Privacy Policy

ClaritySends ("we", "us") runs an outreach platform made of one hub and three products:

• ClaritySends (claritysends.com, and claritysend.hiredock.io): the hub, sign-in and account pages;
• ClaritySends Recruiters (recruiters.claritysends.com): finding and emailing candidates for open roles, and public job pages;
• ClaritySends Leads (leads.claritysends.com): finding and contacting decision makers about an offer, by email and, where a workspace turns it on, by AI phone calls;
• ClaritySends Candidates (candidates.claritysends.com): a resume builder and outreach to recruiters and hiring managers for job seekers, with public resume links.

This policy applies to all of them (the "Services"), to our API and MCP access, and to the emails and calls sent through them. It describes two groups of people: our users (people who sign up and use the Services) and contacts (people our users find, email or call through the Services, such as candidates, leads, recruiters and hiring managers). Section 4 is written for contacts.

Account and workspace

• Name, email address and profile picture from Google sign-in, or the details you give us when you sign up.
• Your workspaces, team members, roles and settings.
• Billing details: plan, invoices and payment status. Card details are handled by Stripe; we never see or store full card numbers.

Content you add

• Campaigns, email templates, snippets, sender names and signatures.
• Jobs (Recruiters), offers and buyer personas (Leads), resumes and target roles (Candidates).
• Scout briefs, notes, uploaded files (PDF, DOCX, TXT, MD, CSV) and the contact lists you import.
• Calling settings for Leads: the script, voice, calling hours and phone numbers you configure.

Connected accounts

If you connect Gmail or another sending service, we store the access tokens needed to send and receive on your behalf. See section 5 for what we do and do not do with Google data. If you connect your own services (for example an email provider, AI provider, telephony, voice or storage account), we store the API keys or tokens you give us, encrypted.

Technical and usage data

• IP address, browser and device type, pages visited, and the actions you take in the app.
• Logs and error reports used to keep the Services secure and working.
• Cookies that keep you signed in and remember your workspace and product (see section 9).

• Provide the Services: run your scouts, find and rank people, write and send the emails you approve, place calls you schedule, and collect replies in your inbox.
• Use AI to draft and personalize emails, read resumes and files, rank contacts for fit and summarize calls. Your content is sent to AI providers only to produce the result you asked for.
• Bill you and manage your plan.
• Protect the Services: prevent abuse and spam, enforce sending limits, and investigate security issues.
• Support you and send you service messages about your account (not marketing you did not agree to).
• Improve the product using aggregated usage data.
• Meet legal obligations.

We do not sell personal information, and we do not use your content or your contacts' data for advertising. We do not use your private content to train general AI models.

Where the GDPR or similar laws apply, we rely on: performing our contract with you; our legitimate interests in running, securing and improving the Services; your consent where we ask for it; and legal obligations.

If you received an email or a call sent through ClaritySends, this section explains where your details came from and how to stop further contact.

What we hold and where it comes from

• Professional information: name, job title, employer, work history, skills, location, business email, business phone number and public profile links.
• Sources: publicly available professional information, business data providers we license, and lists our users import.
• Activity: the emails sent to you, whether they were delivered, opened or clicked, your replies, and for calls, the call outcome, the recording and the transcript.

Why

Users contact people for professional reasons: a role that may fit (Recruiters), an offer relevant to a business (Leads), or a job seeker asking about openings (Candidates). We and our users rely on legitimate interests in this kind of relevant, one-to-one business contact. Each message is written for the person receiving it, and sending is limited by daily caps.

Who is responsible

The user who sends the email or places the call decides whom to contact and what to say, and is responsible for that outreach. For lists a user imports, we process the data on that user's behalf. For the professional data we source and provide, we are responsible as well.

AI phone calls (Leads)

Calls placed through ClaritySends Leads are made by an AI voice assistant on behalf of the user's company. The assistant says that it is an AI and that the call may be recorded at the start of every call. Calls are placed only within local calling hours. If you ask not to be called again, the number is added to that workspace's do-not-call list and is not called again by it.

Your choices

• Unsubscribe with the link in any email sent through ClaritySends. You will not receive further campaign emails from that sender.
• Reply to the email or tell the caller that you do not want further contact.
• Ask us to access, correct or delete your data, or to stop all contact through ClaritySends, at [email protected]. We remove you from our data and add your email or number to a suppression list so you are not contacted again.

Connecting Google is optional, except for "Sign in with Google". Each connection asks only for the access its feature needs, and you can see and change every connection in Settings.

