What we actually record

01 The short version

02 Who is responsible

ClearAgency is the data controller for personal data processed through this website.

03 When you are just reading the site

Every page view is counted, so we know which guides are read and whether AI assistants are reaching us. Here is the entire record that is written, field by field.

The two codes, and why they are shaped that way

Counting people without following them is the whole difficulty, and we solved it with two deliberately different one-way hashes. Neither can be reversed, and neither is written to your device.

• The daily code is a one-way hash of your IP address, your browser string, today’s date and a secret only we hold. Because the date is in it, it changes every midnight UTC. It lets us say “fourteen different people read this today”; it cannot tell us whether you were also here yesterday. This is the code stored next to each page view.
• The person code is a separate hash without the date, kept in its own small table so that we can distinguish a new visitor from a returning one. That table holds only three things about you: when we first saw you, when we last saw you, and how many pages you have read. No addresses, no referrer, no location. It is deliberately impossible to assemble a browsing history from it, and it only exists for people — bots and crawlers never get a row.

Neither code identifies you to us or to anyone else. Without our secret key they cannot be recomputed, and they are not shared with anyone.

04 Speed measurements

A small script on each page measures how quickly it loaded for you, and posts those numbers once when you leave. What is stored is the time, the page address, the measurement, the number, and whether you were on a phone or a computer. No identifier of any kind is attached, so these samples cannot be linked to you or to each other.

05 Partnership applications

An application is read by a person, not scored by an automated tool, so nothing is fetched or logged simply because you visit. What you send when you apply — your details and your brand’s — and how we handle it is covered in “When you contact us” below.

06 When you contact us

If you use the contact form or email us, we keep what you sent so we can reply and follow up:

• What you type: your name, your website, and your email address or phone number — whichever you give us. When you apply for a partnership, also when you can start, your brand’s name, your role, the brand’s revenue range and typical order value, how its customers buy, who introduced you (if anyone), and what you tell us about the brand.
• Where it goes: it is stored in our own database, appears on our internal pipeline board so nothing is forgotten, and lands in the partners’ inboxes so a person sees it promptly.
• When we work together: we keep your company’s details and the people we deal with (name, role, work email, phone) in our own client register, with our notes on the work, so invoices, agreements, meetings and mail all use the same, correct details. It lives in our own database and is never shared or sold.
• Anti-spam: forms are protected by simple, privacy-preserving measures: a hidden field that only automated scripts fill in, and a limit on how often one address can submit. Nothing profiles you or tracks you across sites.

We use what you send to answer you, to judge whether there is a fit for a partnership, to prepare a proposal if you want one, and to keep in touch about that conversation. We do not add you to a marketing list, and we do not pass your details to anyone else.

07 Private client decks

Some presentations we prepare for a client sit behind a password, at an address beginning /s/. Before one opens, you confirm that you will keep it confidential and share it only within your own organisation. Because the material is confidential, every attempt to sign in is recorded, field by field:

Once you are in, a cookie on that one deck’s address keeps you signed in for up to 30 days, or until the temporary password you were given expires. Only we can see this record, in our private console.

Shared files. When we share files with you, or ask you to send us files, we use our own file portal at /files. You sign in with your email address and a 6-digit code we email you (a cookie on /files keeps you signed in for up to 30 days). We keep the files you upload, their names and sizes, who shared what with whom and at what level, and a log of sign-ins, uploads, downloads and changes with the time and IP address, so we can see who did what. The files are stored in Cloudflare R2 and are only ever handed out after a check that you still have access. Sign-in codes are stored only as a one-way hash and expire after 10 minutes.

08 Calls, chat and videos

Our booking page, at /book, lets you pick a free time for a video call. It only shows times: it never shows what else is in our calendar. When you book, we keep:

• What you type: your name, your email address and, if you add one, a note about what you would like to talk about.
• The booking itself: the time and length you chose. It becomes a meeting in our calendar, with its own video room.

We use them to send you a calendar invitation with a personal link to the video room, to tell our team you have booked, and to hold the call. The invitation carries a private link where you can move or cancel the booking yourself. To stop the form being used to send invitations to strangers, it has the same privacy-preserving anti-spam check as our contact form, and a limit on how many bookings can be made from one connection or for one email address. That limit counts a one-way hash, not your IP address itself, and the counter is thrown away after a day.

The video call itself runs in your browser through Cloudflare’s RealtimeKit. It is not recorded. To keep calls clear, the call page reports technical measurements to us: picture size, frame rate, bitrate, lost data, delay, errors, and your browser type. They carry no name, email, audio or video, and we keep only the latest ones.

Transcription and meeting notes. Only if the host turns it on for a call, and everyone in the call then sees a red “Transcribing” sign: what each person says while their own microphone is on is turned into text by Cloudflare Workers AI, a short stretch at a time, and a note-taker (Anthropic’s Claude, or Workers AI) writes a summary, decisions and action items from that text. The audio itself is not kept, only the text. Everyone in the call can see and correct the notes. The transcript is deleted automatically 90 days after the meeting; the notes stay with the meeting until we delete it, and we delete both on request. Files and links shared in the call’s chat are stored by Cloudflare RealtimeKit for that call.

Chat with us

When we work together, we may invite you to message our team in our own chat app, at /chat. You get it from an invite link we send you: you add the app to your phone (or use it in your browser) and set it up with your mobile number, which is how we check that the link is yours. An invite link works once, for 7 days, and comes with a 6-digit code for setting up the app if you already have it. A cookie on /chat then keeps that phone or computer signed in, for up to about 13 months, or until you sign out or we disconnect the device. We can disconnect a device at any time: it is signed out at once, and the app clears what it keeps there (unsent drafts and notifications). The app doesn’t store messages, photos or files on your device. On a computer you can send us a screenshot or a short recording of your screen: you choose what to share, your browser shows that it’s being shared, and nothing is sent until you press send. To sign in on another device, a signed-in one shows you a 6-digit code that works for 10 minutes.

