Effective June 2026
This Privacy Policy describes how Klaravex LLC (“Klaravex“, “we“, “us“) collects, uses, and protects personal information when you visit klaravex.com or engage our services. We are committed to transparency about our data practices.
1. Who We Are
Klaravex LLC is a Wyoming limited liability company providing technology services to businesses and consumers. Our services include managed IT support, cybersecurity advisory, AI-powered first-line support (Klaravex AI), consumer IT help, and career services (resume, LinkedIn, and interview preparation).
Contact: hello@klaravex.com
Privacy inquiries: privacy@klaravex.com
2. Information We Collect
Contact & Account Information
We collect your name, email address, phone number, and company name when you submit a contact form, email us directly, create an account, or engage our services. This information is used to deliver the services you request and communicate with you.
Support Session Data
When you engage IT support services, we may collect issue descriptions, device and operating system information, error logs, and screen-sharing session metadata. Screen-sharing sessions are conducted in real-time; sessions are not recorded by default. If recording is required for a specific engagement, you will be notified and must consent before recording begins.
Klaravex AI Conversation Logs
When you interact with Klaravex AI, our AI-powered support assistant, the text of your conversations is retained for quality assurance, session continuity, and service improvement. Conversation logs are retained for 90 days. See Section 5 for full details on AI data handling.
Payment Information
All payment processing is handled by Stripe, Inc. Klaravex does not store, process, or have access to your credit card numbers or full payment details. Stripe’s collection and use of your payment information is governed by Stripe’s Privacy Policy.
Website Analytics
We collect basic analytics data including page views, referral sources, and device type to understand how our website is used and to improve it. Our analytics approach is privacy-respecting: we do not engage in cross-site tracking, and we do not use analytics data for advertising targeting.
Cookies
Klaravex uses session cookies necessary for website functionality (such as maintaining your logged-in state). We do not use third-party advertising cookies. You may disable cookies in your browser settings; doing so may affect certain site functionality.
3. How We Use Your Information
We use the personal information we collect to:
- Deliver contracted IT services and fulfilll service requests
- Operate, maintain, and improve the Klaravex AI AI support assistant
- Send session summaries, service updates, and relevant service communications
- Respond to inquiries and provide customer support
- Process payments and maintain billing records
- Comply with applicable legal obligations
- Detect and prevent fraud or misuse of our services
We do not sell your personal data. We do not use your data to train third-party AI models or share it with data brokers or advertisers.
4. Data Sharing
We share personal data only in the following circumstances:
Service Providers
We share data with third-party service providers who assist us in delivering our services. These providers are contractually restricted to processing data only for the purposes we specify:
- Stripe — payment processing
- Zoho Assist — remote desktop and screen-sharing sessions
- Hetzner Online GmbH — infrastructure hosting for Klaravex AI (EU-based data centers)
- Anthropic / OpenAI — LLM API providers for Klaravex AI; conversation content may be transmitted to these providers for response generation (see Section 5)
Legal Requirements
We may disclose personal information if required to do so by law, subpoena, court order, or government request, or when we believe disclosure is necessary to protect the rights, property, or safety of Klaravex, our clients, or the public.
Business Transfer
In the event of a merger, acquisition, or sale of all or substantially all of our assets, personal data may be transferred to the acquiring entity. We will provide notice via email or a prominent notice on our website prior to such a transfer.
We do not sell personal data to data brokers, advertisers, or any third party for their own use.
5. AI (Klaravex AI) Data Handling
Klaravex AI is powered by large language model (LLM) APIs. When you interact with Klaravex AI, the text of your conversation is transmitted to an LLM provider (currently Anthropic Claude) to generate responses. This transmission is necessary for Klaravex AI to function.
What this means for your data:
- Your conversation content is processed by Anthropic’s infrastructure to generate Klaravex AI’s responses
- Klaravex does not use your conversation data to fine-tune or train proprietary AI models
- LLM providers maintain their own data retention and privacy policies — we encourage you to review Anthropic’s Privacy Policy
- Klaravex retains Klaravex AI conversation logs for 90 days for quality assurance and session continuity purposes
Remote sessions via Zoho Assist: Screen-sharing sessions are conducted in real-time only. Session recordings are not retained by default. Technical session metadata (connection timestamps, issue category) is retained as part of the support record.
Business clients with elevated data sensitivity (including healthcare, legal, and financial services clients) may request dedicated deployment options that limit or eliminate LLM API transmission of client data. Contact us at hello@klaravex.com to discuss dedicated arrangements.
6. CCPA / CPRA — California Residents
If you are a California resident, you have the following rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA):
- Right to Know: You may request information about the categories and specific pieces of personal information we have collected about you, the purposes for collection, and the categories of third parties with whom we share it.
- Right to Delete: You may request deletion of personal information we have collected, subject to certain exceptions (e.g., information required for ongoing services or legal compliance).
- Right to Opt Out of Sale: We do not sell personal information. This right is confirmed as not applicable, but we include it here for completeness.
- Right to Non-Discrimination: We will not discriminate against you for exercising your privacy rights.
- Right to Correct: You may request correction of inaccurate personal information we hold.
To exercise any of these rights, email privacy@klaravex.com. We will respond within 45 days as required by law.
7. GDPR — EU/EEA Clients
For clients in the European Union or European Economic Area, Klaravex acts as a data processor under the GDPR where we process personal data on your behalf as part of delivering our services. You, as the client, are the data controller.
Legal Basis for Processing
Where Klaravex acts as a data controller in its own right (e.g., for prospective client communications), our legal bases include:
- Contract performance — processing necessary to deliver agreed services
- Legitimate interests — service improvement, security monitoring, fraud prevention
- Consent — for optional communications where we rely on your opt-in
International Data Transfers
Klaravex AI’s core infrastructure is hosted in EU data centers (Hetzner). LLM API calls for Klaravex AI processing may involve transfer of data to Anthropic’s US-based infrastructure. Such transfers are made under appropriate safeguards including Standard Contractual Clauses (SCCs).
Data Subject Rights
EU/EEA data subjects have rights to access, rectify, erase, restrict, and port their personal data, and to object to processing. To exercise these rights, contact privacy@klaravex.com. We will respond within 30 days.
Data Processing Agreement
A Data Processing Agreement (DPA) is available for B2B clients requiring GDPR-compliant contractual terms. Request a countersigned DPA PDF at dpa@klaravex.com, or review our standard DPA terms at klaravex.com/dpa/.
8. Data Retention
| Data Type | Retention Period |
|---|---|
| Support session logs | 12 months |
| Klaravex AI conversation logs | 90 days |
| Client billing records | 7 years (tax/legal compliance) |
| Contact & account information | Duration of relationship + 2 years |
| Website analytics | Aggregated — no individual retention limit |
9. Security
We implement technical and organizational security measures appropriate to the sensitivity of the data we hold. These include:
- Encryption at rest: AES-256 encryption for stored data
- Encryption in transit: TLS for all data transmission
- Access controls: Role-based access, least-privilege principles
- Infrastructure: Klaravex AI runs on a dedicated Hetzner VPS in the EU with no shared tenancy
- Regular reviews: Periodic security audits and vulnerability assessments
No security measure is perfect. In the event of a data breach affecting your personal information, we will notify you as required by applicable law.
10. Changes to This Policy
We may update this Privacy Policy from time to time. When we make material changes, we will update the effective date at the top of this page and notify active clients by email. We encourage you to review this policy periodically.
11. Contact
For privacy-related inquiries, data subject requests, or questions about this policy:
Email: privacy@klaravex.com
General: hello@klaravex.com
Entity: Klaravex LLC (Wyoming)