Privacy Policy
Last updated: 16 October 2026
1. Who we are
HiveClerk (https://hiveclerk.com, application at https://app.hiveclerk.com) is operated by Giuseppe Aloi, an individual, Rue du Moulin 4, 1148 L'Isle, Switzerland ("we"). Contact for privacy matters: support@hiveclerk.com.
This policy explains how we process personal data under the Swiss Federal Act on Data Protection (FADP) and, where applicable, the EU and UK General Data Protection Regulation (GDPR).
2. Two roles
- Controller: for your account data, billing information, usage logs and for website visitors.
- Processor: for the documents and emails you send to the Service. Invoices may contain personal data (names, addresses, bank details of suppliers or employees). We process them only on your instructions to provide the Service. A Data Processing Addendum is available on request at support@hiveclerk.com.
3. Data we collect
- Account data: your email address. You sign in with a one-time code sent by email; we do not use passwords. Company and billing information will be collected through Paddle once paid plans open.
- Billing data: handled by Paddle.com as Merchant of Record. We receive the country, plan and transaction status, not your full card details.
- Uploaded content: the documents you upload, and the emails sent to your HiveClerk address on in.hiveclerk.com (sender, subject, the email body when the invoice is written in it, and attachments), as well as the data extracted from them.
- Usage data: number of documents processed, errors, and technical logs (such as IP address and browser) kept for security.
- Cookies: only cookies strictly necessary to sign you in and keep your session secure. We do not use analytics or advertising cookies.
4. Purposes and legal bases
- Provide the Service and support (contract).
- Billing and tax compliance (legal obligation).
- Security, fraud prevention and service improvement using aggregated usage statistics (legitimate interest).
- Product emails (contract) and, only with your consent, marketing emails.
We do not sell personal data and do not use uploaded documents to train AI models.
5. Where data is processed: sub-processors
We use the following service providers, bound by data processing agreements:
| Provider | Purpose | Location |
|---|---|---|
| Vercel Inc. (USA) | Application hosting | Server functions run in Frankfurt, Germany (region fra1); static pages are served from Vercel's global network |
| Supabase Inc. (USA) | Database, sign-in and file storage | Frankfurt, Germany (AWS eu-central-1); daily backups kept 7 days |
| Resend (Plus Five Five, Inc., USA) | Sending sign-in and transactional emails; receiving emails sent to in.hiveclerk.com addresses and to support@hiveclerk.com | EU (Ireland, eu-west-1) |
| Anthropic, PBC (USA) | Automated extraction of data from documents through the Anthropic API (Claude model) | Data stored by the API is stored in the United States; model inference may run in any geography where Anthropic operates ("global" routing) |
| Paddle.com Market Ltd (UK) | Payments, invoicing and taxes as Merchant of Record (once paid plans open) | United Kingdom |
| Microsoft (Outlook.com) | The operator's mailbox, to which messages sent to support@hiveclerk.com are forwarded | Microsoft data centres, as set out in Microsoft's terms for Outlook.com |
In short: your files and data are stored and processed in the EU (Frankfurt, Germany and Ireland), except for the AI extraction step performed by Anthropic, which involves the United States and possibly other regions where Anthropic operates.
AI provider (Anthropic). Anthropic automatically deletes API inputs and outputs within 30 days of receipt or generation, except where it must keep them longer by law or because its automated trust-and-safety systems flag content as violating its Usage Policy (in that case up to 2 years). Anthropic does not use this data to train its models. Sources: https://privacy.claude.com/en/articles/7996866-how-long-do-you-store-my-organization-s-data, https://platform.claude.com/docs/en/manage-claude/data-residency, https://platform.claude.com/docs/en/manage-claude/api-and-data-retention.
Transfers of personal data outside Switzerland, the EU or the UK rely on adequacy decisions (for example the Swiss-U.S. and EU-U.S. Data Privacy Framework, where the provider is certified) or on Standard Contractual Clauses.
6. Retention
- Original documents and emails you send to the Service (files, email bodies and attachments) are deleted automatically 30 days after receipt. You can choose another period in Settings (7, 30, 90 or 365 days) and delete any document at any time.
- Extracted data (fields and line items) stays in your account until you delete it, and is deleted within 30 days after you close your account.
- Backups are kept for at most 7 days.
- AI provider: as described in section 5, Anthropic deletes API inputs and outputs within 30 days, except in the cases described there (up to 2 years), and does not use them to train its models.
- Billing records: kept for 10 years as required by Swiss law.
- Security logs: at most 90 days.
- Not an archive: the Service does not replace your accounting records. Keep the originals you are legally required to retain in your own records.
7. Security
- Data is encrypted in transit (TLS) and encrypted at rest by our hosting providers.
- Files are kept in private storage and can only be opened through short-lived signed links.
- Database row-level security ensures that each account can only see its own data.
- Access to production systems is restricted to the operator.
8. Your rights
You can request access, correction, deletion, restriction, portability, or object to processing, and withdraw consent at any time, by writing to support@hiveclerk.com. You can lodge a complaint with the Swiss Federal Data Protection and Information Commissioner (FDPIC) or your local data protection authority in the EU/UK.
9. Changes
We will notify account holders by email of material changes to this policy.