Privacy notice

Effective 2026-10-27. Version 2026-10-27.

This notice covers ClientGen Reach: the ClientGen connector for Claude and ChatGPT, the ClientGen web desk (including the reviewer portal and the Reach workspace), sign-in, and the hosted personal pages advisors publish through the service. It is operated by ClientGen LLC, a Florida limited liability company, 12724 Gran Bay Pkwy, Bldg 1, Ste 150, Jacksonville, FL 32258. Effective 2026-10-27, version 2026-10-27. The clientgen.ai marketing website has its own notice.

Who we are and how to reach us

ClientGen LLC runs the service. Support and privacy requests: info@clientgen.ai. Security reports: pete.galloway@clientgen.ai. Postal address: 12724 Gran Bay Pkwy, Bldg 1, Ste 150, Jacksonville, FL 32258.

Your firm decides who gets a seat, what goes on its mailing list, and what it sends. For the marketing content and the people on your list, your firm is the controller and ClientGen processes that information on the firm's behalf. For your account, billing and the security of the service, ClientGen decides how the information is used.

What we collect when you sign in

Your work email address, your name, your firm and your role (advisor, firm admin or reviewer). We email you a six-digit sign-in code; the code expires after ten minutes. Web desk and reviewer sessions use a necessary cookie and end after twelve hours or when you sign out. To stop abuse we keep short-lived counters keyed by network address and email address; they expire after about an hour.

When you connect the service to Claude or ChatGPT, your assistant holds an access token for your seat. Use your assistant's connection settings to disconnect it. A firm admin can deactivate your seat; the service checks current seat status when authorizing access. Disconnecting a connector does not delete saved records.

What we collect through the connector tools

The connector receives only what your assistant sends to a tool: your instruction, the message text you wrote, the recipients and template you chose, and the fields the tool asks for. It has no independent access to your full conversation, assistant memory, files or other connectors. Your assistant may include excerpts from those sources in tool arguments, and those excerpts reach ClientGen. Only send information needed for the task.

From those tool calls we store:

• Your mailing list: the people you add or update, with name, postal address, email, phone, tags, notes, where the list came from and your statement that you have permission to contact them; activity notes you ask us to record; and do-not-contact marks.
• Drafts and orders: the template, the recipients, your message, the rendered proof, the exact price, the automated pre-check results, and the status of every piece (postcard, handwritten note, hosted page, seminar kit or gift). For a gift, the recipient's name and street address, the gift chosen and the card message you wrote are stored with the order.
• Brand brief drafts: text and images taken from your firm's public website at your request, with the source addresses, and the brief your firm admin confirms.
• Compliance review tickets: the exact text submitted, the reviewer's decision and notes.
• An audit log of every tool call: the tool name, the time, how long it took, whether it succeeded, and a one-way hash of the arguments. The log does not hold the arguments themselves.
• When you confirm a piece: a write-once archive record with the rendered piece, the recipient snapshot, the price, the review decision and a content hash, plus an event trail. This is the books-and-records trail your firm may need.

When a draft is created we also run an automated pre-check of the copy. Part of that check sends the rendered marketing text (not your recipient list) to an AI model API operated by Anthropic under ClientGen's own account, separate from your Claude or ChatGPT subscription, when that check is enabled. The result is a list of flags for you and your reviewer; it is not a compliance review.

What we collect on the web desk

Firm settings: sender return address, registration details, disclosures, the reviewer email, the review-required setting, the approval mode, the gift cap and the archive address your firm wants records journaled to. Seats and roles. Brand kit files: your logo, your headshot and colors and fonts. When enabled and available, uploaded photos and artwork can be checked with an automated image check (Cloudflare Workers AI) that looks for people and cropping problems; the image bytes are sent to that service when the check is available.

Billing: when a firm admin starts a seat subscription, Stripe handles the card. We store billing references and subscription status; ClientGen never sees or stores card numbers. When printing and mailing are on for your firm, the pieces and gifts you confirm are charged to the card on file through Stripe when you press the confirmation button; ClientGen stores the charge reference and amount, never the card number.

Compliance exports: a firm admin can download a package of archive records as a ZIP or CSV. Each download is logged.

Business-card scan

When your firm has the business-card scan switched on and you choose to scan a card, the photo is sent to Cloudflare Workers AI to read the printed text. ClientGen does not store the photo. The extracted text is held for up to one hour while you review it, and only the fields you confirm are saved to your contact list. The card belongs to the person who gave it to you; scanning it records no permission to mail anyone.

Hosted personal pages: notice to visitors

An advisor can publish a personal page for booking a call, RSVPing to an event or sending a reply. If you visit one of these pages and submit the form, ClientGen stores what you typed: your name, your answer (attending and party size, preferred times, or your message), any email or phone you choose to give, and any note. The response record stores a keyed hash of your network address for abuse prevention and a hash of your personal link for mailing attribution. Hosting and access logs may also process network metadata. The advisor is emailed your response and can read it in the service. The page loads its typeface from Google Fonts, so your browser sends a request to Google when the page opens. The pages carry no analytics or advertising trackers.

