myClerk Privacy Policy

Welcome to myClerk (“we”, “our”, “us”).

myClerk is an AI-powered information and research platform designed to assist councils, councillors, clerks, residents and other users in accessing, understanding and analysing publicly available local government information.

We are committed to protecting your privacy and handling your personal data transparently and in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other applicable data protection laws.

This Privacy Policy explains what information we collect, how we use it, and your rights regarding your personal data.

The data controller for the purposes of applicable data protection legislation is the operator of the myClerk platform.

Details of the data controller, including registered business information and contact details, are available upon request.

Information you provide

• Name
• Email address
• Organisation or council name
• User account credentials
• Subscription information
• Communications sent to us
• Documents uploaded to the platform

Information generated through use

• Questions submitted to myClerk
• AI chat history
• Uploaded files and documents
• User preferences
• Selected council or organisation
• Usage statistics

Technical information

• IP address
• Browser type
• Device information
• Operating system
• Access times and dates
• Log files
• Cookies and analytics data

myClerk collects and processes information from publicly available sources including council websites, minutes, agendas, policies, procedures, planning documents, financial documents, public reports and publications.

This information is collected solely for indexing, retrieval, analysis and research purposes.

We use personal information to:

• Provide access to the myClerk platform
• Process user queries
• Generate AI-assisted responses
• Manage subscriptions
• Improve platform performance
• Detect misuse or security threats
• Provide customer support
• Develop new features and services
• Comply with legal obligations

Questions, uploaded documents and related content may be processed using artificial intelligence systems.

Users should avoid uploading confidential, sensitive or personal information unless they are authorised to do so and have a lawful basis for such processing.

We process personal data under one or more of the following lawful bases:

• Contract
• Legitimate Interests
• Consent
• Legal Obligation

We may share information with:

• Cloud hosting providers
• AI and machine learning service providers
• Payment processors
• Professional advisers
• Regulators and law enforcement where legally required

We do not sell personal information to third parties.

Some service providers may process data outside the United Kingdom.

Where international transfers occur, we implement appropriate safeguards including recognised international transfer mechanisms.

We retain personal information only for as long as necessary to:

• Provide services
• Meet legal obligations
• Resolve disputes
• Maintain platform security

We implement appropriate technical and organisational measures to protect data, including encryption, access controls, authentication systems, audit logging and security monitoring.

We use cookies and similar technologies to:

• Maintain user sessions
• Improve functionality
• Analyse usage
• Enhance security

Under UK GDPR you may have the right to:

• Access your personal data
• Correct inaccurate information
• Request deletion
• Restrict processing
• Object to processing
• Request data portability
• Withdraw consent where applicable
• Lodge a complaint with the Information Commissioner's Office (ICO)

To exercise any of these rights, please contact the data controller. Contact details are available upon request.

myClerk is not intended for individuals under the age of 18.

The platform may contain links to third-party websites. We are not responsible for their privacy practices or content.

We may update this Privacy Policy periodically. Updated versions will be published on our website with a revised effective date.

For privacy-related enquiries, requests regarding personal data, or questions about this Privacy Policy, please contact the data controller. Contact details are available upon request.

If you are dissatisfied with our response, you may contact the Information Commissioner's Office (ICO): ico.org.uk