Clerk

Privacy Policy

Last updated: 05/06/2026

1. Introduction

Clerk (a trading name of datumAI Limited) ("we", "us", "our") is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, store, and protect your information when you use our real-time transcription and AI-powered meeting analysis services.

We are registered in England and Wales under company number 14916494, with our registered office at 1 Carnegie Road, Newbury, England, RG14 5DJ.

This Privacy Policy complies with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Data Controller

For the purposes of data protection law, datumAI Limited is the data controller responsible for your personal data. If you have any questions about this policy or our data practices, you can contact us using the details provided at the end of this policy.

3. Information We Collect

3.1 Information You Provide

  • •Account Information: Email address, password, and optional profile details
  • •Waitlist Information: Name and email address when you join our waitlist
  • •Meeting Content: Audio recordings, transcriptions, meeting names, and any content you create or upload
  • •Communication Data: Any correspondence if you contact us for support

3.2 Information Collected Automatically

  • •Usage Data: Information about how you use our Services, including access times, pages viewed, and features used
  • •Device Information: Browser type, operating system, device identifiers, and IP address
  • •Cookies and Similar Technologies: We use cookies and similar tracking technologies to enhance your experience (see Cookie Policy below)

3.3 Audio and Transcription Data

When you record meetings using our Services, we collect and process audio data to provide transcription and AI analysis features. This may include voices and content of all meeting participants.

Important: You are responsible for obtaining necessary consent from all meeting participants before recording. We are not liable for your failure to obtain such consent.

4. Legal Basis for Processing

We process your personal data based on the following legal grounds:

  • •Contract Performance: Processing necessary to provide the Services you've requested and to perform our contractual obligations
  • •Consent: Where you have given explicit consent for specific processing activities
  • •Legitimate Interests: For improving our Services, security, fraud prevention, and internal analytics, where such processing does not override your rights
  • •Legal Obligations: Where we must process your data to comply with legal requirements

5. How We Use Your Information

We use your personal data for the following purposes:

  • •Providing, maintaining, and improving our Services
  • •Creating and managing your account
  • •Processing and storing your meeting recordings and transcriptions
  • •Providing AI-powered summaries and analysis of your meetings
  • •Sending you service-related notifications and updates
  • •Responding to your inquiries and providing customer support
  • •Analyzing usage patterns to improve our Services
  • •Detecting, preventing, and addressing security issues, fraud, or abuse
  • •Complying with legal obligations and enforcing our Terms of Service

6. AI Processing and Third-Party Services

We use third-party AI services to provide transcription and analysis features. These services may process your meeting content according to their own privacy policies:

  • •AssemblyAI: For real-time transcription services
  • •OpenAI/Google AI: For AI-powered summaries and chat features

We carefully select service providers that maintain high data protection standards. However, you should review their respective privacy policies to understand how they process your data.

We implement appropriate safeguards when transferring data to third parties, including contractual protections and ensuring compliance with UK GDPR requirements.

7. Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.

  • •Account Data: Retained while your account is active and for a reasonable period thereafter
  • •Meeting Content: Retained until you delete it or close your account
  • •Waitlist Data: Retained until you request deletion or for up to 2 years
  • •Usage Logs: Typically retained for up to 12 months for security and analytics

When we no longer need your personal data, we will securely delete or anonymize it.

8. Data Security

We implement appropriate technical and organizational security measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction, including:

  • •Encryption of data in transit and at rest
  • •Regular security assessments and updates
  • •Access controls and authentication mechanisms
  • •Employee training on data protection
  • •Secure data storage with reputable cloud providers (Supabase)

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to protect your personal data, we cannot guarantee absolute security.

9. Data Sharing and Disclosure

We do not sell your personal data. We may share your information in the following circumstances:

9.1 Service Providers

We share data with trusted third-party service providers who assist us in operating our Services, such as cloud hosting, AI processing, and analytics providers. These providers are contractually obligated to protect your data and use it only for specified purposes.

9.2 Legal Requirements

We may disclose your information if required by law, court order, or governmental request, or to protect our rights, property, or safety, or that of our users or the public.

9.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your personal data may be transferred to the acquiring entity. We will notify you of any such change and its implications for your data.

10. International Data Transfers

Your personal data may be processed in countries outside the UK and European Economic Area (EEA). When we transfer data internationally, we ensure appropriate safeguards are in place, such as:

  • •Standard Contractual Clauses approved by the UK authorities
  • •Adequacy decisions recognizing equivalent data protection standards
  • •Other legally approved transfer mechanisms

11. Your Rights Under UK GDPR

You have the following rights regarding your personal data:

  • •Right of Access: Request a copy of the personal data we hold about you
  • •Right to Rectification: Request correction of inaccurate or incomplete data
  • •Right to Erasure: Request deletion of your personal data in certain circumstances
  • •Right to Restrict Processing: Request that we limit how we use your data
  • •Right to Data Portability: Request a copy of your data in a machine-readable format
  • •Right to Object: Object to certain types of processing, including direct marketing
  • •Right to Withdraw Consent: Withdraw consent for processing based on consent at any time
  • •Right to Lodge a Complaint: Complain to the Information Commissioner's Office (ICO) if you believe we have mishandled your data

To exercise any of these rights, please contact us using the details provided below. We will respond to your request within one month, as required by law.

12. Local Storage and Browser Technologies

We use browser local storage to remember your preferences, such as sidebar visibility. This data is stored only on your device and is not transmitted to our servers or shared with third parties.

Our authentication system uses secure, industry-standard session tokens stored in your browser's local storage. These are strictly necessary for the Services to function and to keep you logged in.

We do not use cookies for tracking, analytics, or advertising purposes. You can clear your browser's local storage at any time through your browser settings.

13. Children's Privacy

Our Services are not intended for children under 16 years of age. We do not knowingly collect personal data from children. If you believe we have inadvertently collected information from a child, please contact us immediately, and we will take steps to delete such information.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of any material changes by posting the updated policy on our website and updating the "Last updated" date.

We encourage you to review this Privacy Policy periodically. Your continued use of our Services after any changes constitutes acceptance of the updated policy.

15. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at:

datumAI Limited
1 Carnegie Road
Newbury, England
RG14 5DJ
Company Number: 14916494

Information Commissioner's Office (ICO):
If you wish to make a complaint about how we handle your personal data, you can contact the ICO at: https://ico.org.uk