Who is responsible
Clerk is operated by [registered company name, address and company number]. For anything in this policy, including a request to see or delete your data, write to hello@erpclerk.com.
For the personal data inside your own Odoo — your customers, your suppliers, your staff — you are the controller and we are a processor. We touch that data only to carry out instructions you give, through the interface or through a client you have connected. For your own account details, we are the controller.
What we store
| What | Why | Kept for |
|---|---|---|
| Your name and email address | To have an account and to send you things about it | Until you delete the account |
| A password, hashed | To let you back in | Until you delete the account |
| Your Odoo address, database name, user and API key — encrypted at rest | To connect to your ERP when you ask it something | Until you disconnect that database |
| Your conversations, and the figures in the answers | So a conversation is still there tomorrow | Until you delete the conversation |
| An activity log of every read and write | So you can see what was done and undo your trust in it | 30 days, then deleted automatically |
| Files you upload, and files Clerk produces | To read them, and to let you download them again | 7 days, then deleted automatically |
| Items read out of your Odoo mail, and signals raised | The inbox and signals screens | Until you delete the database |
| An email address that asked for access and never confirmed | To send the confirmation link | 5½ hours, then the whole account is deleted |
We do not copy your ERP wholesale. Clerk queries it when a question needs answering, and what persists is the answer, the conversation it was part of, and the log entry saying it happened.
Where it is
Our servers and database are in Lauterbourg, France, run by Contabo GmbH. Nothing is stored outside the European Union.
Answering a question is not storage, and it does leave the EU. To answer, Clerk sends the relevant part of what it read — which can include names, addresses and figures from your records — to a language model run by a third party. For that step your data is processed outside the EEA, including in the People's Republic of China. There is no European adequacy decision for China, so this transfer relies on contractual safeguards, and you should decide whether it is acceptable for your business before connecting a production database.
Who else sees it
| Who | What they receive | Where |
|---|---|---|
| Contabo GmbH | Everything stored, as our hosting provider | France (EU) |
| DeepSeek | Your questions and the records read to answer them, as the language model behind the assistant | Outside the EEA, including China |
| Google (Gemini) | PDFs, photographs and scans you send, or that Clerk fetches for you, so they can be read | United States |
| Resend | Your email address and the text of account mail — sign-in links, resets, the morning brief | United States |
Business mail — anything Clerk sends on your behalf to a customer or a supplier — goes through your own Odoo, from your domain, and is filed in your own mail history. It does not pass through us.
If you connect another assistant over MCP, what you ask it and what it reads also goes to whoever runs that assistant, under your agreement with them rather than this one. You can revoke that connection at any time in Settings.
We do not sell data, we do not share it for advertising, and there is no analytics or tracking of any kind on this site. We cannot promise that a model provider does not retain or learn from what is sent to it; where their terms do not say, we have not assumed the answer that flatters us.
Cookies
One cookie, sonde_session, which says you are signed in. It is set when you sign in and removed when you sign out. There are no analytics cookies, no advertising cookies, and no third-party requests from your browser at all — the fonts are served from this domain for exactly that reason.
Why we are allowed to hold it
- To do what you asked. Running your account and answering your questions is performance of a contract with you.
- To keep it safe. Rate limits, the activity log and expiring links are our legitimate interest in a service that is not trivially abused.
- Because you told us to. Anything Clerk writes to your ERP happens on your instruction, and where confirmation is required, only after you confirm.
What you can ask for
You can ask us for a copy of what we hold about you, to correct it, to delete it, to restrict what we do with it, or to object. Write to hello@erpclerk.com and we will answer within 30 days.
Deleting your account deletes the connections, conversations, files and logs that belong to it. It does not touch anything in your own Odoo — including records Clerk created there, which are yours and stay where they are.
If you think we have handled your data badly, you can complain to a data protection authority in the country you live in.
Changes
If this policy changes in a way that affects you, we will say so by email before it takes effect rather than quietly changing the date at the bottom.