To correct or remove a response you submitted, contact the advisor named on the page or email info@clientgen.ai.

Why we use it

To run your account and seats; to draft, proof and price the pieces you ask for; to run the automated pre-check and your firm's review queue; to fulfill the pieces you confirm through the print and handwriting vendors and our gift partner; to bill seats and pieces; to keep the write-once record your firm may need under its books-and-records obligations; to keep the service secure; to answer support and privacy requests; and to meet legal obligations.

ClientGen does not train its own AI models on your information. Processing by your assistant provider follows your account and plan. The automated pre-check and image check run on those providers' business API services under ClientGen's own account, not through any consumer product. We do not build marketing profiles of you or the people on your list, and we do not send marketing to your list on our own initiative.

Who processes it (subprocessors)

ClientGen uses the following service providers. The full list with what each one receives is at /legal/subprocessors and is kept current there.

• Cloudflare: hosting (Workers), the database (D1), session and sign-in storage (KV), file and backup storage (R2), the automated image check and business-card text extraction (Workers AI), short-lived review data (KV), and rate limiting.
• Resend: sends our email (sign-in codes, order confirmation links, review notifications, hosted page responses, and archive records to your firm's archive address).
• Stripe: seat subscription checkout, invoices, the customer billing portal, and charges for confirmed pieces and gifts when printing and mailing are on.
• Lob: prints and mails confirmed postcards. Receives the rendered piece, recipient names and postal addresses, and your firm's return address.
• Handwrytten: writes and mails confirmed handwritten notes. Receives the note text, recipient names and postal addresses, and your firm's return address.
• Our gift partner (a US gift fulfillment company): packs and ships confirmed gifts. Receives the recipient's name and street address, the gift chosen and the card message, and uses them only to fulfill that gift.
• Anthropic: the AI model API behind the automated second review of rendered copy, when that check is enabled.
• Google Fonts: serves typefaces to hosted personal pages; visitors' browsers connect to Google directly.

Two more recipients act on your instruction rather than ours: your own assistant provider (Anthropic for Claude, OpenAI for ChatGPT), which receives whatever the tools return to your conversation under your own account and plan, and your firm's archive address, to which ClientGen attempts delivery of confirmed records once your firm verifies it. Delivery failures are recorded for retry; your firm must monitor receipt.

We do not sell personal information and we do not share it for targeted advertising. We disclose information when the law requires it, to enforce our terms, or to protect the service and its users, and we will tell your firm when we are allowed to.

How long we keep it

The schedule at /legal/retention sets out how long each kind of record is kept and what is kept after an account closes. Expiry of a sign-in code or session is not deletion of account records. Removing a recipient from the active list currently marks the record as removed; it does not erase its fields or copies in orders. Most business records do not yet have automatic deletion.

Database triggers protect archive records and archive events, and the Reach workflow history, from ordinary update or deletion. Orders, review tickets and the tool audit log are not all protected in the same way. Retention periods differ by record category and by your firm's own obligations.

Your choices and rights

You can request access, correction, deletion or account closure through info@clientgen.ai. Identify your firm and request type without emailing recipient lists, identity documents or financial account information. Where enabled, the web desk also records requests for review. Signing in establishes the requesting account; support must separately verify authority over the records requested. We aim to respond within thirty days, subject to applicable deadlines. Depending on your location, rights may also include portability, restriction, objection, appeal and complaint to a regulator.

Deletion and closure are not automatic. Support must assess the requested records, applicable retention duties and legal holds, and explain what can be removed and what must be kept. Recipient removal is currently a soft removal. Suppression hashes remain protected personal information; they support honoring do-not-contact requests. Copies at processors, in backups, in your assistant and in your firm archive require separate handling. ClientGen cannot erase a third party's independent copy through a local account action.

The account-details download covers your account only. A firm archive export covers its stated record scope; neither is a complete portability export. A complete request requires review of the applicable data sources.

Security

Controls include rate-limited emailed sign-in codes, server-side checks of account status and firm access, private proof links, database restrictions on changing archive records, and secrets stored outside the source code. No service can promise perfect security. If you find a security problem, email pete.galloway@clientgen.ai. When we become aware of a security incident affecting your information we will notify your firm's designated contact without undue delay and within any shorter period the law or your firm's agreement requires, with what happened, what was affected and what we are doing.

Children

The service is for financial professionals and their firms. It is not directed at anyone under 18, and hosted personal pages are not meant for children. We do not knowingly collect information from children; if you believe we have, email info@clientgen.ai so we can investigate and address the request under applicable requirements.

Changes to this notice

When we change this notice we post the new version here with a new version number and effective date. For a material change we email firm admins before it takes effect. We will seek consent separately where required; a privacy notice is not a substitute for consent.

Contact

Support and privacy requests: info@clientgen.ai
Security contact: pete.galloway@clientgen.ai

Account controls: Privacy and account in the Reach console.