Privacy Policy

Last updated: June 25, 2026

This Privacy Policy explains how Maison Lotan LLC, doing business as clearbook ("clearbook," "we," "us"), collects, uses, and protects information in connection with the clearbook licensing compliance platform available at app.clearbook.co (the "Service").

clearbook helps creative agencies, photographers, and brands track image and talent licenses, monitor whether licensed material is used within agreed terms, and capture tamper-evident records for licensing compliance. We are the data controller for account information and act as a data processor for the content our customers choose to monitor.

1. Information we collect

Account information

Name, email address, and organization details you provide at signup
Role and party type within a license (brand, photographer, or agency)
Authentication data managed through our identity provider

License and project information

License terms, usage types, territories, fees, and expiration dates you enter
Names and contact details of parties to a license that you choose to add
Images you upload to a license gallery for monitoring

Billing information

Subscription plan and billing status
Payment details are processed by Stripe. clearbook does not store full card numbers.

Monitoring and evidence data

Screenshots and page content captured from public web pages, and from social and advertising surfaces you are authorized to monitor
Forensic metadata for captured material, including timestamps and cryptographic hashes, used to establish the integrity of evidence

2. Instagram and Meta data

clearbook accesses Instagram and Meta data only with the explicit authorization of the account owner, only for the account owner's own compliance monitoring, and only on a read basis. clearbook never posts, messages, or modifies any content, and never accesses an account the owner has not connected.

When a customer connects an Instagram professional account through Instagram Business Login, clearbook accesses the following through the official Meta APIs:

Account profile and media (permission: instagram_business_basic), used to read the connected account's posts so clearbook can detect whether licensed images appear and capture a record for the account owner.
Public advertising data from the Meta Ad Library, used to detect whether licensed images appear in advertising past their license window.

This access is:

Authorized. Granted by the account owner through Instagram Business Login and revocable at any time.
Owner-scoped. Visible only to the connecting organization, for its own licenses.
Read-only. clearbook does not publish, message, or change anything on the account.

Use of Instagram and Meta data complies with the Meta Platform Terms and Developer Policies. If you disconnect your account, clearbook stops accessing new data immediately and deletes stored Meta-derived data on the schedule described in Section 6.

3. How we use information

To provide the Service: tracking licenses, monitoring authorized surfaces, and producing compliance records
To capture and preserve tamper-evident evidence for the account owner's licensing matters
To process subscriptions and manage billing
To send transactional email such as invitations, alerts, and expiration notices
To secure the Service and prevent abuse

We do not sell personal information. We do not use monitored content for advertising or to train models.

4. How we share information

We share information only with service providers who process it on our behalf, under contract, for the purposes above:

ProviderPurposeSupabaseApplication hosting, database, authentication, file storageStripeSubscription billing and payment processingResendTransactional email deliveryScreenshotOneWeb page capture for evidenceMeta PlatformsAuthorized Instagram and Ad Library data access

We may disclose information if required by law, to protect our rights, or in connection with a business transfer. Within a license, parties you add can see the information appropriate to their role, as described in our Terms.

5. Legal bases and your rights

Depending on your location, you may have rights to access, correct, delete, or export your personal information, and to object to or restrict certain processing. To exercise these rights, contact us at [email protected].

For residents of the EEA and UK, we process personal data on the bases of contract performance, legitimate interests in operating a compliance service, and consent where required. For California residents, we do not sell or share personal information as defined under the CCPA.

6. Data retention and deletion

We retain account information for as long as your account is active. We retain license records and captured evidence for the duration of the relevant license plus 2 years, after which they are deleted, unless you request earlier deletion or a longer legal hold applies to a specific matter.

Request deletion. To delete your account or specific data, including Instagram and Meta-derived data, email [email protected] or disconnect the relevant account in your settings. We process verified deletion requests within 30 days. Disconnecting an Instagram account stops new data access immediately.

7. Security

We protect information with encryption in transit, access controls enforced at the database layer, and the principle of least privilege. Monitored content and evidence are isolated per organization. No method of transmission or storage is perfectly secure, and we cannot guarantee absolute security.

8. International transfers

We operate in the United States and may process information there. Where we transfer personal data from other regions, we rely on appropriate safeguards as required by applicable law.

9. Children

The Service is for business use and is not directed to children under 16. We do not knowingly collect information from children.

10. Changes

We may update this policy. Material changes will be posted here with a revised date. Continued use of the Service after changes take effect constitutes acceptance.

11. Contact

Maison Lotan LLC, doing business as clearbook
6 St Johns Ln, 7fl, New York, NY 10013
[email protected]