We keep your name and mobile number (and your email address, if we have it), which chats you are in, the messages, photos, files, screenshots, screen recordings and voice messages you and we send, reactions and poll answers, when each message reached and was read by the other side, and the devices you are signed in on: their type (such as “iPhone · App” or “Mac · Safari”), when they were added and when they were last used. For a month after a device is signed out or disconnected, we keep a note of that, so the app on it can tell you why. If you turn on notifications, we keep the address your browser gives us to send them to. The text of a notification is encrypted for your device, so the service that delivers it (Apple, Google or Mozilla, depending on your browser) cannot read it.

Chats are stored in the EU, on Cloudflare, and encrypted in transit and at rest. They are not end-to-end encrypted: the Clear Agency team can read them, and a chat is linked to your company in our client records. You can delete a message you sent, for everyone, at any time. If a chat has disappearing messages turned on, its messages are deleted automatically after the time shown in the chat.

Videos we send you. Sometimes we record a short video of our screen for you, for example how to change something on your site, and send it as a private link to a page on this site. The page isn’t listed anywhere or indexed by search engines. When the video is played we note that it was played, and when, so we know it reached you. To count each play once, we keep a one-way hash rather than your IP address, and that counter is thrown away within a day. The video is stored with Cloudflare, and we keep it until we delete it or you ask us to.

09 Legal basis

• Page counts and speed samples — our legitimate interest (GDPR Art. 6(1)(f)) in understanding whether our site works and is being read. The measures described above — no cookies, no stored IP, rotating hashes, a deliberately minimal person record — are what keep that interest proportionate to your privacy.
• Files you share with us through our file portal — performing our agreement with you (Art. 6(1)(b)), and our legitimate interest (Art. 6(1)(f)) in keeping a record of who opened, added or changed them.
• Chats with our team — performing our agreement with you (Art. 6(1)(b)), and our legitimate interest (Art. 6(1)(f)) in keeping a record of what we discussed and agreed.
• Sign-ins to private client decks — our legitimate interest (Art. 6(1)(f)) in protecting confidential material and knowing who has opened it. You are told what is recorded on the sign-in page itself, before you enter a password.
• Your enquiry, your emails to us and a call you book — steps taken at your request before entering a contract (Art. 6(1)(b)), and our legitimate interest in replying to people who ask us to. That includes using an AI writing assistant to help draft our replies, as described under AI.
• Records we must keep, such as invoices for paid work — legal obligation (Art. 6(1)(c)) under Swedish accounting law.

10 How long we keep things

11 Who else sees it

Only the suppliers that make the site work, and only for that purpose. Each is bound by a data-processing agreement and none of them may use your data for their own ends.

That is the complete list for this website. We do not use an advertising network, a data broker, a customer-data platform or a third-party analytics product, because we wrote our own and it holds less.

12 AI, and what it sees

We use a language model inside our own admin dashboard to answer questions about our traffic, such as “which guide is doing best this month”. It runs on Cloudflare’s network. It is given a summary of already-aggregated figures — totals, percentages and page names. It is not given page-view rows, visitor codes, enquiries or anyone’s contact details, and nothing from this site is used to train a model.

When we write back to you

Our mailbox has a writing assistant. When we open a conversation with you, it can summarise it and suggest a reply, and it can draft that reply in our own words. To do that, the messages in that conversation, together with free times from our calendar, are sent to the model — Anthropic’s Claude, or Cloudflare Workers AI — for that one request. Neither provider may use it to train its models. The assistant cannot send anything. A person reads, edits and sends every email, and any link or password in one is added by that person, not by the model.

Separately, and deliberately, this site invites AI crawlers to read its public pages, because being readable to assistants is what we do. That invitation covers published guides and case studies. It has nothing to do with your data: nothing you send us is published, and the password-protected client areas are excluded from it.

13 Your rights

Under the GDPR you may ask us for a copy of the personal data we hold about you, ask us to correct it, ask us to delete it, ask us to restrict how we use it, object to processing based on legitimate interest, and ask for your data in a portable form. Write to dj@clearagency.ai and we will deal with it within one month.

One honest limitation: for ordinary page views there is nothing to look up. We hold no identifier that we could match to you, which is the point of building it that way — but it does mean an access request there has no data to return. If you have contacted us, that correspondence is a different matter and we can find, export or delete it straight away.

If you are unhappy with how we have handled your data you may complain to the Swedish Authority for Privacy Protection, Integritetsskyddsmyndigheten (IMY), or to the supervisory authority where you live.

14 International transfers

Cloudflare serves this site from the network location closest to you, and Cloudflare, Resend, Google and Anthropic are US-headquartered with global infrastructure, so data may be processed outside the EU/EEA. Those transfers are covered by the European Commission’s Standard Contractual Clauses and the suppliers’ own certifications.

15 Security

The site is served only over HTTPS and instructs browsers to refuse anything else. It sets a strict content-security policy and the full set of protective headers. Administrative areas are behind a strong, multi-factor sign-in, and every gated client document needs its own password. Enquiry data sits in an isolated store reachable only by this site’s own code. We keep the finer detail of how each of these is built to ourselves.

16 Contact

Any privacy question, or any of the requests above: dj@clearagency.ai. We have not appointed a data protection officer, as we are not required to; we handle these requests directly.