Privacy Policy

This Privacy Policy explains what information ClearMate collects, how we use it, and the choices you have. ClearMate is an email-driven workspace for customs house agents (CHAs), freight forwarders, importers, and exporters. We designed it to read your mailbox in order to organize your shipments — nothing more.

1. Overview

When you connect your Gmail or Microsoft Outlook mailbox, ClearMate uses read-only access to fetch recent messages and their attachments so it can group them into shipments, classify trade and transport mode, and surface the right documents. We do not send, delete, or modify your email, and we do not sell your data.

2. Who we are

ClearMate (the "Service", "we", "us", "our") is operated by Cooper Compass. We act as the data controller for account information you provide, and we process mailbox content on your behalf to provide the Service. Reach us at privacy@coopercompass.com.

3. Data we collect

Account information

When you sign in with Google or Microsoft, we receive your name, email address, profile identifier, and the provider you used — to create and secure your account and workspace.

Mailbox content (read-only)

We access, on your behalf and using read-only scopes:

• Message metadata — sender, recipients, subject, date, thread/message identifiers, and labels/folders.
• Message bodies — the text of recent emails, used to classify shipments and extract details such as bill-of-lading, AWB, and container numbers.
• Attachments — documents such as invoices, packing lists, and bills of lading. Attachment contents are fetched on demand from your mailbox when you open them; we store a reference to the attachment, not the binary file itself.

ClearMate keeps a rolling window of your most recent messages (currently the latest ~50 threads) in sync, plus messages already linked to a shipment. Other messages outside that window are trimmed from our store.

Derived data

From the content above we generate shipment groupings, classifications (e.g. import/export, sea/air/road), and extracted fields, stored to power your workspace.

OAuth tokens

To keep your view in sync we store the OAuth access and refresh tokens issued by Google or Microsoft, scoped to the read-only permissions you granted.

Technical & log data

We collect basic technical information needed to operate and secure the Service, such as IP address, browser/user-agent, and request logs. We do not use third-party advertising or cross-site tracking cookies.

4. How we use data

We use the data described above only to:

• Provide, maintain, and improve the core features of ClearMate;
• Sync new mail in real time and keep your shipment workspace current;
• Classify messages and extract shipment details;
• Authenticate you and secure your account and workspace;
• Respond to your requests and provide support;
• Detect, prevent, and address abuse, security incidents, and technical issues; and
• Comply with legal obligations.

We do not use your mailbox content for advertising, and we do not sell or rent your data.

5. Google user data & Limited Use

When you connect a Google account, ClearMate requests read-only Gmail access. Specifically:

• We use Google user data only to provide and improve the user-facing features visible to you in the app.
• We do not transfer Google user data to third parties except as necessary to provide or improve the Service, for security purposes, or to comply with applicable law.
• We do not use Google user data for serving advertisements.
• We do not allow humans to read your Google user data unless: (a) you give explicit consent for specific data; (b) it is necessary for security purposes; (c) it is required to comply with applicable law; or (d) the data is aggregated and anonymized for internal operations.

You can review and revoke ClearMate's access at any time at myaccount.google.com/permissions.

6. Microsoft account data

When you connect a Microsoft Outlook mailbox, ClearMate uses Microsoft Graph with read-only mail scopes to fetch messages and attachments on your behalf, in the same way described above. Our use complies with Microsoft's applicable API and platform policies. You can revoke access at account.live.com/consent/Manage or via your organization's Microsoft 365 admin.

7. Automated processing & AI

ClearMate uses automated systems, including machine-learning and AI models, to classify messages and extract shipment details (for example, pulling a container number from an email). This is done to provide the features you see in the app. We do not use your mailbox content to train generalized AI/ML models that serve other users, and any AI providers we use are bound by contract to process data only on our instructions.

8. Sharing & subprocessors

We do not sell your data. We share it only in these limited cases:

• Within your workspace. If you invite teammates, shipment data and connected-mailbox content within that workspace may be visible to other members.
• Service providers (subprocessors). Trusted infrastructure and processing providers (e.g. cloud hosting, database storage, AI/classification) process data strictly on our behalf under confidentiality and data-protection obligations.
• Legal & safety. We may disclose data if required by law or to protect the rights, property, or safety of ClearMate, our users, or the public.
• Business transfers. In a merger, acquisition, or asset sale, data may be transferred subject to this Policy.

9. Data retention

• Mailbox content is kept only within the rolling recent-message window plus messages linked to a shipment; other messages are trimmed automatically.
• Derived shipment data is retained while your account is active.
• OAuth tokens are retained until you disconnect the mailbox or delete your account, after which they are deleted and access stops.
• Account & log data is retained as long as needed to provide the Service and meet legal obligations.

10. Security

We protect your data with industry-standard measures: encryption in transit (TLS), least-privilege access to our systems, scoped read-only mailbox permissions, and access controls around stored credentials. No system is perfectly secure, but we work continuously to safeguard your information.

11. Your rights & choices

Depending on where you live, you may have the right to access, correct, export, restrict, or delete your personal data. You can:

• Revoke ClearMate's mailbox access from your Google or Microsoft account;
• Disconnect a mailbox or delete your account from within ClearMate; and
• Contact us at privacy@coopercompass.com to exercise any of your rights.

12. Deleting your data

You can request deletion in two ways: (1) in-app, by disconnecting your mailbox and/or deleting your account, which removes your stored OAuth tokens and account data; or (2) by email to privacy@coopercompass.com from your account email. Upon deletion we remove your account data, stored mailbox content, derived shipment data, and OAuth tokens, except where we must retain limited records to comply with law.

13. International data transfers

We may process and store data in countries other than your own. Where we transfer personal data across borders, we use appropriate safeguards consistent with applicable data-protection law.

14. Children

ClearMate is a business tool and is not directed to children. We do not knowingly collect personal data from anyone under 16.

15. Changes to this Policy

We may update this Privacy Policy from time to time. When we make material changes, we will update the "Last updated" date above and, where appropriate, notify you. Continued use after changes take effect constitutes acceptance.