Privacy Policy

ClerkBrain is a Windows app that reads the documents in the folders you choose, so you can find them, understand them and keep them tidy. Everything it does with your documents happens on your PC. This page explains exactly what that means.

The short version

• Your documents, their text, the questions you ask and the results never leave your PC.
• ClerkBrain has no account, no sign-in, no advertising, no analytics and no tracking.
• The one thing ClerkBrain ever downloads is its optional AI models, once, if you choose to. Nothing about you or your documents is sent when it does.

What ClerkBrain reads and stores on your PC

ClerkBrain only looks at the folders you choose (your Downloads folder by default; you can add or remove folders in Settings). For the files in them it keeps a private catalog on your PC, containing:

• the file's name, location, size and dates;
• the text of the document (read from the file, or recognised from a scan or photo by the built-in text recognition);
• what ClerkBrain worked out from it: type of document, supplier, date, total, invoice number;
• a numeric "fingerprint" of the text that makes search by meaning possible;
• a record of the changes you approved (moves, renames), so you can undo them.

The catalog and ClerkBrain's settings and log files are stored in ClerkBrain's own private app folder on your PC. The log files record file names and error messages, never the text of your documents. ClerkBrain does not read folders you have not chosen.

What is sent over the network

Nothing about you or your documents is ever sent anywhere. ClerkBrain contains no code that uploads files, text, file names, searches or questions.

The only network activity is the optional download of the AI models (a search model of about 90 MB and an answer model of about 2.7 GB). It starts only when you press Download AI models. The files come from Hugging Face (huggingface.co), a public model host. To serve the download, Hugging Face's servers necessarily see your IP address and the usual details of any web request (such as the time and the file requested); that is governed by Hugging Face's own privacy policy. ClerkBrain checks every downloaded file against a fixed fingerprint (SHA-256) and discards anything that does not match.

Once the models are downloaded, ClerkBrain works fully offline. Without them it still works: you get search by words and rules-based reading of documents, and you can use the app with no internet connection at all.

How the AI works

The AI models run entirely on your PC, on your processor. Your documents and questions are never sent to an AI service. Text inside a document is treated only as information to read; it cannot instruct ClerkBrain to do anything.

What ClerkBrain can change

ClerkBrain can move, rename or delete files only inside the folders you chose, and only when you approve a suggestion, unless you switch on automatic filing yourself (it is off by default). Deleted files go to the Windows Recycle Bin. Every change can be undone from the app.

Your choices and control

• Choose what is watched: add or remove folders in Settings.
• Run at sign-in: off by default; you turn it on in ClerkBrain's Settings or Windows Settings.
• Delete your data: uninstall ClerkBrain from Windows Settings. This removes the catalog, settings, logs and downloaded models that ClerkBrain stored. Files you kept, and files ClerkBrain moved or renamed at your request, stay where they are.

Children

ClerkBrain is a general-purpose tool and does not collect any personal information from anyone, including children.

Changes to this policy

If ClerkBrain ever changes how it handles data, this page will be updated and the date above changed before the change ships. Any feature that sent data off your PC would be off by default and clearly explained first.

Contact

Questions about this policy: nikos.katsamakis@gmail.com