Privacy Policy

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1. Introduction

Welcome to Clear Window. We are committed to protecting your privacy and ensuring transparency about how we handle your personal information. This Privacy Policy explains what data we collect, how we use it, and your rights regarding your information.

Clear Window provides a platform for verified, anonymous reviews. Our unique approach allows you to share honest feedback while maintaining your anonymity—we verify your connection to the property or service you're reviewing, then immediately anonymize your identity.

2. Information We Collect

Information You Provide Directly

Account Information

• Email address: Used for account creation, authentication, and communication
• Username: Your chosen display name (pseudonymized for public reviews)
• Password: Encrypted and stored securely
• Profile preferences: Settings and customization options

Verification Information

• Proof of address: Utility bills, lease agreements, or other documentation proving your connection to the property/service being reviewed
• Address information: Used solely for verification purposes, then immediately anonymized
• Document metadata: File type, upload timestamp (full documents are permanently deleted after verification)

Review Information

• Review content: Your written feedback (published anonymously)
• Ratings: Star ratings or numerical scores
• Property/service details: Information about what you're reviewing
• Review date: When the review was submitted

Communications

• Customer support inquiries: Messages, emails, and chat conversations
• Feedback and surveys: Your responses to our requests for feedback
• Email preferences: Your communication settings

Information We Collect Automatically

Technical Information

• IP address: Used for security and fraud prevention (hashed and anonymized after 48 hours)
• Device information: Browser type, operating system, device identifiers
• Usage data: Pages viewed, features used, time spent on platform
• Location data: General location based on IP (not precise geolocation)
• Referral information: How you found our platform

Cookies and Similar Technologies

We use cookies and similar tracking technologies to enhance your experience. See our Cookie Policy for detailed information.

Information from Third Parties

• Authentication services: If you sign in using a third-party service (e.g., Google, Facebook)
• Public records: To verify the accuracy of reviews and prevent fraud
• Analytics providers: Aggregated usage statistics

3. How We Use Your Information

Primary Purposes

Service Provision

• Creating and managing your account
• Verifying your identity and connection to reviewed properties
• Publishing your anonymized reviews
• Processing and responding to your inquiries
• Providing customer support

Platform Integrity and Safety

• Detecting and preventing fraud, spam, and abuse
• Identifying coordinated review campaigns (brigading)
• Enforcing our Terms of Service
• Protecting against security threats
• Investigating violations and disputes

Service Improvement

• Analyzing platform usage to improve features
• Developing and testing new functionality
• Conducting research and analytics
• Personalizing your experience
• Optimizing performance and reliability

Communication

• Sending service-related notifications (account updates, security alerts)
• Responding to your requests and inquiries
• Sending marketing communications (with your consent)
• Requesting feedback and conducting surveys

Legal Compliance

• Complying with legal obligations and court orders
• Responding to lawful requests from authorities
• Protecting our legal rights and interests
• Preventing illegal activities

4. Our Anonymization Process

At the core of Clear Window is our commitment to anonymity. Here's exactly how we protect your identity while maintaining review authenticity:

Verification Phase (Temporary Data Processing)

1. Document Upload: You upload proof of address or tenancy documentation
2. Automated Verification: Our system verifies the document authenticity and your connection to the property
3. Human Review (if needed): Edge cases are reviewed by trained staff under strict confidentiality agreements
4. Verification Complete: Your connection is confirmed

Anonymization Phase (Immediate)

1. Identity Stripping: All personally identifiable information is removed from your review
2. Document Deletion: Original verification documents are permanently deleted within 48 hours
3. Data Hashing: IP addresses and device identifiers are hashed and separated from review content
4. Pseudonymization: Reviews are linked to a pseudonymized identifier, not your real identity

What Remains Public

• Your review content (no identifying information)
• Your rating
• Verification status ("Verified Reviewer")
• General time period of review (e.g., "November 2025")
• Property/service being reviewed

What We Can Never Recover

Once anonymization is complete, we cannot:

• Link your review back to your real identity
• Reveal your identity to property owners or landlords
• Share your verification documents with anyone
• Identify you from the review content alone

5. How We Share Your Information

We Do Not Sell Your Personal Information

Clear Window does not sell, rent, or trade your personal information to third parties for marketing purposes. Your trust is more valuable than any revenue from data sales.

When We Share Information

Service Providers

We share data with trusted third-party service providers who assist us in operating our platform:

• Cloud hosting providers: To store data securely
• Email service providers: To send notifications and communications
• Analytics providers: To understand platform usage (anonymized data only)
• Security services: To protect against fraud and threats
• Payment processors: If we offer paid features (they never see review content)

All service providers are contractually bound to protect your data and use it only for specified purposes.

