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Clerk&

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Privacy Policy.

Last updated: October 2026. How Leeside Labs Limited ("we", "our", or "us") collects, uses, and protects your data when you use Clerk&.

Overview

Leeside Labs Limited is committed to protecting your privacy. This policy explains how we collect, use, and safeguard personal data when you use the Clerk& application and website.

Data we collect

Account data

Authentication is provided by Supabase Auth using Microsoft (Azure AD) sign-in. We collect your name, email address, and the provider identifier, used to authenticate you and associate your account.

User profile

We store your role (clerk, barrister, solicitor, legal secretary), practice or firm name, country, and subscription status to personalise your experience and manage billing.

Audio recordings

Voice recordings are made on your device and uploaded over TLS to our EU-based cloud storage. Audio is held in Google Cloud Storage in the EEA, and is transcribed by Google Vertex AI in the EEA. It is encrypted at rest, accessible only via short-lived signed URLs, and deletable by you; audio is retained until you delete the recording or close your account.

When recordings or notes contain third-party personal data (e.g. client names), Clerk& acts as a data processor on your instructions, and you remain the data controller.

Scanned pages

When you scan or photograph pages to create a document, the page images are captured on your device and uploaded over TLS to our EU-based storage (Supabase Storage, in the EEA) for text extraction. The original pages are then retained so you can review the extracted document against its source. They are encrypted at rest, accessible only via short-lived signed URLs, and deletable by you; the pages are purged when you delete the document or close your account.

Transcripts, documents, and matter data

Transcribed text, formatted fee notes, briefs, attendance notes, listings, correspondence, action items, and matter data are stored in our EU-based database (Supabase Postgres, in the EEA).

Files and folders

Uploaded documents (files, notes, email attachments) are held in Google Cloud Storage in the EEA, and folder structures in our EU-based database (Supabase), with the same retention and deletion rights.

Workspace data

Workspace names, membership records, role assignments, and invitation data are stored in our EU-based database to support team collaboration.

Billing data

Subscription and payment data is processed by Stripe. We store a Stripe customer ID and invoice metadata; full payment card details are never retained on our servers.

Operational logs

We maintain server-side diagnostic logs to monitor service health, investigate errors, and ensure reliability. These contain request identifiers, timestamps, performance metrics, and anonymised account identifiers, not recording content. Logs are retained for the minimum period necessary to diagnose service issues, currently no longer than 7 days.

Analytics

With your consent, we use PostHog (EU Cloud) for product analytics and error reports. Events are tied to a pseudonymous per-user identifier, not to your recordings or documents. To segment usage we attach a small set of account-level attributes to that analytics profile: subscription status, account type, profession, country, and signup month(the month only, not an exact date); and, at the workspace level, the workspace’s plan and profession. We never send your name, email address, workspace name, or any matter content to PostHog. Session replay, where enabled, captures UI interactions only, not the content of your recordings or documents. Analytics is strictly opt-in and can be withdrawn anytime in account settings.

Legal bases for processing

  • Contract performance (Art. 6(1)(b)): account data, recordings, scanned pages, transcripts, documents, workspace data, and profile information.
  • Legitimate interest (Art. 6(1)(f)): operational logs for service reliability and security (retained for a maximum of 7 days); and resolving a recipient solicitor’s public office address (their name only) to address your correspondence (see “Recipient address lookup” below).
  • Legal obligation (Art. 6(1)(c)): billing records for Irish Revenue and VAT compliance.
  • Consent (Art. 6(1)(a)): analytics and session replay via PostHog, and website visitor measurement via Vercel Web Analytics, withdrawable anytime.

Where your recordings or matter data contain special category data (Article 9 GDPR), you, as data controller, are responsible for establishing an appropriate Article 9(2) basis.

Data controller and processor roles

Leeside Labs Limited acts as a data controller for account, profile, billing, and analytics data.

For recorded, photographed, or pasted content (matter material), Leeside Labs Limited acts as a data processor on your instructions. You are the data controller for that content and are responsible for ensuring you have the appropriate legal basis to process it through our service.

Professional users who regularly process client personal data using Clerk& should obtain a Data Processing Agreement (DPA), as required under Article 28 GDPR. The terms are set out at clerkand.com/dpa; email hello@clerkand.com and we will send a signed copy within 48 hours.

