CCClearcost

Privacy policy

Last updated: 25 September 2026

This policy explains what data Clearcost (“the desk”, “we”) accesses, why, how it is stored and shared, and how you can have it deleted. The desk is operated by A.L Associates, luiksestraat 216017CC Thorn (Chamber of Commerce 96944072), the Netherlands. Contact: info@clearcostbackend.eu.

Who uses the desk

The desk is a tool for online stores (our customers) and their team members. It processes the emails of the store’s own customer service inbox and the store’s own Shopify and advertising data. For personal data of the store’s end customers (the people who email the store), the store is the controller and we act as processor on its behalf.

Google user data we access

Gmail (scope: gmail.modify, plus your e-mail address)

  • Read messages and threads in the connected inbox, including attachments, to show customer conversations in the desk, detect what the customer needs and write a draft reply.
  • Create, update and delete drafts, so the AI draft is also visible in Gmail.
  • Send a reply — only when a team member clicks “Send” in the desk. The desk never sends an email on its own.
  • Labels: create and apply two labels (“AI concept”, “High risk”) and archive/unarchive conversations the team marks as done or restores.
  • Your e-mail address, to show which inbox is connected.

Google Ads (scope: adwords)

  • Read campaign, product and change-history reports to show profit, ROAS and budget advice.
  • Change a campaign budget — only when a user clicks “Apply” on a suggested change.

Other data

  • Shopify (when connected): orders, products and refunds, to show order status in replies and to calculate profit and best-selling products.
  • Desk data: the drafts, replies that were sent, the store’s playbook, notes and settings.
  • Anonymous media-buying patterns: the outcome of budget and bidding changes (for example “budget +15% → ROAS the week after”) is pooled across stores to improve the advice for everyone. No store names, campaign names or amounts of one store are ever shown to another, and a pattern is only shown when at least three stores back it up. No Gmail data is part of this.
  • Ideas and assistant questions: ideas sent to the developer, and questions asked in the built-in assistant (answered with the help of Anthropic, see below).
  • Technical data: a login cookie and basic server logs needed to run and secure the service.

How we use the data

Only to provide the features you see in the desk: showing and sorting customer emails, writing draft replies, sending replies you approve, showing order facts, profit, advertising and product dashboards, and improving your own drafts over time by using replies your team sent as examples for your own inbox. We do not use the data for anything else.

Limited Use of Google data

Clearcost’s use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. In particular:

  • We only use Google user data to provide and improve the user-facing features described above.
  • We do not sell Google user data, and do not use or transfer it for advertising, including personalised or retargeted ads.
  • We do not use Google user data to determine credit-worthiness or for lending purposes.
  • We do not use Google user data to develop, improve or train generalised or non-personalised AI or machine-learning models. Replies your team sent are only used as examples for drafts in your own inbox.
  • Humans do not read your Google user data, except (a) your own team members using the desk, (b) with your explicit permission for specific messages (for example to help with a support question), (c) when necessary for security purposes such as investigating abuse, or (d) to comply with the law.
  • We only transfer Google user data to the service providers listed below, only as needed to provide the features, and under agreements that require them to protect it.

Service providers (sub-processors)

  • Vercel Inc. — hosting of the application (servers in the EU, Paris region).
  • Supabase Inc. — database where desk data and encrypted access tokens are stored.
  • Anthropic PBC — AI model that writes the draft replies and summaries. The content of a conversation is sent to Anthropic to generate the draft. Under Anthropic’s commercial terms, this data is not used to train their models.
  • Google and Shopify — the services you connect.

We do not share data with anyone else, except when required by law.

Storage and security

  • Google and Shopify access tokens are encrypted at rest (AES-256-GCM). All traffic uses HTTPS.
  • The desk stores a summary, the category and the drafts of each conversation, and the text of replies that were sent. The full email content and attachments are fetched live from Gmail when you open a conversation and are not kept in our database.
  • Access to the desk requires a login; login attempts are rate-limited.

Retention and deletion

  • Data is kept for as long as the inbox or account is connected.
  • You can disconnect Gmail at any time in the desk (Connect page → “Disconnect and delete data”). This revokes our access token at Google and deletes the stored conversations, drafts and reply examples of that inbox immediately. You can also revoke access yourself at myaccount.google.com/permissions.
  • You can ask us to delete all data of your store by emailing info@clearcostbackend.eu; we do this within 30 days. Backups are overwritten within 30 days after that. Only anonymous media-buying results (for example “budget +15% → ROAS the week after”) stay in the shared pool; they no longer contain the store, campaign names or who made the change.

Your rights

Under the GDPR you can ask for access, correction, deletion, restriction or a copy of your personal data, and object to processing. Email info@clearcostbackend.eu. You can also complain to the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).

Changes

We will update this page when the way we handle data changes, and tell connected customers about important changes by email.