Scopes we request and why

How Google data is stored

• Access and refresh tokens are encrypted before they are stored, and are used only by our servers.
• Messages read through the Gmail inbox connection (sender, recipients, subject, body and dates) are stored in your workspace’s private database so you can see the conversation and its history in ClaritySends.
• Everything is sent over encrypted connections and kept on access-controlled infrastructure.

How Google data is shared

• Inside your workspace, with the members you invite.
• With AI providers (OpenAI, Anthropic, Microsoft Azure OpenAI), only to sort a message or write a draft you asked for. They process it under contract and may not use it to train their models.
• With our hosting and infrastructure providers, only to store and run the Services.
• We do not sell Google user data, use it for advertising, or transfer it to anyone else, except to comply with the law or with your explicit consent.

How Google data is deleted

• Disconnect in Settings at any time to stop our access. Removing ClaritySends at myaccount.google.com/permissions revokes its tokens at Google as well.
• Messages already stored stay in your workspace until you delete them, the workspace, or your account. We delete them within 30 days of that.
• You can also ask us to delete all Google data we hold for you at [email protected].

Limited Use

ClaritySends' use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. We use Google user data only to provide and improve the user-facing features described above. We do not use it for advertising, we do not let humans read it unless you ask us to (for example for support), it is needed for security or abuse investigations, or the law requires it, and we do not use it to develop, improve or train generalized AI or machine-learning models.

• Public resume links (Candidates): when you turn on sharing for a resume, anyone with the link can view and download it. Turn sharing off and the link stops working.
• Public job pages (Recruiters): jobs you publish are visible to anyone, and visitors can ask the job page’s AI assistant questions about the role. What a visitor types there is sent to our AI providers to answer it, and may be kept with the job.

We share personal information only with service providers that help us run the Services, under contracts that limit their use of it:

• Hosting, databases and file storage: Oracle Cloud, Cloudflare (including R2 storage), Google Cloud and Amazon Web Services.
• Email delivery: Google (Gmail), Amazon SES, SparkPost and other sending services you connect.
• Email address verification services, to check addresses before sending.
• AI providers: OpenAI, Anthropic and Microsoft Azure OpenAI, to draft emails, read files and rank fit.
• Calling (Leads): Twilio for phone numbers and calls, and ElevenLabs for the AI voice, recordings and transcripts.
• Payments: Stripe.
• Security and spam protection, such as Google reCAPTCHA.

We also share information when the law requires it, to protect the rights and safety of our users, contacts or the public, or as part of a merger or sale of our business (with notice to you). Inside a workspace, members can see the workspace's campaigns, contacts and replies.

• Encryption in transit (HTTPS) everywhere.
• Encryption of OAuth tokens and API keys you connect.
• Private file storage, opened through short-lived signed links.
• Workspace isolation and access limited to the staff who need it.
• No system is perfectly secure. If a breach affects your data, we will tell you as the law requires.

We use cookies that keep you signed in across claritysends.com and its product sites, remember your workspace and product, and protect forms from abuse. Emails sent through ClaritySends may include links and a small image that tell the sender when the email was opened or clicked, and an unsubscribe link. We do not use advertising cookies.

• Account and workspace data: while your account is open. After you close it we delete it within 90 days, except what we must keep for legal, tax or accounting reasons.
• Campaign, reply and call data: while the workspace exists, or until you or the contact ask us to delete it.
• Suppression lists (unsubscribes and do-not-call): kept as long as needed to honor them.
• Logs and backups: rotated out on their normal schedule.

Depending on where you live, you can ask us to:

• Tell you what personal information we hold about you and give you a copy.
• Correct it, or delete it.
• Stop or limit using it, or object to how we use it.
• Move it to another service.
• Withdraw consent you gave us.

Write to [email protected]. We reply within 30 days and may need to confirm your identity first. California residents can make the requests the CCPA allows; we do not sell or "share" personal information for cross-context behavioral advertising. If you are in the EU, UK or Switzerland, you may also complain to your data protection authority.

We are based in the United States, and our providers process data in the United States and other countries. When we transfer personal data from the EU, UK or Switzerland, we rely on safeguards such as the European Commission's Standard Contractual Clauses.

The Services are for people 18 and older. We do not knowingly collect information from children.

We may update this policy. We post the new version here with a new date, and for material changes we tell signed-in users by email or in the app before they take effect.

Privacy questions and requests: [email protected]. Everything else: [email protected].