Privacy Policy

Last updated: April 30, 2026

1. Introduction

CleverWorks ("we", "our", "us") provides AI assistant, voice, document, reminder, connected-account, and related services. This Privacy Policy explains what information we collect, how we use it, and when it is shared with service providers or third-party platforms.

2. Information We Collect

Depending on the features you use, we collect the following categories of information:

Account and authentication information: Email address, account identifiers, access and refresh tokens, subscription status, and authentication data from email/password, Google Sign-In, Sign in with Apple, or our authentication service.
Voice and audio data: During an active voice call, microphone audio is streamed from the app to CleverWorks servers over encrypted connections and forwarded to OpenAI's Realtime API for transcription, speech understanding, and spoken responses. The mobile app may also use microphone audio locally for wake-word detection.
Conversation data: Transcripts of what you say, AI responses, tool results, call history, call metadata, summaries, semantic-search embeddings, and related session records.
Personalization data: Facts the assistant saves at your request or extracts from conversations, such as preferences, names, or other details you share, so it can remember them in future interactions.
Contacts: If you grant permission or choose to import contacts, we collect names, email addresses, and phone numbers from device contacts or Google Contacts.
Connected-account data: If you link third-party accounts, we store OAuth tokens and account metadata and may access authorized data from Google, Microsoft, LinkedIn, or X. This can include Gmail, Google Calendar, Google Drive, Google Contacts, Outlook mail, Microsoft Calendar, Teams, OneDrive, SharePoint, LinkedIn posting information, and X posting or deletion information.
Email and calendar data: If enabled through linked accounts, we may read, search, index, summarize, or act on emails, calendar events, and related metadata to provide assistant features, reminders, briefings, and semantic search.
Documents and files: Files you upload directly or import from Google Drive, OneDrive, or SharePoint, plus extracted text, chunks, entities, relationships, summaries, embeddings, metadata, and document identifiers.
Wake-word voiceprint data: If you set up "Hey Athena", the app records short enrollment samples and creates a derived voiceprint vector. The app stores that voiceprint locally and syncs it to our server for restore and cross-device use. Raw enrollment samples are not intended to be stored on our server.
Device, notification, and local app data: Device tokens for Firebase Cloud Messaging, notification titles/bodies/data, onboarding state, consent state, contacts sync state, auth tokens, voiceprint data, and other app state stored locally on your device.
Billing and subscription data: Subscription status and billing-page access data. Billing may be completed through a separate web billing flow or service provider.

3. How We Collect Information

Directly from you: When you create an account, subscribe, use voice features, upload documents, create reminders, save contacts, or interact with the assistant.
From your device: Microphone audio during active calls or local wake-word use, device contacts with permission, push notification tokens, and local app state.
From linked services: Data returned by Google, Microsoft, LinkedIn, X, Apple, or other providers after you authenticate or authorize access.
From service providers: Authentication, billing, document processing, AI, cloud storage, and notification providers that support the Service.

4. How We Use Information

To provide real-time voice conversations, transcription, spoken responses, and text responses.
To maintain call history, summaries, semantic search, personalization memory, and session data.
To read, search, index, summarize, draft, send, or manage email when authorized by you.
To view, create, update, or delete calendar events, reminders, briefings, and related tasks.
To browse, import, upload, process, search, summarize, and retrieve documents and cloud-drive files.
To look up, store, and use contacts during assistant interactions.
To post to LinkedIn or X, delete X posts, send messages, or perform other third-party actions when you request or authorize those actions.
To send push notifications about reminders, completed tasks, daily briefings, meeting prep, document uploads, and important service events.
To manage authentication, subscription access, account deletion, abuse prevention, security, troubleshooting, and support.

5. AI Processing and OpenAI

CleverWorks uses OpenAI's API for real-time voice conversations, transcription, response generation, summaries, embeddings, semantic search, and personalization features. Data sent to OpenAI may include:

Raw audio frames from active voice calls, encoded for OpenAI Realtime processing.
Conversation transcripts, AI responses, and prior conversation context.
Relevant context from contacts, emails, calendars, documents, connected accounts, tool results, and stored personal facts when needed to answer your request or operate the assistant.
Text from emails, conversations, or documents for summaries, embeddings, and semantic search.

