;
• Communicate about the Services, security, and policy updates;
• Comply with law and respond to lawful requests.

4. Legal bases (EEA, UK, and similar regions)

Where GDPR or similar laws apply, we rely on appropriate bases such as:

• Performance of a contract with you or your organization;
• Legitimate interests that are not overridden by your rights (for example, securing the Services and improving reliability);
• Compliance with legal obligations;
• Consent where required (for example, certain non-essential cookies or marketing, if offered).

5. Cookies and similar technologies

We use cookies and similar technologies for authentication, security, preferences, and limited analytics as described in our Cookie Policy. You can control cookies through your browser settings, subject to essential cookies required for login.

6. Sharing and subprocessors

We may share personal information with:

• Service providers who host infrastructure, send email, process payments, or provide analytics, under contractual obligations to protect data;
• HubSpot and other integrations you enable, according to your configuration and their terms;
• Your organization (for example, workspace administrators and invited users with appropriate roles);
• Professional advisers or authorities when required by law or to protect rights and safety.

We do not sell personal information as that term is commonly defined under U.S. state privacy laws.

7. International transfers

We may process data in the United States and other countries where we or our providers operate. Where required, we use appropriate safeguards (such as standard contractual clauses) for transfers from the EEA, UK, or Switzerland.

8. Retention

We retain personal information for as long as your account is active, as needed to provide the Services, and as required for legal, tax, or accounting obligations. HubSpot and CRM data retention may also depend on your HubSpot settings and internal policies. We may delete or anonymize data when no longer needed.

9. Security

We implement technical and organizational measures designed to protect personal information, including encryption in transit where appropriate, access controls, and monitoring. No method of transmission or storage is completely secure; we encourage strong passwords and prompt reporting of suspected unauthorized access.

10. Your rights and choices

Depending on your location, you may have rights to access, correct, delete, or restrict processing of your personal information, to object to certain processing, to data portability, and to withdraw consent where processing is consent-based. You may also lodge a complaint with a supervisory authority. To exercise rights, contact your workspace administrator or us using the contact method your organization provides. We may need to verify your request.

California residents may have additional rights under the CCPA/CPRA (including knowing and deleting personal information, and opting out of certain sharing). We describe how to submit requests through your administrator or our contact channels where applicable.

11. Children

The Services are not directed to children under 16, and we do not knowingly collect their personal information. If you believe we have collected such information, contact us so we can delete it.

12. Changes to this policy

We may update this Privacy Policy from time to time. We will post the revised policy with a new "Last updated" date and, where appropriate, provide additional notice (for example, by email or in-product).

13. Contact

For privacy questions or requests, contact your workspace administrator or the PayClarity operator contact published on our website or in your order form. Replace placeholder contact details in your deployment with counsel-approved information.