Privacy and terms.
The short version: the business owns its data, we hold it carefully, we do not sell it, and you can take it with you.
Draft. This page is a working draft for review by the company's legal advisers. It is not yet the binding notice, and a signed agreement takes precedence over anything here.
Privacy notice
Clafina provides business software to organisations. In most cases the organisation you work for is the controller of the personal data in its account, and we process it on that organisation's instructions as a processor. We are the controller of the small amount of data we need to run the service itself — your account, billing and the messages you send us.
What we hold
- Account details: name, email address, organisation, role and sign-in security.
- Billing details: plan, invoices and, where a payment provider is used, the reference it returns — never full card numbers.
- The records your organisation puts in: customers, staff, documents, stock and money.
- Technical logs: what changed, by whom, when, and from where — the audit trail the product depends on.
Why we hold it
- To provide the service and keep it secure.
- To invoice correctly and meet our own legal and tax duties.
- To answer your support requests.
- To improve the product, using aggregated information rather than your records.
Who else sees it
Only the providers needed to run the service — hosting, email delivery and payment processing — under contract, and only for that purpose. We do not sell personal data, and we do not use your records to train a general-purpose model.
Where it is held
In a region chosen for the organisation, and disclosed before sign-up. Where data moves between regions, it moves under a lawful transfer mechanism.
How long
For as long as the organisation's account is open, then for the period its own settings and the law require. When an account is closed, it is exported if asked and then erased, subject to records we must keep.
Your rights
To see, correct, export, restrict or erase your data, and to object to processing. Write to privacy@clafina.com. If you are an employee or customer of an organisation using Clafina, that organisation is the right first place to ask, and we will help it answer.
Cookies
The marketing site uses no advertising cookies. The product uses only what it needs to keep you signed in and to remember your choices.
Terms of service
The service
Clafina is provided as a subscription service. We aim to keep it available continuously, and we tell you in advance when planned work may interrupt it. The service is supplied as described at the point of purchase.
Your account
You are responsible for the people you invite, for the accuracy of what your organisation records, and for keeping sign-in credentials safe. Access can be suspended where it is used unlawfully or to harm another person's data.
Plans and payment
Plans are billed monthly in advance, with metered usage billed in arrears. Prices are held for the period they are quoted for. If an invoice is not paid, we remind you, give notice and then suspend the account — the data stays, and returns when the account is settled.
Your data is yours
Your organisation owns the records it puts in and can export them at any time in a usable format. You can also ask for the account to be closed and its data erased. We claim no licence over your records beyond what is needed to run the service for you.
Our software
The software itself remains ours. Nothing here transfers ownership of it, and the organisation may not copy, resell or reverse engineer it beyond what the law allows.
Availability and liability
We take the availability of a system that holds money seriously, and we provide service credits where we fall short of the availability we commit to. Our liability is limited to the fees paid in the period the claim arises, except where the law does not allow that limit — such as fraud or death and personal injury.
Changes
We will give reasonable notice of a material change to these terms. Continuing to use the service after that notice accepts the change; if you do not accept it, you may close the account and export your data.
Contact
Clafina — hello@clafina.com. For security reports, security@clafina.com.