Privacy Policy

1. Introduction

This Privacy Policy describes how The Clientlist (we, our, or us) collects, uses, stores, and protects your personal information when you use our Customer Relationship Management (CRM) platform (the Service). We are committed to being a privacy-first platform and protecting the confidentiality of your data.

2. Information We Collect

2.1 Personal Information You Provide

When you register for and use our Service, we may collect:

• Account Information: Name, email address, phone number, business details, and identity verification documents
• Profile Information: Professional details, preferences, and settings
• Client Data: Contact information, appointment details, and communication history that you choose to store in the Service
• Payment Information: Billing details and transaction history (processed through secure third-party payment processors)

2.2 Information Collected Automatically

We may automatically collect certain information when you use our Service:

• Usage Data: IP address, browser type, device information, and usage patterns
• Cookies and Tracking: We use essential cookies for security and functionality. We minimize non-essential tracking.
• Log Information: Service access times, pages viewed, and system activity

3. How We Use Your Information

We use the information we collect for the following purposes:

• To provide, maintain, and improve our Service
• To authenticate your identity and secure your account
• To process payments and subscriptions
• To communicate with you about service updates, security alerts, and support
• To prevent fraud, abuse, and illegal activity
• To comply with legal obligations
• To develop new features and services that benefit our users

We do not sell your personal information to third parties. We do not use your client data for advertising or marketing purposes.

4. Data Ownership and Your Rights

4.1 Your Data Belongs to You

You retain all ownership rights to the client data and content you store in our Service. We consider ourselves custodians of your data, not owners.

4.2 Your Privacy Rights

You have the right to:

• Access and review your personal information
• Correct inaccurate or incomplete data
• Request deletion of your personal information
• Export your data in a portable format
• Object to or restrict certain processing activities
• Withdraw consent where processing is based on consent

To exercise these rights, please contact us at privacy@yourdomain.com.

5. Data Security

We implement robust security measures to protect your data:

• Encryption of data in transit and at rest
• Regular security assessments and penetration testing
• Access controls and authentication mechanisms
• Secure data center facilities with physical protections
• Regular security training for our staff
• Incident response and breach notification procedures

While we implement industry-standard security measures, no method of transmission over the Internet or electronic storage is 100% secure.

6. Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.

• Account Data: Retained while your account is active and for a reasonable period thereafter for legal and business purposes
• Client Data: You control the retention of client data within your account
• Payment Information: Retained as required by financial regulations and for transaction history
• Usage Data: Typically retained for up to 24 months for service improvement

Upon account termination, we will delete or anonymize your personal data within 90 days, unless legal requirements dictate longer retention.

7. Third-Party Services

We may use third-party service providers to help us operate and improve our Service. These providers are carefully vetted and bound by data protection agreements:

• Hosting Providers: Cloud infrastructure services for data storage and processing
• Payment Processors: Secure payment processing services
• Communication Services: Email and notification services
• Analytics Providers: Service usage analysis (minimal and anonymized where possible)

We ensure all third-party providers meet our privacy and security standards.

8. International Data Transfers

As a global service, your data may be processed in countries other than your country of residence. We ensure appropriate safeguards are in place for international data transfers, including:

• EU Standard Contractual Clauses for transfers from the EEA
• Adequacy decisions where applicable
• Binding corporate rules for intra-company transfers

By using our Service, you consent to the transfer of your data to countries that may have different data protection rules than your country.

9. Legal Basis for Processing (EEA/UK Users)

For users in the European Economic Area and United Kingdom, we process your personal data based on the following legal grounds:

• Performance of Contract: To provide the services you requested
• Legitimate Interests: For service improvement, security, and fraud prevention
• Legal Obligation: To comply with applicable laws and regulations
• Consent: For specific purposes where we have obtained your explicit consent

10. Children\'s Privacy

Our Service is not intended for individuals under the age of 18. We do not knowingly collect personal information from children under 18. If we become aware that we have collected personal information from a child under 18, we will take steps to delete such information promptly.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of any material changes by:

• Posting the updated policy on our website with a new \'Last Updated\' date
• Sending an email notification to registered users
• Displaying a prominent notice within the Service

Your continued use of the Service after any changes constitutes your acceptance of the updated Privacy Policy.

12. Contact Information

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

• Email: privacy@yourdomain.com
• Data Protection Officer: dpo@yourdomain.com

You also have the right to lodge a complaint with your local data protection authority if you believe we have not complied with applicable data protection laws.