Privacy Policy
Last updated 2026-10-31
1. Who We Are and How to Contact Us
[BRAND] is operated by [Operator] ("[BRAND]", "we", "us", "our"). This Privacy Policy explains what personal information we collect, how we use and share it, and the choices you have, when you use clientportal.example and the [BRAND] application — including the client portal your clients can open (together, the "Service").
Questions, privacy requests, or complaints: support@clientportal.example [域名待确认]. Put "Privacy request" in the subject line so it reaches the right queue.
2. Scope: Who This Policy Covers
This policy covers three groups:
- Visitors — people who browse our website without an account.
- Users — freelancers and small studios who create an account and use the Service.
- Users' Clients — your clients, who open the portal link you share to view project status, sign documents, and download files and invoices.
Sections 1–4 and 6–15 apply to everyone. Section 5 applies to client data we process for Users.
3. Information We Collect
We collect what the Service needs to run — nothing else. By category:
Account data (you give us): email address, password (stored as a hash) or magic-link token, your name or studio name, your plan (Free, Pro, or Lifetime), brand settings, and any custom domain you connect.
Client and project data (you enter): your clients' names, email addresses, and companies; project titles and statuses.
Documents (you create): quotes, contracts, and invoices — their content, line items, amounts, and status history.
Signature records: for each signed document — signer role, signing method (click or draw), signing time, and the signer's IP address stored as a hash.
Files (you upload): deliverable files, their names, and visibility settings.
Client portal access credentials (generated by the Service): hashed access tokens, access method (magic link or code), and expiry time.
Payment data (from Stripe): references to Stripe customer, subscription, and payment records; payment status and amount; billing email. We do not collect or store card numbers, CVC codes, or bank account numbers — those go directly to Stripe and are handled under Stripe's own privacy policy.
Automatically collected (server logs): IP address, browser and device type, referring page, and pages visited.
Cookies and similar identifiers: see our Cookie Policy.
Analytics events: page views, button clicks, funnel steps, and actions like "quote sent", with an anonymous ID and event details.
We do not collect: data from children under 18 (section 12), biometric data, or precise location.
4. How We Use Information (and the Lawful Basis)
| What we do | Information | Lawful basis (GDPR) |
|---|---|---|
| Create and run your account; deliver the Service (quotes, contracts, invoices, portal, signatures) | Account data, client and project data, documents, files | Contract |
| Send transactional email: magic links, reminders, invoice notices | Account data, document data | Contract |
| Bill paid plans and keep billing records | Payment data | Contract; legal obligation (tax and accounting records) |
| Keep the Service secure, prevent fraud and abuse, enforce plan limits | Logs, account data, payment data | Legitimate interests |
| Fix problems and understand how the Service is used (product analytics) | Logs, analytics events | Legitimate interests (EEA/UK: consent for non-essential analytics) |
| Send marketing email | Email address | Consent — you opt in, and every marketing email has an unsubscribe link |
| Meet legal requirements | As required | Legal obligation |
We do not use your information to train models, and we do not use your clients' data for our own purposes (section 5).
5. Data We Process on Behalf of Users
When you manage your own clients through [BRAND], the client data in your workspace — client names and emails, projects, documents, signature records, files, portal access, and payment records you keep for your clients — belongs to you and your clients, not to us. The roles are split:
- You are the controller (GDPR) / business (CCPA) for this data.
- We are the processor (GDPR Art. 28) / service provider (CCPA §1798.140(ag)) for this data.
Three commitments:
- Your instructions only. We process client data only to run the Service for you — store it, show it to the people you share it with, send the emails you trigger, and keep signature records. We do not decide what this data is used for.
- No use for our own purposes. We do not market to your clients, profile them, train models on their data, or use it to build other products.
- No selling. We do not sell client data or share it for advertising — on Free and paid plans alike.
Our sub-processors (section 6) handle client data only to provide infrastructure and services to us. If you need a data processing agreement (DPA), email support@clientportal.example and we will provide one. When your clients exercise privacy rights, you respond to them; we give reasonable assistance — export and deletion tools in the product, and we forward requests we receive. Free-plan workspaces get the same protections as paid ones.
6. How We Share Information
We share personal information only in these situations.
Service providers (sub-processors) — each receives only what it needs:
| Provider | What they do | What they see |
|---|---|---|
| Cloudflare (Pages, Workers, D1, R2, DNS) | Hosting, storage, edge execution | All categories — they run the infrastructure |
| Stripe | Subscription billing and payment processing | Payment data; Stripe is a separate controller for card data — we hold only references |
| Transactional email provider (to be confirmed — see /subprocessors once contracted) | Sending magic links, reminders, invoice notices | Recipient email and email content (document links) |
| Google Analytics 4 | Traffic and funnel analysis | Identifiers, logs, analytics events |
| Microsoft Clarity | Session replay and heatmaps | Identifiers, logs, analytics events; input masking is on, so text typed into forms is not recorded |
Custom domains: if you connect a custom domain, its DNS records sit with you and your DNS provider; we only verify ownership (a TXT record).