Where your data is processed

All matter content is processed in the European Economic Area. Account, billing and website data may be transferred outside it by some processors under their own data processing terms (Stripe and Vercel, for example, both allow transfers to the United States); neither receives matter content. Each processor below operates under a Data Processing Agreement with Leeside Labs Limited. Where any onward transfer to a third country occurs, it is governed by the 2021 Standard Contractual Clauses (Module 2). The full register (what each one receives, where, and which of them ever see matter content) is at clerkand.com/subprocessors.

  • Application hosting and website analytics: Vercel, Inc., with application functions run in an EU region. Vercel’s data processing terms allow transfers to the United States under the 2021 Standard Contractual Clauses. Vercel receives no matter content. Vercel Web Analytics runs on the website only, and only after consent.
  • Database, file storage, authentication, and backend functions: Supabase, Inc., with the project running in an AWS region in the EEA. Matter content is held only in private storage buckets.
  • AI processing: Google Cloud EMEA Ltd (Google Vertex AI), with Gemini and Claude models (Claude for document formatting) running in EU regions, including Vertex AI's EU multi-region endpoint. Vertex AI is the sole AI processor for all user-facing tasks: transcription, tidying, classification, formatting, filing suggestions, and image extraction. Prompts and completions are not used to train Google models and are not shared with the model developers.
  • Audio storage: Google Cloud EMEA Ltd (Google Cloud Storage), with the audio bucket in an EU region. Audio bytes are uploaded directly from the client via short-lived signed PUT URLs and are retained until you delete the recording or close your account.
  • Subscription billing: Stripe Payments Europe Limited (Dublin, Ireland), an Irish entity within the Stripe group, with onward processing by Stripe, Inc. (USA) under SCCs and the EU-US Data Privacy Framework.
  • Opt-in product analytics: PostHog, Inc., hosted on PostHog EU Cloud in the EEA. PostHog is loaded only after explicit consent.
  • Email delivery: Brevo (Sendinblue SAS, France), in the EEA. Brevo delivers our emails, including signup alerts to us and the workspace activity digest, which may include a document’s subject line. It never receives a recording, a transcript or a document body, and is not used for marketing email.

Clerk& for Windows

Clerk& for Windows is the same Clerk& in its own window on your PC. It uses the same account and the same services listed above, and adds no new ones.

When you press Send, the app saves the letter in a folder on your PC so your own email program can attach it, and opens a new email there. With classic Outlook, that copy is deleted as soon as Outlook has it. Otherwise the app deletes it once it is an hour old, while the app is open or the next time you open it. If you uninstall the app before then, the copy stays in the hidden .clerkand folder in your user folder until you delete it. Once the letter is in your email program, it is handled by your own email provider, as it would be if you attached the file yourself.

The app is installed and updated through the Microsoft Store. Microsoft handles that under its own terms and gives us only overall install and crash counts. The app tells our servers that it is the Windows app and which version it is, so we can support it.

Matter content stays narrow

Your recordings, transcripts, briefs, attendance notes, correspondence, and other matter content are processed only by:

  • Supabase: database, file storage, and backend functions, in the EEA.
  • Google Cloud Storage: audio recordings and uploaded documents, in the EEA. Retained until you delete the item or close your account.
  • Google Vertex AI: sole AI processor for transcription, tidying, classification, formatting, filing, and vision, in EU regions, including the EU multi-region endpoint for document formatting. No fallback provider.

Matter content is notsent to Stripe, PostHog, or any analytics, marketing, or advertising processor. Brevo delivers our emails, and the workspace activity digest may include a document’s subject line, but never a recording, a transcript or a document body. Matter content is not sold, rented, or shared with third parties, and is not used to train AI models.

International transfers and the CLOUD Act

Several of our processors (Supabase, Google, Vercel, PostHog, and the parent of Stripe Payments Europe) are US-headquartered corporations, as is Microsoft, which provides sign-in as an independent controller rather than as our processor (see our subprocessors page). Although all matter content is processed in the European Economic Area (the recipient-address lookup described below is the single exception to EEA processing; it carries a name, never matter content), US incorporation means a processor may, in principle, be subject to US legal process such as the CLOUD Act, regardless of where the data sits at rest.

We rely on the following supplementary measures, in line with European Data Protection Board guidance following Schrems II:

  • Encryption at rest (AES-256) and encryption in transit (TLS 1.3) across all processors.
  • Per-tenant access controls and row-level security on the database.
  • Contractual protections: 2021 Standard Contractual Clauses (Module 2) with each processor.
  • Matter-content minimisation: matter content is sent only to the two processor categories above (storage and AI), never to billing, analytics, or push processors. Our email processor receives at most a document’s subject line, in the workspace activity digest.

