Clearline ("Clearline," "we," "us," or "our") provides an invoice capture and accounts payable automation platform for businesses. This Privacy Policy applies to clearlinebooks.net and the Clearline dashboard, and describes how we collect, use, share, and protect information in connection with those services (together, the "Service").
If your organization uses Clearline, your employer is typically the "data controller" for the vendor invoices and business records processed through your account, and Clearline acts as a "data processor" or "service provider" on its behalf. Where that distinction matters, it's noted below.
Information we collect
We collect the following categories of information:
- Account and contact information. Name, work email, phone number, company name, and role, provided when you register for Clearline, request a demo, or are added to an account by your organization.
- Invoices and supporting documents. Vendor invoices, proforma invoices, credit and debit notes, purchase orders, and related attachments submitted to Clearline by email, WhatsApp, or direct upload, including any data extracted from those documents (such as amounts, dates, line items, tax identifiers, and banking details).
- Connected accounting system data. When you connect an accounting platform such as Xero, Zoho Books, Odoo, or Sage, we access the vendor, purchase order, and bill records needed to match, create, and sync invoices, along with the authentication tokens required to maintain that connection.
- Approval and workflow activity. Records of who reviewed, approved, rejected, or commented on an invoice, and any messages sent to suppliers through the platform.
- Usage and device information. Log data, IP address, browser type, pages viewed, and similar diagnostic information collected automatically when you use the Service.
- Communications. Messages you send us through the demo request form, email, or other support channels.
How we use information
We use the information described above to:
- Provide, operate, and maintain the Service;
- Extract structured data from submitted invoices and documents and route them through your organization's approval workflow;
- Detect duplicate invoices, mismatched banking details, and other anomalies that may indicate error or fraud;
- Create and sync approved bills into the accounting systems you connect;
- Send transactional notifications, such as approval requests, supplier correspondence you authorize, and due date reminders;
- Respond to demo requests and support inquiries;
- Monitor, secure, and improve the Service, including diagnosing technical issues; and
- Meet legal, tax, and compliance obligations.
How we share information
We do not sell personal information. We share information only in the following circumstances:
- Accounting platforms you connect. Invoice and vendor data is sent to the accounting system(s) your organization authorizes, such as Xero, Zoho Books, Odoo, or Sage, under the terms of that provider's own privacy policy.
- Infrastructure and service providers. We use cloud hosting, database, email delivery, and related infrastructure providers to operate the Service. These providers process data on our behalf and are bound by confidentiality and data protection obligations.
- Within your organization. Invoice and workflow data is visible to the members of your organization's Clearline account according to the permissions your administrator sets.
- Legal and safety reasons. We may disclose information if required by law, regulation, legal process, or governmental request, or to protect the rights, property, or safety of Clearline, our customers, or others.
- Business transfers. If Clearline is involved in a merger, acquisition, financing, or sale of assets, information may be transferred as part of that transaction, subject to this Policy or a policy at least as protective.
Cookies and analytics
The clearlinebooks.net marketing site uses Google Analytics to understand aggregate traffic and improve the site. The Clearline dashboard uses strictly necessary cookies to keep you signed in and to protect your session; these cannot be disabled without affecting core functionality. We do not use advertising or cross-site tracking cookies.
Data retention
We retain account, invoice, and workflow data for as long as your organization maintains an active Clearline account, and for a reasonable period afterward to meet legal, accounting, and dispute-resolution obligations. Your organization's administrator can request deletion of account data as described below, subject to any records we're required to keep.
Data security
We use technical and organizational safeguards, including encryption in transit, access controls, and audit logging of inbound documents and outbound communications, to protect information against unauthorized access, alteration, or loss. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.
Your rights
Depending on where you're located, you may have the right to access, correct, export, or request deletion of your personal information, or to object to or restrict certain processing. If you're an individual whose data was submitted by an organization using Clearline, please contact that organization directly, as they control the account. Otherwise you can reach us using the details below and we'll respond within a reasonable time.
International data transfers
Clearline may process and store information in countries other than your own. Where we transfer personal information across borders, we take steps to ensure it receives a level of protection consistent with this Policy and applicable law.
Children's privacy
The Service is intended for business use and is not directed to individuals under the age of 18. We do not knowingly collect personal information from children.
Changes to this policy
We may update this Privacy Policy from time to time. If we make material changes, we'll update the date at the top of this page and, where appropriate, notify account administrators directly.
Contact us
Questions about this Privacy Policy or how your data is handled can be sent to privacy@clearlinebooks.net.