Privacy Notice
Last updated: 14 August 2026
Who is responsible for your information
The Clarity System is operated by The Employee Playbook Ltd, which is the data controller for personal information processed to provide the service. Privacy and data requests can be sent to hello@theclaritysystem.co.uk.
What we collect
We may collect account and profile details, workplace situations you choose to enter, Reality Check results, Coach conversations, case timelines, evidence metadata and files you upload, meeting records, commitments and promise-tracker items, scripts, career context, product usage/security logs and support correspondence.
Information about other people
Your workplace record may refer to managers, colleagues or other people. Only include what is genuinely needed to understand your situation. Where possible, use roles or initials rather than unnecessary identifying details. Do not upload entire mailboxes, contact lists or unrelated documents.
Why we use it
We process information to create and secure your account; provide Reality Checks, Coach responses, Clarity Intelligence and Continuity features; save and retrieve your private workplace record; operate Evidence Vault, Meeting Mode, Promise Tracker, Pattern Engine and Career Intelligence; provide support; prevent abuse; maintain security; and understand non-content product usage so we can improve reliability.
Our lawful bases
For core account and service delivery, processing is generally necessary to provide the service you request. We may also rely on legitimate interests for proportionate security, fraud prevention and service improvement. Where information falls within a special category under UK data-protection law, we will only process it where an appropriate additional condition applies. We do not need you to provide special-category information to use Clarity, and you should avoid adding it unless it is relevant to the help you are asking for.
AI processing
Clarity uses AI-assisted analysis to provide Reality Checks, Coach responses and related product features. Only the information needed to generate the response is processed for that purpose. AI output can be incomplete or wrong, is not legal advice, and is not treated as an employment decision about you.
Evidence Vault and uploaded files
Evidence Vault is intended for documents or records that help you understand your own workplace situation. Files are stored in a private user-scoped area and are not made publicly accessible. You remain responsible for ensuring that you are entitled to keep and upload a document. Avoid unnecessary third-party or confidential information.
How long we keep information
Active account content is kept while your account remains open so that Continuity can function. If you delete a case, evidence item or other supported record, it is removed from the active service. When an account is closed following a verified request, account content is scheduled for deletion from active systems within 30 days, except where a limited record must be retained for security, fraud prevention, legal obligations or the establishment, exercise or defence of legal claims. Operational security logs are normally retained for up to 12 months. Backup copies may persist for a limited rolling period before automatic expiry.
International processing and service providers
Some technology providers may process information outside the UK. Where UK personal data is transferred internationally, The Employee Playbook Ltd will use an applicable lawful transfer mechanism and appropriate contractual safeguards where required. Current core providers include Supabase and Anthropic; this notice will be updated if material providers change.
Your choices and rights
Depending on the circumstances, you may have rights to access, correct, erase or restrict personal information, object to certain processing, and receive data in a portable format. You can also ask questions about how your information is used. Contact hello@theclaritysystem.co.uk. You also have the right to complain to the UK Information Commissioner's Office.
Security
We use account authentication, row-level database controls, private storage, least-privilege access patterns and service-side controls intended to prevent one user from accessing another user's content. No online service can guarantee absolute security; if you believe your account has been compromised, contact Support promptly and change your password.
Product analytics
We may measure product events such as sign-in, feature use, quota consumption and errors. Where possible, operational analytics are designed to avoid copying the substance of your workplace story into analytics logs.
Changes to this notice
We will update this notice when the service, providers, retention approach or legal requirements materially change. The date at the top shows the latest version.