Privacy Policy

We collect only what the product needs to do its job:

• Account informationThe email address, name, and password (hashed, never stored in plain text) you use to sign in, plus your role within the practice.
• Practice & location detailsYour practice name, location names, timezone, sterilizer names, and staff names you add for attribution. Staff members who log loads on a shared device do not create accounts — we store only the name you enter so a record can be attributed.
• Compliance records you enterThe sterilization data your practice creates in ClaveLog: autoclave loads, chemical-indicator results, spore (biological) test results and lab names, waterline tests, training logs, and any corrective actions. These are the records the product exists to keep.
• Billing informationIf you subscribe, your plan, billing interval, and subscription status. Card details are entered directly with our payment processor (Stripe) — ClaveLog never sees or stores full card numbers.
• Free-tool lead emails (optional)If you use a free tool (such as the log-sheet generator) and choose to enter your email to receive a copy or updates, we store that email so we can send it. This is optional and you can unsubscribe at any time.
• Basic technical logsStandard server and security logs (IP address, browser type, timestamps) generated by our hosting and used to keep the service running securely and to diagnose problems.

• No patient data. No names, charts, appointments, treatments, diagnoses, or any protected health information (PHI) — ever.
• No advertising or cross-site tracking cookies, and no data brokers. We do not sell or rent your information to anyone.
• No full payment card numbers. Those live only with Stripe.

• Provide the service: store, display, and export your compliance records.
• Authenticate you and keep your practice's data isolated from other practices.
• Send transactional email — spore-test reminders, failure alerts, receipts, and account notices.
• Process subscription payments and manage your plan.
• Maintain security, prevent abuse, and comply with our legal obligations.

We do not use your compliance records to train models, build profiles, or for advertising of any kind.

We rely on a small number of established processors to run ClaveLog. Each receives only the data needed for its function, and each is bound by its own data-protection terms:

Data is primarily stored in the United States. As a Canadian company serving practices across North America, we transfer and process data in the regions where these providers operate.

Compliance records are yours, and inspections can look back years — so we keep your records available for as long as your practice keeps them and your account is active, subject to any retention setting you configure for your location.

Compliance records are append-only. When a record is corrected or voided, we preserve the original along with the reason and the person who made the change — that tamper-evident audit trail is what makes the records defensible in an inspection, so we do not silently erase entries. If you close your account, we retain records only as needed to meet legal, billing, and audit obligations, then delete them.

• ExportYou can export your practice's full compliance history as an inspector-ready PDF at any time from inside the app. Your data is never held hostage.
• Access & correctionYou can view and update your account and practice information from your settings. For a copy of the personal data we hold about you, email us.
• DeletionRequest deletion of your account and personal data by emailing support@clavelog.com. We will delete it, except where we are required to retain certain records for legal or billing reasons.
• Marketing opt-outEvery non-essential email includes an unsubscribe link. You cannot opt out of essential account and billing notices while your account is active.

Depending on where you live (for example, under Canadian PIPEDA or U.S. state privacy laws), you may have additional rights. We honor valid requests regardless of your location.

ClaveLog uses cookies for one thing: keeping you signed in. We use a session-authentication cookie and, on shared logging devices, a trusted-device token so staff can log a load without a password. We do not use advertising, analytics-profiling, or third-party tracking cookies.

Data is encrypted in transit (TLS) and at rest, each practice's data is isolated by row-level security, and access is least-privilege. Read the details on our security page. No system is perfectly secure, but keeping PHI out of the product removes the highest-stakes category of data from the equation entirely.

ClaveLog is a business tool for dental and medical practices. It is not directed at anyone under 18, and we do not knowingly collect personal information from children.

If we make a material change, we will update the date at the top and, when appropriate, notify you by email or in the app. Continued use of ClaveLog after a change means you accept the updated policy.

ClaveLog is operated by Solvesoft Corp, Milton, Ontario, Canada. For any privacy question or request, email support@clavelog.com and a real person will respond.