1. Data We Collect
InstantHub collects the following categories of data:
- Account data: your email and name, provided through Clerk OAuth at sign-up.
- Usage data: the form data you enter (client information, property details, transaction details), audio recordings made during voice dictation, and the PDFs generated by the Service.
- Billing data: your name and billing address, collected through Stripe at checkout. We do not store credit card numbers — Stripe does.
- Technical data: IP address, browser and device information, and basic usage analytics.
2. How We Use Your Data
- To provide the form-generation service you have signed up for;
- To process subscription payments and overage charges via Stripe;
- To authenticate your account via Clerk;
- To improve the Service — including voice transcription quality and form-fill accuracy;
- To send transactional emails, such as subscription confirmations and receipts.
3. Data Sharing
We share your data only with the following third-party service providers, and only to the extent necessary to operate the Service:
- Stripe — payment processing
- Clerk — authentication
- Anthropic — AI text processing for form-fill logic
- OpenAI — voice transcription via the Whisper API
- Cloudflare — hosting and content delivery
- Railway — application hosting
We do not sell user data. We do not share user data with advertisers. Voice recordings are processed via the OpenAI Whisper API and are not retained after transcription completes.
4. Data Retention
- Account data: retained while your account is active, plus twelve (12) months after cancellation, after which it is deleted.
- Generated PDFs and form data: retained while your account is active. Deleted on account cancellation, subject to the 12-month account-data retention window above.
- Billing records: retained for a minimum of six (6) years, as required by Canadian tax law.
5. Your Rights
- Access — you can request a copy of the personal data we hold about you.
- Deletion — you can request that we delete your account and associated data. Some billing records will be retained as required by law.
- Correction — you can update your account information directly in Settings within the app.
- Export — you can download every PDF you have generated through the app at any time while your account is active.
To exercise any of these rights, email [email protected].
6. Security
- All data is encrypted in transit using HTTPS.
- Authentication is handled by Clerk using industry-standard OAuth flows.
- Payment data is handled exclusively by Stripe, which is PCI-DSS compliant.
- Our infrastructure runs on Railway and Cloudflare, both SOC 2 compliant providers.
7. Cookies
We use the cookies required to authenticate your session (Clerk session cookies). We do not use advertising cookies or third-party tracking cookies.
8. Children's Privacy
InstantHub is not intended for users under the age of 18. We do not knowingly collect data from anyone under 18.
9. International Users
InstantHub stores user data in North American Cloudflare and Railway data centers. If you are located in the European Union or another region with data-protection laws (such as the GDPR), the rights described in Section 5 apply to you as well.
10. Changes to This Policy
We'll announce material changes by email or via an in-app notice.
11. Contact
For all privacy-related inquiries, email [email protected].