Privacy Policy

Last updated: 22nd September 2025

Who we are

Claru is an Easy Read document conversion service. We help organisations make their documents easier to understand.

We follow UK data protection laws. This includes the UK General Data Protection Regulation (UK GDPR).

Who is responsible for your information

Claru is run by a UK company called CeeSquared Ventures Ltd.

CeeSquared Ventures Ltd is the data controller. This means we are responsible for keeping your information safe.

Company details:
Company Number 15827079 | Registered in England and Wales
Registered Office: C/O Vantage Accounting, 1 Cedar Office Park, Cobham Road, Wimborne, BH21 7SB

What information we collect

When you use our service

  • Documents you upload
  • Website links you give us
  • Your email address (for processing notifications)
  • Payment information through Stripe
  • Your IP address
  • Background job processing details

When you claim a free conversion

  • Your email address (hashed for security)
  • Your IP address
  • Whether you consent to marketing updates
  • When you used your free conversion

When you consent to marketing updates

  • Your email address (stored separately for marketing purposes)
  • When you gave consent
  • How you gave consent (e.g., free conversion form)

When you give us feedback

  • Your name (if you tell us)
  • Your email (if you tell us)
  • Your feedback message
Important: We do not store your credit card details. Stripe handles all payment information securely.

How we use your information

For document conversion

  • Convert your documents to Easy Read format using background processing
  • Create your Easy Read PDF
  • Send you email notifications about processing progress
  • Provide secure download links when conversion is complete
  • Track job progress and status

For payments

  • Process your payment
  • Calculate the cost
  • Provide payment confirmation through Stripe

For free conversions

  • Track if you have already used your free conversion
  • Prevent multiple free conversions from the same email
  • Improve our service with anonymous statistics

For marketing updates (only if you consent)

  • Send you updates about new features and improvements
  • Notify you about service announcements
  • Share helpful accessibility resources
Important: Marketing emails are completely optional

• You can use our service without signing up for marketing emails
• You can unsubscribe from marketing emails at any time
• We will never sell or share your email with other companies

For feedback

  • Improve our service
  • Fix problems
  • Answer your questions

Who we share your information with

OpenAI

We use OpenAI to convert your documents. OpenAI may see your document text.

OpenAI has their own privacy policy. You can read it at openai.com/privacy.

Stripe

We use Stripe to process payments. Stripe handles your payment information safely.

Stripe has their own privacy policy. You can read it at stripe.com/privacy.

We do not sell your information

We never sell your personal information to other companies.

How long we keep your information

Your documents

We delete your uploaded documents immediately after background processing starts.

We keep your Easy Read PDF for 7 days for secure download. Then we automatically delete it.

Extended storage time allows you to download when convenient via email link.

Your feedback

We keep feedback emails to help us improve our service.

You can ask us to delete your feedback at any time.

Free conversion tracking

We keep your hashed email address for 180 days to prevent multiple free conversions.

After 180 days, we automatically delete this information. You can then use another free conversion.

Marketing emails

We keep your email address permanently if you consent to marketing updates.

You can unsubscribe at any time by visiting our unsubscribe page or using the link in our emails.

When you unsubscribe, we mark your email as inactive but keep the record to ensure we never email you again.

Background processing data

We keep job processing records for 30 days for support and troubleshooting.

This includes job status, processing times, and error logs (but not document content).

Helps us improve service reliability and provide technical support.

Download security tokens

We create unique download tokens for secure file access.

These expire automatically when the PDF is deleted (after 7 days).

Ensures only you can download your converted documents.

Your rights

Under UK data protection law, you have rights. These include:

Right to know

Ask what information we have about you

Right to correct

Ask us to fix wrong information

Right to delete

Ask us to delete your information

Right to take

Get a copy of your information

How we protect your information

  • We use secure connections (HTTPS)
  • We delete files quickly after use
  • We use trusted payment providers
  • We follow UK data protection laws

Cookies

We use cookies to make our website work properly. These help us:

  • Remember your settings during your visit
  • Process payments safely
  • Show you the right content

We do not use tracking cookies or advertising cookies.

Changes to this policy

We may change this privacy policy sometimes. When we do:

  • We will update the date at the top
  • Big changes will be shown clearly on our website
  • You can always find the latest version here

Contact us

If you have questions about this privacy policy, please contact us:

Feedback Form

Use our secure feedback form for any privacy policy questions or concerns.

Contact Us
About this policy: This privacy policy is written in Easy Read format to make it easier to understand. It covers all the legal requirements for UK data protection law.