Privacy Policy
Last updated: April 2026
This policy explains what data we collect, why we collect it, and your rights under UK GDPR. ClearTools is operated as a limited company, based in England.
What we collect
- Your name, email address, and company name when you create an account
- Usage data — which tools you use and how often, including monthly usage counts for free tier limits
- Payment information — processed directly by Stripe; we never see or store your card details
- Export documents and calculation history you generate through the service
- Cookies and similar technologies — see the Cookies section below
Why we collect it and our lawful basis
We process your data on the following lawful bases under UK GDPR:
- Contract performance — to provide the ClearTools service, process your subscription, and manage your account
- Legitimate interests — to improve the service, monitor usage patterns, and send you relevant product updates about ClearTools (you can opt out at any time)
- Legal obligation — to retain certain records as required by law
- Consent — for analytics and advertising cookies, where you have given consent via our cookie banner
We do not sell your data to third parties. We may contact you about relevant product updates, new features, and offers related to your ClearTools account. You can opt out at any time using the unsubscribe link in any email.
Who we share it with
We share data only with the following third-party processors, solely to provide the service:
- Stripe — payment processing (stripe.com/privacy)
- Supabase — secure database hosting (supabase.com/privacy)
- Resend — transactional email delivery (resend.com/privacy)
- Vercel — hosting infrastructure (vercel.com/legal/privacy-policy)
- Account data is kept for as long as your account is active
- On account deletion, personal data is removed within 30 days
- Calculation history and export documents generated by paid subscribers are retained for 7 years to support HMRC record-keeping requirements (HMRC may request records for up to 6 years)
- Free tier usage data is retained only for the current billing month and reset monthly
- Essential cookies — required for the service to function. These include authentication tokens to keep you logged in and cookies to track free tier usage limits. These do not require consent.
- Analytics cookies — with your consent, we may use analytics tools to understand how the site is used and improve it.
- Advertising cookies — with your consent, we may use advertising pixels (such as Google Ads or Meta) to measure the effectiveness of our marketing campaigns.
- Access the personal data we hold about you
- Correct inaccurate data
- Request deletion of your data
- Object to or restrict certain processing
- Data portability — receive your data in a machine-readable format
- Withdraw consent at any time where processing is based on consent
None of these providers use your data for their own marketing purposes. Some of these providers may process data outside the United Kingdom. Where this occurs, transfers are protected by appropriate safeguards including Standard Contractual Clauses.
How long we keep it
Cookies
We use the following types of cookies:
You can change your cookie preferences at any time using the Cookie settings link in the footer of any page.
Your rights
Under UK GDPR you have the right to:
You can delete your account at any time from your account settings. For any other data requests contact hello@cleartools.co.uk.
You also have the right to lodge a complaint with the UK's data protection regulator, the Information Commissioner's Office (ICO), at ico.org.uk.