Privacy notice

Updated: 6 October 2026

Who handles your information

Valerica-Claudiu Dau, trading as ClauTools, is responsible for personal information used to operate your ClauTools account and subscription. Contact privacy@clautools.com or write to our correspondence address: ClauTools, Unit 173090, PO Box 7169, Poole, BH15 9EL, United Kingdom.

Information we use

• Account: your email, account identifier, sign-in and session information. Supabase provides email-code sign-in and account storage.
• Invoices you create: the business and customer details, line items, amounts and logo you enter. Invoice drafts and history are saved in your private account in Supabase, with a local recovery copy in your browser. Payment amounts, dates, methods and references you record, saved client contacts, products, services, business details and optional profile photos are also stored for your account and available across devices. When you request a preview or PDF, invoice details are sent to our server to render it. The application does not automatically send invoices to your customers. You can delete saved invoices, clients and services from your workspace; deleting a client or service does not alter copies already included in invoices. Downloaded files remain wherever you save them.
• Daily Log: saved reports, vehicle checks, logos and templates synchronise to your private account and selected organisation in Supabase. Local drafts and recovery copies are also kept in your browser. PDF and Excel files are generated on your device. Clearing browser data removes local copies; it does not delete saved account reports. You can download editable backups or delete saved reports from the tool.
• Fuel Log: vehicle details, fill-up dates, mileage, fuel volumes, costs and receipt details are saved to your account and selected organisation. Receipt text is read on your device and must be reviewed before saving.
• Business records and documents: extra income, expenses, reviewed CSV transactions, document folders, links and uploaded receipts or PDFs are saved to your account and selected organisation in Supabase. Photos are resized and receipt text is extracted on your device; the resized image is uploaded only when you choose Save document. Bank CSV files are parsed on your device; only the rows you confirm are saved. No bank connection is created. You can export extra records and documents, archive records, or permanently delete uploaded files. Archiving hides a record without deleting it. A short change history is retained with this workspace.
• ClauLog deliveries: company job references, collection and delivery addresses, contact names and phone numbers, goods descriptions, dates and times, recorded prices, driver assignments, delivery status, issue reports, proof photos and the receiving person's name. These are saved in Supabase for the company's authorised owner, dispatch staff and assigned driver. Proof photos are private and accessed through short-lived links. The pilot does not collect live GPS, signatures or online delivery payments.
• ClauLog drivers: workspace membership, name, optional phone number, role and access status. Drivers can use a generated six-digit ID and six-digit PIN without providing an email. PIN access stores a salted PIN hash, an encrypted PIN that the company owner can retrieve, a generated driver ID, failed-attempt counters and hashed session tokens. Internal account identifiers support driver access; legacy email invitations may also be retained. PIN sessions expire after 12 hours. Companies also record their vehicle registrations, vehicle types and optional insurance and MOT expiry dates. Each company manages access to its own jobs and fleet.
• Free use allowance: we store your account ID, tool, a random document reference, the creation time and the first preview or export action and time to apply the single-use allowance across tools. This record contains no document entries and remains while your account exists.
• Subscriptions: your email, Stripe customer and subscription references, plan, status, relevant dates and the terms accepted. Stripe receives billing addresses and payment information directly. Our application does not receive or store your full card number or CVC.
• Support: your account email, messages, replies and read markers. Messages are stored in the app and can be read by authorised support staff. Email support is handled through Purelymail; in-app messages are not automatically forwarded there.
• Technical records: hosting, authentication, security and payment providers may process IP addresses, device/browser information and request logs needed to operate and protect the service.

Why we use it

We use account, subscription and support information to provide and administer the service you request, under our contract with you. Where an organisation is the customer, our legitimate interest is providing and supporting that organisation's account. We use limited technical records to keep the service secure and diagnose faults, and retain payment records where needed to meet legal accounting obligations. We process the invoice details you submit to fulfil your rendering request; you remain responsible for having authority to use your customers' details.

