Privacy Policy
Last updated: January 2025
ClientFilesHub ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your information when you use our document intake service.
Information We Collect
We collect information you provide directly to us:
- Account Information: Email address and authentication data when you create an account
- Organization Information: Organization name and details for team accounts
- Document Data: Documents uploaded by you or your clients through intake requests
- Extracted Information: Text and metadata extracted from uploaded documents using AI processing
- Usage Data: Information about how you interact with our service
How We Use Your Information
We use the information we collect to:
- Provide, maintain, and improve our services
- Process and store documents securely
- Extract and index document information for organization
- Enable intake request workflows and client uploads
- Send service-related communications and notifications
- Process payments and manage subscriptions
AI Processing
We use AI services (including Anthropic's Claude and OpenAI) to extract text and metadata from uploaded documents. This processing helps organize documents and extract key information. The extracted information is stored to enable document management functionality.
Client Upload Links
When you create an intake request, clients can upload documents via secure links without creating an account. Documents uploaded through these links are associated with your organization and the specific intake request.
Third-Party Services
We use the following third-party services to operate ClientFilesHub:
- Cloud Infrastructure: Your data is stored on secure US-based cloud servers
- Stripe: Payment processing for subscriptions
- AI Providers: Document text extraction and processing
Data Security
We implement security measures to protect your information:
- All data is transmitted over encrypted connections (HTTPS/TLS)
- Authentication is handled through secure Firebase Authentication
- Access to your data is restricted to authorized personnel only
- Client upload links use secure, unique tokens
Data Retention
We retain your data for as long as your account is active or as needed to provide you services. You can delete documents at any time. If you delete your account, we will delete your data within 30 days.
Your Rights
You have the right to:
- Access your personal data
- Correct inaccurate data
- Delete your data
- Export your data
Children's Privacy
Our service is not intended for children under 13. We do not knowingly collect personal information from children under 13.
Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last updated" date.
Contact Us
If you have questions about this Privacy Policy, please contact us.