If you are a barrister, solicitor, or other regulated professional evaluating Clerk& for privileged or sensitive material, we will provide a Transfer Impact Assessment and a signed Article 28 Data Processing Agreement on request: email hello@clerkand.com.

Recipient address lookup

When you record a letter to a solicitor or firm we do not already hold, Clerk& can look up their public office address so the addressee block fills in for you. Only the recipient’s name is sent to the lookup, never your client, matter, recording, or document. The result (a public firm name and office address) is stored so the lookup is not repeated.

This lookup uses Google’s web-grounding service. Unlike the rest of our stack, Google does not contractually guarantee that this one lookup is processed only within the EEA, so it is the single exception to EEA processing; it carries a name, never matter content. We rely on it because the only data involved is a public professional’s name and office address, it is covered by the 2021 Standard Contractual Clauses, and we process it under our legitimate interest in addressing your correspondence correctly. You can turn it off in your workspace’s practice profile.

How we use your data

  • Provide and operate the Clerk& application
  • Transcribe, structure, and format your recordings and notes
  • Manage your account, workspace, and subscription
  • Monitor and maintain service reliability
  • Improve the service with your consent
  • Respond to support requests
  • Meet legal and financial obligations

We do not use your recordings, briefs, or matter documents to train AI models. Your data is not sold, rented, or shared for advertising or marketing purposes.

Data security

  • Encryption in transit (TLS 1.3)
  • Encryption at rest (AES-256)
  • Row-level security on all database tables
  • Access controls and authentication on every request
  • Regular security assessments

Data breaches

In the event of a personal data breach that is likely to result in a risk to your rights and freedoms, we will notify the Data Protection Commission (Ireland) within 72 hours per Article 33 GDPR. High-risk breaches trigger direct user notification per Article 34 GDPR.

Your rights

  • Access: obtain a copy of personal data we hold
  • Rectification: correct inaccurate or incomplete data
  • Erasure: request deletion (account deletion available in-app)
  • Portability: receive your data in structured, machine-readable format
  • Restriction: restrict processing in certain circumstances
  • Objection: object to processing based on legitimate interests
  • Withdraw consent: withdraw analytics consent anytime (“Cookie preferences” at the foot of any page on this website, or account settings in the app)

We will respond to all rights requests within one month of receipt. Contact: hello@clerkand.com or via in-app settings.

Cookies & analytics

The Clerk& website sets no cookies: not for analytics, and not for anything else. The only thing we keep on your device is your answer to the consent banner, stored in local storage so we do not have to ask again on every page.

Website analytics are off until you accept, and neither tool is downloaded before you do:

  • PostHog EU Cloud (in the EEA): cookieless page-view analytics, and session replay of your interactions with the pages themselves (clicks, scrolling, and navigation). The website carries no matter content to record.
  • Vercel Web Analytics: cookieless aggregate visitor measurement (page views, referrers, and countries), with no cross-site identifier. Vercel, Inc. is already our website host (see the processor list above).

You can change your answer whenever you like: choose Cookie preferences at the foot of any page and the banner will ask again. Declining stops both tools, and withdrawing consent stops them from the moment you click, no page reload needed.

The application uses PostHog for analytics only after you provide explicit consent via the in-app consent prompt. Session replay does not capture the content of your recordings or documents.

Data retention

We retain your data for as long as your account is active. When you delete your account, your audio recordings, scanned pages, transcripts, documents, and workspace data are deleted from the live service immediately. Copies in our encrypted backups are not edited one by one; they expire on a rolling basis, so the last copy is gone within about 65 days (nightly database backups are kept for 35 days, followed by a 30-day soft-delete period before permanent removal).

Enquiry emails you send us are kept only as long as needed to handle your query and related correspondence, and are deleted on request.

Letters saved on your PC by Clerk& for Windows: deleted as soon as classic Outlook has them, otherwise once they are an hour old, while the app is open or the next time it is opened. A copy left when the app is uninstalled stays until you delete the hidden .clerkand folder in your user folder.

Exception: billing and transaction records are retained for 7 years from the date of the transaction in accordance with Irish Revenue and VAT obligations. This includes only transaction metadata, not matter content.

Contact & supervisory authority

Contact: hello@clerkand.com.

Our supervisory authority is the Data Protection Commission (Ireland). You have the right to lodge a complaint at dataprotection.ie.

Clerk& is a product of Leeside Labs Limited, an Irish company.