Clevertrek lets businesses publish forms and manage the requests they receive (Surveys and CRM & Support). These tools must not be used for spam, phishing or to collect data that people should never share in a form.
1. What is not allowed
- Contacting people who did not submit one of the business's forms or did not ask to be contacted.
- Continuing to contact someone who unsubscribed, or importing again someone who asked for their data to be deleted.
- Forms that ask for passwords, payment card numbers, bank account numbers (IBAN), identity document or social security numbers, or special categories of data (health, religion, sexual orientation, etc.). Tax IDs for invoicing (VAT, NIF, CIF, Tax ID) are allowed.
- Forms that impersonate another organisation or try to deceive people.
2. How we prevent it
- Every form is checked automatically when it is validated and shared. Questions asking for forbidden data are removed and the form goes back to Draft.
- Before a business has accepted our data processing agreement and completed its controller details, it cannot publish forms and no emails are sent to the people who fill them in.
- Limits on submissions and emails per form, per workspace and per connection.
- Every email we send about a form includes Unsubscribe, Delete my data and Mark as spam, plus the name and postal address of the business responsible. Every form includes Report this form.
- No mass mailing: our emails only confirm or answer a submission made by the person receiving them.
3. If you received spam or found a suspicious form
- From an email: use "Mark as spam" at the bottom. Your data is permanently deleted from that business's account at Clevertrek, and you will not be contacted again through Clevertrek by that business.
- From a form: use "Report this form" at the bottom of the form.
In both cases:
- we open a review of the business;
- your identity is never shown to the business; it only sees the number of reports;
- if you give us your email, we send you a copy of your report;
- we keep only the record described in section 6.
You can also write to privacy@clevertrek.com.
4. What happens to the reported business
We count reports ("Mark as spam" and "Report this form") against everything the business has sent through Clevertrek in the last 30 days (emails plus form submissions):
- Each report must come from a real email or submission. Every link works once; a report with no real email or submission behind it does not count. This protects businesses from malicious reports.
- Below 1,000 sends a month: fixed numbers, and only once the business has at least 50 sends in the period.
- From 1,000 sends a month: rates.
- Unsubscribes only count when many arrive together: 10 in 7 days.
| Step | Below 1,000 sends a month | From 1,000 sends a month | What happens |
|---|---|---|---|
| 1. Warning | 3 reports | 0.1 % reports | The business is warned in Surveys and CRM & Support that its account is being reported and may be suspended |
| 2. Pause | 5 reports, or 10 unsubscribes in 7 days after a warning | 0.2 % reports, or 10 unsubscribes in 7 days after a warning | Surveys and CRM & Support are paused: forms stop accepting submissions, no emails are sent, the business can still log in and see its data, and nothing is deleted from its account. Only Clevertrek staff can lift the pause, after the review |
| 3. Review | Starts with the pause | The business answers a short questionnaire (where its contacts come from, how they agreed to be contacted). Clevertrek decides within 5 business days: lift the pause or keep these tools suspended | |
| 4. Closure | A second pause within 12 months, or no answer to the review within 30 days | Surveys and CRM & Support are closed for that account under the Acceptable Use Policy |
Requests to delete data ("Delete my data") are a right of every person and never count against the business. Attempts to publish forms asking for forbidden data are handled by our automatic checks and may also open a review.
We may pause these tools immediately, without going through the steps above, in case of phishing, fraud or a risk to people's data.
5. Appeal
A business that disagrees with a pause or closure can appeal in writing from its Support area (or at privacy@clevertrek.com) within 30 days. The appeal is reviewed again in full, taking into account the new information provided by the business, and Clevertrek answers within 5 business days.
6. What we keep
- About the report: date, the business and form reported, the type of report and the reason, without the reporter's personal data.
- Suppression list: a salted one-way fingerprint (hash) of the reporter's email address, so the business cannot add that person again through Clevertrek. The email address itself is not kept.
7. Contact
Clevertrek, operated by Fernando Beneitez Vela-Hidalgo (sole proprietor, NIF 75794423Q), Avenida del Hotel, 1, 15º, 08860 Castelldefels, Barcelona, Spain · privacy@clevertrek.com.