Under OpenAI's API data usage policy, API inputs and outputs are not used to train OpenAI's models. Before you use voice features, the app presents an in-app disclosure and asks for consent to AI processing.

6. Connected Accounts and Third-Party Actions

When you link an external account, we store OAuth tokens so CleverWorks can access that account on your behalf within the permissions you approved. Depending on the provider and scopes, the assistant may read, search, create, update, send, post, or delete information in third-party services. Unlinking an account in the app deletes the locally stored token; you may also need to revoke access directly in the provider's account settings to invalidate previously granted access.

7. Contacts

If you grant contact permissions or import contacts, contact names, emails, and phone numbers are stored in your account so the assistant can find people you reference. Contact names and details may be included in prompts or tool results sent to OpenAI when needed for assistant functionality. You can delete individual contacts or clear imported contacts from the app.

8. Documents, Cloud Drives, and Storage

When you upload files or import from Google Drive, OneDrive, or SharePoint, CleverWorks may copy the selected files to our document processing service. Depending on configuration, files may be uploaded directly to that service or through presigned cloud object-storage URLs. We process files to extract text, chunks, entities, relationships, summaries, and embeddings so you can search, retrieve, and discuss them with the assistant.

9. Notifications and Local Device Storage

We use Firebase Cloud Messaging and platform notification services to send push notifications. Device tokens and notification title/body/data payloads are sent through those services. The mobile app also stores certain data locally, including auth tokens, notification history, consent state, voiceprint data, contacts sync state, and onboarding state. Local storage may not use the device's secure keychain for every item.

10. Data Sharing Summary

We do not sell your personal information. We share information as needed to provide the Service, including with:

OpenAI — audio, conversation text, context, summaries, embeddings, and other AI-processing inputs and outputs.
Google — sign-in, OAuth, Gmail, Calendar, Drive, Contacts, and Firebase Cloud Messaging services, depending on your choices.
Apple — Sign in with Apple and platform notification services.
Microsoft — OAuth, Outlook, Calendar, Teams, OneDrive, SharePoint, and Microsoft Graph services, depending on your choices.
LinkedIn and X — OAuth and posting or deletion actions you request or authorize.
Document, authentication, billing, and cloud storage providers — to authenticate users, manage subscriptions, process documents, store files, and operate the Service.
Law enforcement, regulators, or other parties when required by law or necessary to protect our rights, users, or services.

11. Google API Services — Limited Use Disclosure

CleverWorks' use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

12. Data Retention and Deletion

We retain account, conversation, personalization, contact, connected-account, document, notification, and billing-related records for as long as needed to provide the Service, comply with legal obligations, resolve disputes, and enforce agreements.
You can unlink connected accounts in the app, which deletes locally stored OAuth tokens for those accounts. You should also revoke access in the provider's own account settings if you want the provider to invalidate the grant.
You can delete contacts, voiceprint data, documents, and other supported data from available app settings or feature screens.
You can delete your account through the account deletion flow when available, or request help by contacting support@cleverworksapp.com. Account deletion removes the main account and associated local CleverWorks backend data, subject to legal and operational limits.

13. Your Rights

Depending on where you live, you may have rights to access, correct, delete, export, restrict, or object to processing of your personal data. You may withdraw AI-processing consent, revoke connected-account access, or ask us for help by contacting us. Some choices may limit or disable assistant functionality.

14. Children's Privacy

CleverWorks is not intended for use by children under the age of 13. We do not knowingly collect personal data from children under 13.

15. Security

We use technical and organizational measures designed to protect personal information, including encryption in transit and per-user data separation. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

16. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by posting the new policy within the app or on our website. Continued use of the Service after changes constitutes acceptance of the updated policy.

17. Contact Us

If you have questions about this Privacy Policy, please contact us at support@cleverworksapp.com.