Overview
This Privacy Policy describes how DataClinch ("we," "us," or "our") collects, uses, and discloses information through our flagship product, ClinchDesk. This policy applies to visitors to our website, our direct customers (the "Organization"), and our customers' end users who submit tickets.
Information We Collect
We collect information that identifies or could be used to identify you ("Personal Data") in the following ways:
- Account Information: Name, professional email address, job title, and organization name.
- Customer Support Content: Any data, text, messages, or attachments submitted through the ClinchDesk ticketing system. Note: As a service provider, we process this data on behalf of our Customers.
- Technical & Usage Data: IP addresses, browser type, device identifiers, operating system, and diagnostic logs to ensure platform security and reliability.
- Billing Information: For paid accounts, we collect billing addresses and payment details through our secure third-party payment processors (we do not store full credit card numbers on our servers).
How We Use Data
We process your data based on our contractual obligations to you and our legitimate business interests:
- Service Delivery: To operate, maintain, and provide the features of ClinchDesk, including Tenant Isolation to ensure your data is never accessible by other organizations.
- AI Enhancement: To power our AI Agents and automated summaries. We process support content to provide these features but do not use your private support data to train models for other customers.
- Communications: To send transactional emails (ticket updates, system alerts) and respond to your inquiries.
- Security & Optimization: To detect and prevent fraud, perform troubleshooting, and improve the user experience through aggregated analytics.
Security & Data Protection
We implement enterprise-grade security controls, including:
- Encryption: Data is encrypted in transit using TLS 1.3 and at rest using AES-256.
- Access Control: Strict role-based access controls (RBAC) and mandatory Multi-Factor Authentication (MFA) for our internal staff.
- Isolation: Logical separation of customer data (Multi-tenancy isolation).
- Resiliency: Regular automated backups and disaster recovery protocols.
Your Rights & Choices
Depending on your location (e.g., EU, UK, California), you may have the following rights:
- Access & Portability: Request a copy of your personal data.
- Correction & Deletion: Update inaccurate data or request that we delete your personal information (subject to legal retention requirements).
- Object or Restrict: Object to the processing of your data for specific purposes.
- Opt-Out: Unsubscribe from non-essential marketing communications at any time.
Data Retention
We retain personal data only as long as necessary to fulfill the purposes outlined in this policy or as required by law. Upon termination of a customer agreement, organization data is typically deleted or anonymized within 30 days of the account closure.
International Data Transfers
DataClinch is based in the United States. If you are accessing our services from outside the US, your data may be transferred to and processed in the US. We utilize Standard Contractual Clauses (SCCs) and other approved mechanisms to ensure your data remains protected.
Changes to This Policy
We may update this policy periodically to reflect changes in our practices or for legal reasons. We will notify you of material changes via a notice in the ClinchDesk dashboard or via email.
Contact Us
For any questions or concerns regarding your privacy: Email: support@clinchdesk.com Web: myclinchdesk.com/contact