Privacy policy

Effective date: [TODO: effective date]. Last updated: October 10, 2026 (draft).

Draft: not legal advice, reviewed by the owner only. Items in square brackets, such as [TODO: ...], are filled in before launch.

This policy explains what personal information we collect when you use ClearLicensed, what we do with it, and what choices you have.

1. Who we are

Softvion Technologies LLC, 5904 Jessamine St, Unit 08, Houston, TX 77081, United States ("we", "us") runs ClearLicensed and this website. We decide why and how the personal information described here is used. You can reach us at [email protected]. This policy covers the website, the ClearLicensed app and the managed filing service. The terms of service cover the rest.

2. What we collect

Account data: your name, email address, phone number if you add one, time zone, your company name, and the names and emails of team members you invite.
License data you enter: license numbers, states, holder names, issue and expiration dates, bonds, insurance details, CE records, notes, and the documents you upload.
Managed filing data: the information and documents you give us so we can prepare a renewal, the authorization you accepted (its wording, version and time, and a hashed form of your IP address), and your messages with our team. We do not ask for board portal passwords.
Billing data: handled by Stripe. We receive your plan, subscription status, invoice details and the last digits and brand of your card. We do not get your full card number.
Logs and device data: IP address, browser type, pages and API requests, and error logs. We use these for security, fraud prevention and fixing bugs.
Messages: what you send through the contact form, your email address if you join the newsletter, and your emails to [email protected].
Cookies and analytics, only after you accept: usage and ad measurement data from Google Analytics, Microsoft Clarity and Meta Pixel. See the cookie policy.

3. Why we use it

To run your account: sign you in with one-time codes, store your licenses and documents, and show your dashboard.
To send reminders, expiry alerts and, if your plan includes it, a weekly digest, plus service notices such as billing and security messages.
To take payments and manage your subscription.
To do the managed filing you ask for.
To answer support requests and contact form messages.
To keep the Service safe, stop abuse, and find and fix problems.
To improve the product and our website, and, only if you accept cookies, to measure our marketing.
To send the newsletter, only if you signed up for it. You can unsubscribe in any email.
To meet legal duties, such as tax records and responding to lawful requests.

We do not sell personal information. We do not use your license data or documents for advertising, and we do not use them to build profiles about you.

We use a small number of outside companies (processors) that handle information for us under their own terms. They may use it only to provide their service to us.

Stripe: payments, subscriptions, invoices and the billing portal.
Resend: sending sign-in codes, reminders, invitations and other email.
Hosting and storage: our server host, [TODO: name the VPS provider and region], and Cloudflare for network protection and delivery. Your data and uploaded documents are stored on our own servers.
Analytics and advertising, only if you accept cookies: Google (Analytics), Microsoft (Clarity) and Meta (Pixel). They are not loaded inside the signed-in app.

We may also share information when the law requires it, to protect our rights or other people's safety, with professional advisers under a duty of confidentiality, or if the business is sold or reorganized (we would tell you first). If a licensing board or its portal needs details to process a managed filing, we send them what the filing needs, on your behalf and with your authorization.

5. Cookies and analytics

Cookies and similar storage the site needs to work are always on. Analytics and advertising tools load only after you press Accept in the cookie notice, and never inside the signed-in app. Details and how to change your choice are in the cookie policy.

6. Text message reminders

Text reminders are not live yet. If you join the text reminder list, we collect your mobile number and the time and wording of your consent.