Legal reasons: we may share information if the law requires it (a subpoena or court order), or to protect people's safety, our rights, or the Service from abuse.
Business transfers: if [Operator] is involved in a merger, acquisition, or sale of assets, this policy keeps applying to your data.
We do not sell personal information, and we do not share it with advertisers (section 10).
7. International Transfers
The Service is operated from the United States and is intended for users in the United States. If you access the Service from the EEA, the UK, or anywhere outside the United States, your information is processed and stored in the US. Contact us and we will tell you what safeguards apply to your situation.
8. How Long We Keep Information
| Information | Retention |
|---|---|
| Account data | While your account exists; deleted or anonymized within 30 days after you close it |
| Client and project data, documents, signature records, files | Until you delete them or close your account; deleted within 30 days after account closure. Signature records stay with their document — contract archives are kept as long as you keep them |
| Client portal access credentials | Expire automatically; validity is 30 days or less |
| Payment data | For the life of your account; billing records kept as long as tax and accounting law requires |
| Server logs | Up to 90 days (rolling deletion) |
| Cookies | See the Cookie Policy table |
| Analytics events (Google Analytics 4) | Per our Google Analytics retention setting — configured to 14 months or less |
| Analytics events (our own events store) | Up to 12 months |
Closing your account triggers deletion within 30 days, except records the law requires us to keep.
9. Your Rights
EEA and UK residents (GDPR): access your data; correct it; erase it; receive a portable copy; object to processing or restrict it; withdraw consent where processing is consent-based; and complain to your local data protection supervisory authority.
California residents (CCPA/CPRA): know (the categories and specific pieces of personal information we collect, its sources, why we use it, and who we disclose it to); delete; correct; opt out of sale or sharing (we do not sell or share — you can still submit a request); and limit the use of sensitive personal information (we do not use sensitive personal information beyond what the Service needs). We do not discriminate against anyone who exercises these rights.
How to exercise them: email support@clientportal.example from your account email with "Privacy request" in the subject. We respond within the time applicable law requires and may need to verify the request is really you. If a person you appoint (an agent) submits a request for you, we will ask for proof that they act for you.
If you are a client of a [BRAND] user: contact the freelancer or studio you work with — they control your data and they respond; we help them.
10. Your Privacy Choices: We Do Not Sell or Share Personal Information
We do not sell personal information, and we do not share it for cross-context behavioral advertising, as California law defines those terms. Our analytics are first-party: they help us understand our own site and product.
Your choices:
- Global Privacy Control (GPC). We treat GPC signals as valid opt-out of sale/sharing requests.
- Your Privacy Choices. To access, delete, or correct your information — or to ask how it is used — use the "Your Privacy Choices" link (it points to this section) or email support@clientportal.example with "Privacy request" in the subject.
- Cookies. Manage cookies as described in the Cookie Policy.
11. California Residents: Notice at Collection and Shine the Light
Notice at Collection (California residents). We collect: identifiers (email address, IP address); account and profile data; commercial and billing information (payment references, amounts); internet activity (pages visited, analytics events); and the content you put into the Service (client data, documents, files). We collect it to run the Service, bill plans, keep the Service secure, and improve it (sections 3–4). We do not sell or share personal information. We keep it as long as section 8 says. To know, delete, or correct your information, see section 9.
Shine the Light (Cal. Civ. Code §1798.83). California residents may ask what personal information we disclosed to third parties for their direct marketing purposes. Answer: we do not disclose personal information to third parties for their direct marketing purposes. Questions: support@clientportal.example [域名待确认].
12. Children
The Service is business software for adults. It is not directed to children under 18, and we do not knowingly collect personal information from them. If you believe a child has given us personal information, contact us and we will delete it.
13. Security
We protect the Service with: TLS encryption in transit; password hashing; hashed access tokens; private object storage for uploaded files; and a dedicated secrets manager for keys such as STRIPE_SECRET_KEY — secrets never sit in code or logs. No service can promise perfect security. If we learn of a breach that affects your personal information, we notify you as the law requires.
14. Changes to This Policy
We may update this policy as the Service changes; the date at the top shows the last update. For material changes, we tell you before they take effect — by email to account holders or a prominent notice in the Service — and the updated policy states when it starts to apply.
15. Contact and Complaints
[Operator] — [Operator Address] Email: support@clientportal.example [域名待确认]
EEA/UK residents may complain to their local data protection supervisory authority; we ask that you contact us first so we can fix the problem directly.
Last updated 2026-10-31 · [Operator] · support@clientportal.example
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