We do not sell personal information or use invoice contents for advertising. The application has no advertising pixels or marketing analytics. An email and the requested payment details are needed to sign in and subscribe; without them we cannot provide those features.

We use ClauLog details to manage company-owned delivery jobs, import lists, assign drivers, record progress and handle delivery issues. Only share contact information you are authorised to provide. Opening a directions link sends that location to Google Maps; its own privacy terms apply.

Providers and processing locations

ClauTools uses Supabase for authentication, database storage and PDF processing, Stripe for payments and fraud checks, and the OpenAI Sites hosting service and its infrastructure providers to deliver the website. Your browser also loads the Supabase software library from jsDelivr. Purelymail processes support emails you send to our contact address. Resend sends sign-in emails and subscription confirmations. We retain the confirmation content and sending reference so failed deliveries can be investigated and duplicate confirmations avoided.

These providers may process information outside the UK. Their data-processing terms describe applicable locations and transfer protections, including adequacy arrangements or standard contractual safeguards where required. Contact us for information about the arrangements relevant to your data. See Supabase privacy, Stripe privacy, OpenAI privacy and Purelymail privacy and Resend privacy.

Storage and retention

We retain account information while your account is needed to provide the service. Support history is retained as needed to resolve enquiries and associated disputes. Payment and contract records may be retained after account closure where required for accounting, legal claims or fraud prevention. Retention depends on those obligations and the nature of the record; contact us for a deletion review.

Sign-in information is stored in your browser so you can stay signed in. Invoice drafts are saved locally by account and remain on this device after closing the tab or signing out, so you can continue the same document. Anyone with access to the browser profile may be able to inspect locally stored drafts. Clearing site data removes them. Account invoice records remain available until you delete them or your account is deleted. Clearing browser data does not delete your cloud records. Payment and authentication providers may also use their own essential security storage.

ClauLog booking and delivery history is retained to operate the service and resolve associated enquiries or disputes. Company memberships, fleet records and proof photos are kept while needed for operations and related enquiries. Excel, CSV and PDF files are parsed on your device; the original list is not uploaded. Only the rows you review and save are sent to the server. Contact us to request a correction, a copy or a deletion review. Confirmed delivery records are stored on the server. Drivers can also save assigned routes, draft forms, photos and signatures on their device for offline work. Device data is separated by account and company; signing out removes it after queued updates have synced. Do not clear app data or uninstall while work is pending. Offline route caches expire after seven days. Company administrators can enable verified archives and a 30-day retention policy for completed or cancelled jobs, measured from the last change. Deletion requires a verified archive and an administrator’s confirmation of a saved external copy. The online archive remains available for seven days after originals are removed. Otherwise originals remain stored. Customer delivery emails are optional; when enabled, recipient details and operational message content are processed through Resend. Owners and dispatchers can download completed-job archives and are responsible for keeping their exported copies secure. Tool ordering is stored as an account preference.

Payment checks

Stripe uses automated checks to help assess payments. Our UK-only rule rejects payments if the billing-address country is outside the UK or missing. Subscription status determines access to clean PDF downloads. Contact us if you believe a payment or access decision is incorrect so that we can review the issue.

Your choices and rights

Depending on the circumstances, you can request access, correction, deletion, restriction or a portable copy of your personal information. You may object to processing based on legitimate interests. Use Delete account to close your account, or contact our email above to exercise your rights. Account deletion cancels subscriptions across all your organisations and removes saved workspace records. You can also delete a single organisation from Manage organisations; this cancels only its subscriptions and deletes only its workspace records. Payment and contract records subject to legal retention, support history and older delivery records may require separate review. We respond to erasure requests within one month unless a lawful extension applies. Backup copies may remain until scheduled expiry and must not be used to restore a closed account. Cancelling a subscription stops renewal; it does not automatically delete your account. We may need to verify your identity, and some records must be retained despite a deletion request.

You can complain to the UK Information Commissioner's Office at ico.org.uk/make-a-complaint. We update this notice when our handling of information changes and will bring material changes to your attention.