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Privacy Policy

Last updated: March 24, 2026

1. Introduction

ClientsPlace ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, secure, and govern information when you use our Service across core platform, portal, AI agents, document chain, booking, community, BI studio, helpdesk, LMS, enterprise, CRM, compliance, add-on, and workflow features.

2. Information We Collect

2.1 Information You Provide

  • Account information (name, email, business name)
  • Billing and payment information (processed by external billing or payment providers, not stored in full by us)
  • Files, documents, evidence items, signed documents, and content you upload
  • Client, portal, CRM, quote, request, project, helpdesk ticket, community post, course, and workflow data you create or import
  • Messages, notifications, support requests, meeting notes, and communications through the Service

2.2 Information Collected Automatically

  • Log data (IP address, browser type, pages visited)
  • Device information (device type, operating system)
  • Usage and telemetry data (features used, modules enabled, workflow runs, AI agent interactions, and diagnostic events)
  • Cookies, tokens, and similar technologies used for authentication, preferences, and measurement

2A. Calendar Sync and Booking Data

When you connect a calendar provider (Google Calendar, Microsoft Outlook, or similar), we collect:

  • Calendar availability and free/busy status to display open booking slots (we do not read the content of your personal calendar events)
  • Booking confirmations, cancellations, reschedules, and attendee information for meetings scheduled through the Service
  • Calendar provider tokens used to sync availability, which are encrypted at rest and revocable at any time through your account settings

2B. Video Meeting and Transcription Data

When meeting transcription features are enabled, we may collect:

  • Audio and video recordings of meetings booked through the Service, only when recording is explicitly enabled by the meeting organizer
  • Transcription text generated from meeting recordings, stored within your workspace and subject to your data retention settings
  • AI-generated meeting summaries and action items, which are derived from transcription content and stored alongside the meeting record

2C. Analytics and BI Studio Data

The BI studio and analytics features collect and process:

  • Aggregated business metrics including revenue, project delivery, client engagement, and team performance data from your workspace
  • Dashboard configurations, saved reports, and custom metric definitions you create
  • Anomaly detection data generated by analyzing trends across your workspace metrics
  • Forecasting model inputs derived from your historical business data, processed within your workspace scope and not shared across workspaces

2D. Community Content Data

When the community hub is enabled, we collect:

  • Discussion posts, comments, reactions, and files shared within community spaces by you and your clients
  • Member profile information displayed within the community directory, as configured by each user
  • Moderation actions, reported content records, and community engagement metrics used to maintain community quality

3. How We Use Your Information

We use the information we collect to:

  • Provide, maintain, and improve the Service including AI features, booking, document chain, helpdesk, community, and analytics capabilities
  • Process subscriptions, billing events, payments, and operational notifications
  • Respond to support, onboarding, compliance, and enterprise configuration requests
  • Send you technical notices, access-related messages, and security communications
  • Monitor usage, performance, entitlement behavior, and product adoption trends
  • Detect and prevent fraud, abuse, unauthorized access, and unsafe automation or API activity
  • Comply with legal, regulatory, audit, and contractual obligations

4. How We Share Your Information

We do NOT sell your personal information. We may share information:

  • With your clients: Information you choose to share through your portal, community, or booking pages
  • With billing, payment, identity, messaging, calendar, video, AI processing, storage, or infrastructure providers as needed to operate enabled features
  • With service providers and subprocessors that help us run the Service, support customers, and secure the platform
  • For legal, regulatory, security, or enforcement reasons if required by law or necessary to protect our rights or users
  • In a business transfer, merger, financing, acquisition, or asset sale involving all or part of the Service

5. Data Security

We implement industry-standard security measures to protect your data, including:

  • Encryption of data in transit and at rest, including calendar tokens, transcription data, and AI processing inputs
  • Security updates, operational monitoring, and protective controls across platform modules
  • Access controls, authentication, role-based restrictions, and enterprise policy enforcement
  • Backups, recovery measures, auditability, and controlled operational access

However, no method of transmission over the internet is 100% secure. We cannot guarantee absolute security.

6. Data Retention

We retain your information for as long as your account is active, as needed to provide the Service, or as required for security, billing, audit, workflow history, transcription records, community archives, analytics history, operational integrity, or legal obligations. When deletion is requested and permitted, we will delete or anonymize applicable data within a reasonable period unless retention is required by law, contract, dispute handling, fraud prevention, or compliance obligations.

7. Your Rights and Choices

You have the right to:

  • Access the personal information we hold about you
  • Correct inaccurate or incomplete information
  • Request deletion of your information
  • Export your data in a portable format
  • Opt out of marketing communications
  • Withdraw consent where we rely on it, subject to legal and operational limits

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

8. Cookies

We use cookies and similar technologies to support login state, portal sessions, language preferences, security controls, usage measurement, and product improvements. You can control some of these technologies through your browser settings, but disabling them may reduce functionality.

9. Third-Party Services

The Service may integrate with third-party billing, payment, identity, messaging, calendar, video conferencing, AI processing, storage, developer, marketplace, or automation-related providers. Those services have their own terms and privacy policies, and we are not responsible for their independent practices.

10. Children's Privacy

The Service is not intended for children under 18. We do not knowingly collect information from children. If we learn we have collected such information, we will delete it promptly.

11. International Users

Your information may be transferred to and processed in countries other than your own by us or our service providers. By using the Service, you acknowledge that cross-border processing may occur subject to applicable safeguards and legal requirements.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes via email or through the Service. Continued use after changes constitutes acceptance.

13. Contact Us

If you have questions about this Privacy Policy, please contact us: