Clara AI SDR

Information You Provide Directly

Information Collected Automatically

Information from Third Parties

• •CRM and marketing platform integrations (e.g., Salesforce, HubSpot)
• •Email and calendar providers (e.g., Gmail, Outlook, Google Calendar)
• •Single sign-on (SSO) identity providers
• •Publicly available professional information (e.g., LinkedIn profiles, company directories) used for prospect enrichment

Core Platform Services

• •Deliver and operate the AI SDR platform, including prospect research, outreach generation, and meeting scheduling
• •Personalize AI-generated content based on your brand voice, templates, and historical performance
• •Authenticate users, manage accounts, and enforce subscription entitlements
• •Provide customer support and resolve technical issues

Business Operations

• •Improve platform features, AI model accuracy, and user experience
• •Train AI models on anonymized and aggregated data to improve outreach quality
• •Monitor platform performance, detect errors, and maintain security
• •Comply with legal and regulatory obligations

Marketing & Communications

• •Send product updates, feature announcements, and service notifications
• •Deliver promotional offers and newsletters (with your consent where required)
• •Personalize in-app messaging and recommendations based on usage patterns

Research & Development

• •Conduct internal analytics and benchmarking studies using anonymized data
• •Develop new product features, integrations, and AI capabilities

Service Providers

We share data with vetted third-party vendors who assist in delivering the Platform, including cloud hosting providers, payment processors, email delivery services, analytics tools, and customer support platforms. These providers are contractually bound to use your data only for specified purposes.

Business Partners & Integrations

When you connect Clara AI SDR to third-party platforms (e.g., your CRM, email client, or calendar), we share data necessary to enable those integrations. Review the privacy policies of those third-party services independently.

Legal Requirements

We may disclose your information when required by law, subpoena, court order, or governmental authority; when necessary to protect the rights, property, or safety of TruGen AI, Inc., our users, or the public; or in connection with fraud prevention and security investigations.

Business Transactions

In the event of a merger, acquisition, sale of assets, or restructuring, your information may be transferred as part of that transaction. We will provide notice before your data is transferred and becomes subject to a different privacy policy.

No Sale of Personal Data

We do not sell, rent, or trade your personal information to third parties for their independent marketing or advertising purposes.

How We Use Prospect Data

Clara AI SDR may process information about third-party prospects (e.g., names, job titles, email addresses, LinkedIn profiles) that you import, sync, or instruct the Platform to research. You represent and warrant that you have a lawful basis for processing such prospect data through our Platform.

AI Model Training

We may use aggregated, de-identified interaction data (including edits you make to AI-generated content) to improve our AI models. We do not use identifiable prospect contact information for AI training without explicit consent.

Call & Meeting Recordings

If you use call recording or transcription features, you are responsible for ensuring all required consents are obtained from call participants in compliance with applicable wiretapping and recording laws. We store recordings only for the period specified in your plan settings.

Access and Control

• •Request a copy of the personal data we hold about you
• •Correct or update inaccurate account information
• •Export your data in a portable, machine-readable format
• •Request deletion of your account and associated personal data

Communication Preferences

• •Opt out of marketing emails at any time via the unsubscribe link or account settings
• •Manage in-app notification preferences
• •Control cookie settings via our cookie preference center or browser settings

Data Protection Rights (GDPR / CCPA)

• •Right of access: Know what data we hold and how it is used
• •Right to rectification: Correct inaccurate data
• •Right to erasure: Request deletion of personal data (subject to legal exceptions)
• •Right to restrict processing: Limit how we use your data in certain circumstances
• •Right to data portability: Receive your data in a structured, interoperable format
• •Right to object: Object to processing based on legitimate interests or for direct marketing

How to Submit a Request

You may request deletion of your personal data at any time by emailing privacy@trugenai.com with the subject line "Data Deletion Request." You may also submit a deletion request directly from your account settings under Privacy Controls.

Verification

To protect your privacy and prevent unauthorized deletion, we may verify your identity before processing the request.

What Gets Deleted

Upon successful verification, we will permanently delete or anonymize:

• •Account information and profile data
• •User-generated content (templates, sequences, prospect imports)
• •Usage and activity data
• •Stored preferences and settings

Processing Time

We will process valid deletion requests within 30 days as required under GDPR. If additional time is needed for technical or legal reasons, we will inform you accordingly.

Legal Exceptions

Certain data may be retained where required to comply with legal or regulatory obligations, resolve disputes, enforce agreements, maintain financial or tax records, or prevent fraud and abuse. Such retained data will be securely restricted and not used for any other purpose.

Backups & Residual Data

Data may persist in encrypted backups for a limited period following deletion. These backups are securely isolated and automatically deleted or overwritten in accordance with our retention schedules.

Security Measures

• •Encryption of data in transit (TLS 1.2+) and at rest (AES-256)
• •Role-based access controls and least-privilege principles
• •Regular security audits, penetration testing, and vulnerability assessments
• •Employee security training and background checks
• •Incident response procedures and breach notification protocols

Data Retention

• •Account data: retained while your account is active plus a reasonable post-termination period
• •Prospect and outreach data: retained per your plan settings or until deletion requested
• •Call recordings and transcripts: retained per your configured retention period (default: 90 days)
• •Analytics data: retained in anonymized/aggregated form for up to 3 years
• •Legal/financial records: retained as required by applicable law

Types of Cookies We Use

Managing Cookies

You can control cookies via your browser settings, our in-app cookie preference center, or opt-out tools provided by third-party analytics providers. Note that disabling certain cookies may impact the functionality of the Platform.