Privacy Notice

The data controller for the HeyClarus platform is HeyClarus.ai Ltd, with a business address at 76 Bridgford Road, West Bridgford, Nottingham, England, NG2 6AX. You can contact us about personal data at team@heyclarus.ai.

If an organisation invited you to use HeyClarus, that organisation may also be responsible for some of the personal data it provides to us. Please contact that organisation for questions about its own processing or workplace instructions.

• Account data, such as your name, email address, authentication records and account-security information.
• Professional and organisation data, such as your role, company, working context, role description and time in a role.
• Assessment and feedback data, including onboarding answers, self-reflection, leadership responses and pooled observer feedback.
• Documents and media you or an inviting organisation choose to provide, including CVs, role documents, audio and video recordings, together with transcripts and derived coaching insights.
• Technical and security data, such as browser, device, session, diagnostic and audit information needed to operate and protect the platform.
• Communication and legal records, including support requests, preferences and the version and time of any Terms acceptance.

HeyClarus is not designed to request special-category data. Please do not put health information, ethnicity, political opinions, trade-union membership, religious or philosophical beliefs, sex life or sexual orientation, criminal allegations or similar sensitive information into free-text fields or uploads. If a use case requires this type of data, it must be assessed separately before collection.

We do not treat agreeing to these Terms as consent to every processing purpose. Where we rely on consent, we will ask separately and you can withdraw it without affecting processing that already took place lawfully.

HeyClarus uses automated processing to help produce development-oriented summaries and insights from the information supplied to the platform. Optional media can be processed into a transcript and communication measures such as speaking pace, pauses, pitch variation, vocal delivery, facial expression and other on-camera signals. Any workspace configuration that infers emotion in a workplace setting is a restricted use case and must pass a separate legal and technical review before it is enabled.

These outputs are intended to support reflection, coaching and structured discussion. They are not a statement of fact about your character or ability and must not be used as the sole basis for hiring, promotion, pay, dismissal, access or another significant decision about a person. If an automated output is used in a consequential decision, the customer must provide meaningful human review and follow applicable employment and data-protection law. You can contact us to ask about an output, object to relevant processing or request human review where the law gives you that right.

We do not use HeyClarus to identify people from biometric data. Any deployment involving workplace emotion inference or another regulated AI use must pass a separate legal and technical review before it is enabled.

We share personal data only where needed for the purposes above, under appropriate instructions and safeguards. This can include:

• the organisation that invited you and authorised members of its HeyClarus workspace;
• hosting, authentication, database and storage providers, currently including Supabase;
• transactional email providers, currently including Resend;
• transcription and AI-processing providers, currently including OpenAI, when the relevant feature is used;
• operational-support providers, such as Slack, where an enabled support or alert workflow requires it; and
• professional advisers, regulators, law-enforcement bodies or other recipients where disclosure is required or reasonably necessary to protect rights and safety.

We do not sell personal data.

Some service providers may process or provide support access to data outside the UK or European Economic Area. Where a transfer is restricted by UK or EU data-protection law, we use an applicable adequacy decision or appropriate safeguards, such as standard contractual clauses, together with any required transfer assessment and supplementary measures.

You can ask us for more information about the safeguards applying to a particular transfer.

We keep personal data only for as long as needed for the purpose collected, the customer relationship, security and audit needs, and applicable legal obligations. The period depends on the data type and the service arrangement. Account and workspace data normally remain while the account or customer workspace is active; source recordings are removed after verified persistence of the derived result where the system can safely do so, although recovery, failure-handling or legal requirements can extend retention.

When data is no longer required, we delete it or irreversibly anonymise it. Contact us if you need a retention decision for a particular record.

Depending on the circumstances and applicable law, you can ask us to:

• give you access to personal data and information about its use;
• correct inaccurate or incomplete data;
• erase data or restrict how it is used;
• provide portable data where the right applies;
• object to processing based on legitimate interests, including direct marketing; and
• withdraw consent where processing relies on consent.

You can make a request at team@heyclarus.ai. We may need to verify your identity and will normally respond within the period required by law. You can also complain to the UK Information Commissioner's Office or, if you are in the EEA, your local data-protection supervisory authority.

We use cookies or similar storage that is strictly necessary for authentication, security and user-requested functionality. Non-essential analytics, advertising or tracking technologies will be used only where the required prior consent has been obtained, with separate choices for separate purposes and a way to withdraw consent as easily as it was given.

HeyClarus is a professional platform and is not intended for children. We do not knowingly collect children's data. If you believe a child has provided personal data, contact us so we can investigate and remove it where appropriate.

We may update this notice when the service, providers or legal requirements change. The version shown when you create an account is recorded with your Terms acceptance. The current notice version is 2026-09-16.