What we send: one text when text reminders open, then reminders about license, bond and certification dates you track, and answers to STOP and HELP. Message frequency varies with your reminder settings, usually fewer than 8 messages a month.
Consent: we only text you after you check the consent box. Consent is not a condition of any purchase. We keep a record of when and how you agreed.
STOP and HELP: reply STOP to stop the texts and HELP for help. You can also write to [email protected].
No marketing and no sharing: we do not use your phone number for marketing and we do not sell it or share it with third parties for their marketing. Opt-in data and consent are not shared with anyone for that purpose.
Who handles texts for us: a messaging provider that sends the texts for us and may use your number only for that.
Rates and carriers: message and data rates may apply. Mobile carriers are not liable for delayed or undelivered messages.
How long we keep it: we keep your number and your consent record until you stop the texts or ask us to delete them, and then keep only the consent record for as long as the law requires or as we need it to show that you agreed. [TODO: confirm the retention period for consent records with a lawyer]

7. How long we keep it

Your account and license data: as long as your account is open. After a trial ends the account moves to the Free plan and we keep your data, so you can come back or export it.
Deleting your account: you can delete your account in the app settings. We then remove your personal profile details. Company records and uploaded documents tied to that account may stay in our systems until we purge them. If you want everything erased, write to [email protected] and we will do it, normally within 30 days.
Request logs: about 7 days.
Security, audit and error logs, and records of billing events: kept longer, for security, accounting and dispute purposes. [TODO: set a maximum period, for example 24 months, and make sure the system follows it.]
Billing and tax records: as long as the law requires, often several years.
Backups: copies of our database and documents are kept for about 14 days, so removed data can remain in a backup for that long.
Newsletter and contact messages: until you unsubscribe or ask us to delete them.

8. Security

What we do today:

Encrypted connections (HTTPS) between your browser and the Service.
Sign-in by one-time email code. Codes are stored hashed, expire after a short time, and are limited by attempt and rate limits.
Each company's data is separated from other companies' data, and every request is checked against the signed-in user's organization and role.
Uploaded documents sit in private storage and can only be opened through links that expire. File types and sizes are restricted.
Access limits for our staff, a separate sign-in with a one-time code for the admin area, and records of admin actions.
Verified signatures on payment notices from Stripe, regular backups, and server settings reviewed before release.

No system is perfectly secure, and we cannot promise that yours will never be breached. If we learn of a breach that affects your personal information, we will tell you as the law requires. If you find a weakness, please write to [email protected] before you share it with others.

9. Your rights in the United States

Depending on the state you live in, for example California, Virginia, Colorado, Connecticut, Texas or Utah, you may have rights over your personal information. We honor them for any US resident who asks, even where a law does not strictly require it. In plain terms you can:

Know and access: ask what personal information we hold about you and get a copy.
Correct: ask us to fix information that is wrong.
Delete: ask us to delete your information, with the exceptions described under "How long we keep it" (for example legal and billing records).
Opt out of sale, sharing and targeted advertising: we do not sell personal information. If you accept advertising cookies, Meta may receive data about your visit, which some state laws call targeted advertising or sharing. You can decline in the cookie notice or change your choice at any time.
Limit sensitive information: we do not ask for sensitive personal information, such as government ID numbers, and we do not use any we receive for anything other than running the Service.
Not be treated worse for using these rights.

To use a right, write to [email protected] from the email on your account. We may ask a question or two to confirm it is you, and we answer within 45 days (sooner if we can). If we say no, you can appeal by replying to our answer, and we will look again. Because ClearLicensed serves business customers, much of the information we hold is business information, and some privacy laws treat it differently.

10. Children

ClearLicensed is for businesses and is not meant for anyone under 18. We do not knowingly collect information from children. If you think a child gave us information, write to [email protected] and we will delete it.

11. International transfers

ClearLicensed is built for contractors in the United States. Our servers are in [TODO: hosting country and region], and our team works from [TODO: country or countries where the owner works]. If you use the Service from outside the United States, your information is sent to and processed in those places, where privacy rules may differ from yours. We do not offer the Service to people in the EU, EEA or UK.

12. Changes to this policy

We will post changes on this page with a new date. For changes that matter, we will email account owners or show a notice in the app before they start.

13. Contact

Privacy questions and requests: [email protected]. Mail: Softvion Technologies LLC, 5904 Jessamine St, Unit 08, Houston, TX 77081, United States.