Privacy Policy
In short
- We keep what we need to run your account and your organization’s work, and nothing for advertising.
- No tracking: no analytics, advertising or third-party cookies, on the website or in the app.
- Sign-in records are kept for two years. Deleting your account erases your name, email and password at once.
- Your organization’s content is its own; we process it on its behalf under our Data Processing Agreement.
1. Who we are
Clinwright is provided by Helper Software LLC, 300 US Highway 202, Suite 5, Unit 1016, Raritan, New Jersey 08869, USA (“we”, “us”). We are responsible (the “controller”) for the personal data about you described here: your account, your sign-ins, billing and our correspondence with you.
The content your organization puts into Clinwright, and makes in it, is the organization’s. We process it only on the organization’s behalf and instructions (as its “processor”), under our Data Processing Agreement. Questions about that content, including requests about personal data in it, go to the organization; we help it answer them.
2. What we keep, and why
| What | Why | Legal basis (EU/UK) |
|---|---|---|
| Your account: name, email, user name, password (stored only as a salted hash), two-step verification secret (encrypted) and recovery codes (hashed), the organizations you belong to and your role in each, when you agreed to our terms | To let you sign in and work with your colleagues | Contract |
| Sign-in records: each sign-up, sign-in, failed sign-in and sign-out, with the time, your IP address and your browser’s description | To keep accounts secure, to show you and your organization’s administrators who accessed it, and to limit how many accounts one address makes a day | Legitimate interests (security) |
| Account records: changes to your account, memberships, roles and invitations, with the same details | The access part of the audit trail that regulated work requires (for example 21 CFR Part 11): who could work in an organization, and when | Legitimate interests; your organization’s legal obligations |
| Your name on your work: comments, assignments, program versions, reviews and signatures | An attributable audit trail of who did what | Contract; legitimate interests |
| Billing: your organization’s plan, Stripe customer identifier, orders, credits, payments and invoices. Card details and billing addresses are collected and held by Stripe; we never see full card numbers. For a card verified to unlock the AI on the free plan we keep its brand, last four digits and Stripe’s fingerprint of the number (to allow one organization per card). The public service sells nothing and keeps none of this | To charge for paid plans and keep accounting records | Contract; legal obligation |
| Emails we send you (confirmation, invitations, password resets, security notices such as a sign-in from a new browser, reminders before credits expire or an organization is archived): the address, the kind and when. The message itself is deleted once sent | To deliver account emails and trace problems with them | Contract; legitimate interests |
| What you write to us: to support, or with the Feedback button (the message, the page it was about, your browser’s description, and your email address when you are signed in or give one) | To answer you and to improve Clinwright; we track feedback on GitHub, without your email address | Legitimate interests; contract |
| Technical logs of our servers, which may contain IP addresses | To run the service and investigate faults and attacks | Legitimate interests (security) |
Until your organization buys credits, its work is public, with your name as its author. We do not sell personal data, share it for advertising, or use it to profile you.
3. Cookies
The app sets only the cookies it needs to keep you signed in and your account safe:
__Host-clinwright.session: your session; it ends after 12 hours without activity.__Host-clinwright.two-factor: for five minutes between your password and your verification code.-
__Host-clinwright.device: only if you ask the app to remember the browser, so it does not ask for a code for 14 days. -
__Host-clinwright.browsers: which accounts have signed in from this browser, readable only by our servers, for a year. When your account is signed in to from a browser it has not used before, we email you, so that you notice a sign-in that was not yours.
The app also keeps display preferences (such as dark mode) in your browser’s local storage. The website (clinwright.com) sets no cookies. Neither uses analytics, advertising or other third-party scripts.
4. AI
To write and correct programs, Clinwright sends AI models the context they need: specifications, program code, run logs and extracts of outputs and data. The public service has no AI of its own: it sends this only for an organization whose administrators added its own Anthropic API key, to Anthropic under that organization’s agreement with Anthropic. The key is stored encrypted, used only for that organization’s work and never shown again. Without a key, or with the AI switched off, nothing of an organization’s content is sent to an AI model.
5. Who else processes it
We use a few service providers (subprocessors) for hosting, AI, payments, email and tracking feedback; they are listed, with what they do and where, on our subprocessors page. They may use personal data only to provide their service to us. Otherwise we disclose personal data only when the law requires it, to protect rights and safety, or to a successor if the business changes hands, which we would tell you about first.
6. Where it is stored
Clinwright runs on servers in the United States (Ashburn, Virginia); its backups are kept in the European Union (Germany). Some subprocessors work in other countries. When personal data from the European Economic Area, the United Kingdom or Switzerland is transferred to a country without an adequacy decision, we rely on the European Commission’s Standard Contractual Clauses (and the UK and Swiss equivalents), as set out in our Data Processing Agreement.
7. How long we keep it
- Your account: as long as it exists.
- Sign-in records: two years.
- Other account records: as long as your account exists, and two years after it is deleted. Records of your membership in an organization (joining, roles, leaving) are part of that organization’s audit trail and stay as long as the organization exists, up to two years after it is erased.
- Records of emails sent: two years. Sign-ups never confirmed: deleted after seven days.
- Feedback: two years. The email address on it is erased when you delete your account.
- Your organization’s content: while the organization is kept (by credits bought in the last 12 months, by the archive, or, for a free organization, by someone signing in within 12 months), and until its owners delete it. Otherwise it is deleted after notices to its owners 60, 30 and 7 days before. A deleted organization can be restored for 30 days, is then erased, and leaves our backups within a further 30 days.
- Billing records: as long as tax and accounting law requires.
- Server logs: briefly; they are rotated as they fill, usually within weeks.
When you delete your account, your name, email address, password, two-step verification and sessions are erased at once, and the account can no longer be used. Your work stays with your organizations, signed “Deleted user”; the audit trails of the organizations you worked in keep the user name you had, because regulated records must say who did what.
8. Your rights
Depending on where you live, you may have the right to:
- see the personal data we hold about you, and get a copy in a common format;
- correct it (you can change your name and email on your account page);
- delete it (you can delete your account on your account page), subject to the records described above;
- object to or restrict processing based on our legitimate interests;
- complain to a data protection authority, for example where you live or work in the EU or UK.
California residents may ask what personal information we collect, use and disclose, and ask us to delete or correct it; we do not sell or share personal information as the CCPA defines those terms, and we will not treat you differently for using your rights. Write to support@clinwright.com; we answer within 30 days, and may need to confirm your identity first.
9. Security
Connections to the service are encrypted (TLS); each organization’s data is kept apart in the database by row-level security; programs run isolated and without network access; only we can reach the servers, with keys, and actions in the app, ours included, are recorded in its audit trails; backups are made daily and restored in a test every week. The measures are described in Annex 2 of our Data Processing Agreement. If a breach affects your personal data, we will tell you and the authorities as the law requires.
10. Children
Clinwright is a professional tool and is not meant for anyone under 18. We do not knowingly collect their data.
11. Changes
We will post changes here with a new version and date. If a change matters, we tell you by email or in the app before it takes effect.
12. Contact
support@clinwright.com, or Helper Software LLC, 300 US Highway 202, Suite 5, Unit 1016, Raritan, New Jersey 08869, USA.