Legal Requirements

We may disclose information when required by law or to:

• Comply with legal obligations, court orders, or subpoenas
• Enforce our Terms of Service
• Protect the rights, property, or safety of Clear Window, our users, or the public
• Investigate fraud, security issues, or illegal activities

Business Transfers

If Clear Window is involved in a merger, acquisition, or sale of assets, your information may be transferred. We will notify you before your information becomes subject to a different privacy policy.

With Your Consent

We may share information for purposes not listed here when we have your explicit consent.

What We Never Share

• Your anonymized review content linked to your real identity
• Your verification documents
• Your personal information with property owners or landlords
• Your data for third-party marketing purposes

6. Data Retention

Data Type	Retention Period	Reason
Account Information	Active account + 12 months after deletion	Service provision, fraud prevention
Verification Documents	48 hours maximum	Permanently deleted after verification
Review Content	Indefinitely (anonymized)	Public interest, platform integrity
IP Addresses	48 hours (then hashed)	Security, fraud prevention
Usage Analytics	30 days (then aggregated)	Service improvement
Support Communications	3 years	Customer service, dispute resolution
Legal/Compliance Records	As required by law	Legal compliance

When retention periods expire, data is securely deleted or permanently anonymized. You can request early deletion of your data by exercising your rights (see Section 7).

7. Your Privacy Rights

Access Your Data

You can request a copy of the personal data we hold about you. We'll provide this in a portable format.

Correct Your Data

Update or correct any inaccurate or incomplete information in your account settings or by contacting us.

Delete Your Data

Request deletion of your account and associated personal data. Note: Anonymized reviews cannot be linked back to you and will remain published.

Restrict Processing

Ask us to limit how we use your data in certain circumstances.

Object to Processing

Object to our use of your data for specific purposes, such as direct marketing.

Data Portability

Receive your data in a machine-readable format and transfer it to another service.

Withdraw Consent

Withdraw consent for data processing where we rely on consent as the legal basis.

Opt-Out of Marketing

Unsubscribe from marketing emails at any time using the link in our emails or in your account settings.

8. Data Security

Technical Security Measures

• Encryption: All data encrypted in transit (TLS 1.3+) and at rest (AES-256)
• Access Controls: Role-based access with principle of least privilege
• Authentication: Multi-factor authentication for all staff
• Monitoring: 24/7 security monitoring and intrusion detection
• Regular Audits: Third-party security audits and penetration testing
• Secure Infrastructure: Industry-leading cloud providers with SOC 2 compliance

Organizational Security Measures

• Regular security training for all employees
• Strict confidentiality agreements with staff and contractors
• Incident response plan and breach notification procedures
• Data minimization practices
• Regular review of security policies and procedures

Your Security Responsibilities

• Use a strong, unique password
• Enable two-factor authentication if available
• Don't share your account credentials
• Log out from shared devices
• Report suspicious activity immediately

9. Cookies and Tracking

We use cookies and similar technologies to enhance your experience on Clear Window. For detailed information about the cookies we use and how to manage them, please see our Cookie Policy.

Types of Cookies We Use

• Essential Cookies: Required for the platform to function
• Performance Cookies: Help us understand how you use the platform
• Functionality Cookies: Remember your preferences
• Analytics Cookies: Provide anonymized usage statistics

Your Cookie Choices

You can control cookies through your browser settings or our cookie consent tool. Note that blocking certain cookies may affect platform functionality.

10. Children's Privacy

Clear Window is not intended for children under the age of 16. We do not knowingly collect personal information from children under 16. If you believe we have inadvertently collected information from a child under 16, please contact us immediately at privacy@clearwindow.com, and we will promptly delete such information.

11. International Data Transfers

Clear Window operates globally. Your information may be transferred to and processed in countries other than your country of residence. We ensure adequate protection for international transfers through:

• European Commission Standard Contractual Clauses (SCCs)
• Adequacy decisions for specific countries
• Other approved transfer mechanisms under GDPR and applicable laws

For more information about international transfers and safeguards, see our GDPR Compliance page.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make changes:

• We'll update the "Last Updated" date at the top of this page
• We'll notify you of material changes via email or prominent notice on the platform
• We'll provide a summary of key changes
• You'll have the opportunity to review changes before they take effect

Your continued use of Clear Window after changes become effective constitutes acceptance of the updated Privacy Policy. If you don't agree with changes, you may delete your account.

13. Contact Us