Version 2026-11-trial. Last updated: 7 November 2026
This policy explains how CLAPHMONT LTD (“Claphmont”, “we”) uses personal information about people who visit our website, contact us, or use the CIP Decision Intelligence Platform (“CIP”), including during a free trial. It covers people in the United Kingdom, in the European Union and in other countries.
CLAPHMONT LTD, a company registered in England and Wales with company number 16912791, registered office Flat 10 Thistle House, 4 Bicknell Way, London SW17 0FD.
Contact for privacy questions: info@claphmont.com.
Free trials are for sample or non-confidential documents only. Trial users must not upload real contracts or personal data. If that happens anyway, please tell us at info@claphmont.com.
| Who | Information | How we get it |
|---|---|---|
| Website visitors | Technical data such as IP address and browser type. Our website may use cookies needed for it to work. It does not use analytics or marketing cookies. | Automatically when you visit |
| People who contact us | Name, email, phone, company, job title, your message | From you |
| Customers’ business contacts | Name, job title, work email and phone | From you or your organisation |
| CIP users | Name, email address, Microsoft sign-in identifier, organisation, roles, and records of actions in CIP (for example uploads and approvals, with times) | From your organisation, from invitations, and from Microsoft Entra ID when you sign in |
| People starting a trial through Microsoft Marketplace | Your name, email address and Microsoft account and directory identifiers from your Microsoft sign-in, and a record of when you accepted the trial terms. A free trial started with Get it now has no Microsoft purchase, so Microsoft sends us no payment or subscription details. | From your Microsoft sign-in |
The lawful bases below apply under the UK GDPR and, for people in the European Union, under the EU GDPR.
| Purpose | Lawful basis |
|---|---|
| Providing CIP to our customers and their users, including trials, sign-in, permissions and support | Contract with our customer; our legitimate interest in providing the service to their users |
| Keeping CIP secure, including audit records and technical logs | Legitimate interest in security; legal obligation where it applies |
| Replying to enquiries and running trials and pilots | Legitimate interest; steps before entering a contract |
| Sending service emails (for example “your report is ready”, or a warning before old reviews are deleted) | Contract; legitimate interest |
| Improving CIP from feedback | Legitimate interest |
| Meeting legal and accounting duties | Legal obligation |
We do not sell personal information. We do not use uploaded documents to train AI models.
CIP does not make decisions on its own. A person reviews and approves each result before the report is issued.
CIP data, including documents and AI analysis, is stored and processed in the United Kingdom using Microsoft Azure.
If you are in the European Union, your information is transferred to the United Kingdom. The European Commission has decided that the United Kingdom protects personal data adequately (decision renewed on 19 December 2025), so no further transfer safeguards are needed while that decision is in force. If it ends, we will put other safeguards recognised by EU law in place.
If you are outside the United Kingdom and the European Union, your information is transferred to and held in the United Kingdom, where it is protected under UK data protection law and this policy. Your organisation is responsible for checking that its own law allows this. If your law requires further terms or safeguards for the transfer, contact us before using CIP.
Two services work differently. Microsoft Entra ID sign-in is a global Microsoft service, so sign-in details may be processed outside the UK. Service emails go through Microsoft 365: stored email data is held in the UK, but that commitment does not cover all processing.
If we change where data is processed, we will update this policy and tell customers in advance.
| Information | Kept for |
|---|---|
| Documents and results uploaded to CIP | Due for deletion 30 days after each analysis is completed. Unfinished jobs not updated for 30 days are also deleted. A late warning can delay deletion past day 30 |
| Remaining data when a trial is cancelled or ends | Deleted within 30 days |
| CIP user accounts | Until removed by the customer or the service ends, then deleted within 30 days |
| Audit records | 12 months |
| Technical logs | 30 days |
| Backups and earlier file versions | Expire within 7 days of deletion |
| Enquiries and business contact details | 2 years after our last contact, unless a contract continues |
| Accounting records | As required by law (normally 6 years) |
You have the right to ask for a copy of your information, to have it corrected or deleted, to restrict or object to its use, and to data portability, where these rights apply. Contact info@claphmont.com. We will reply within one month.
If you are unhappy with how we handle your information, you can complain to the Information Commissioner’s Office (ICO) at ico.org.uk. If you are in the European Union, you can also complain to the data protection authority in the country where you live or work. If you are in another country, the law where you live may give you other rights or a local authority to complain to; contact us and we will respond in line with that law where it applies. We would appreciate the chance to resolve it first.
We protect personal information with measures including encryption in transit and at rest, separate private areas for each customer, sign-in through Microsoft accounts with role-based permissions, encrypted storage of service keys, backups and monitoring.
The free trial is intended for sample or non-confidential documents only.
We will post any changes on this page with a new “last updated” date, and tell customers directly about significant changes.