This policy explains how the operator of the Retainer service at useretainer.com and app.useretainer.com (“Retainer,” “we,” “us”) handles information. It covers the marketing site, the product app, and the free browser tools. It does not cover other websites we link to.
We will name a registered legal entity here when one exists. Until then, you can reach us at contact@useretainer.com.
The Terms of Service govern use of the product. This page is about information.
1. Who is responsible
For your account, waitlist signup, and marketing-site analytics, we decide why and how that information is used.
For the practice data you put in Retainer — clients, contacts, calendar matches, notes, invoices, and the rest of your book — you decide why it is there. We process it only to run the product for you. You are responsible for having a lawful reason to store other people’s details in your account.
2. Information we collect
Account and contact details
- Email address and password, if you sign up that way.
- Email address from Google, if you use “Continue with Google.”
- Messages you send us (for example to contact@useretainer.com).
Practice data you enter or import
Whatever you add to the product: accounts, contacts, opportunities, engagements, time entries, invoices, meeting notes, and similar records. That can include names, email addresses, phone numbers, fees, and notes about your clients.
Google Calendar (if you connect it)
Connecting Google is optional. When you do, we request read-only Calendar access and your Google email address. We read event titles, times, attendees, and related metadata so we can suggest clients, record touches, and prompt you after meetings. We do not create, edit, or delete calendar events.
We do not currently access Gmail. If we ever do, we will ask for a new Google consent first, and we will only use metadata we need to match conversations to contacts — not to run campaigns or read mail for any other purpose.
You can disconnect Google in settings. That stops new reads. Data already copied into your Retainer account stays there until you delete it or close the account.
Limited use of Google user data
Retainer’s use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including its Limited Use requirements. In plain terms:
- We use Google Calendar data only to provide the features you see in the app — suggesting clients, recording touches, and prompting you after meetings.
- We do not sell Google user data, and we do not transfer it to others except as needed to provide these features to you, with your consent, or where the law requires it.
- We do not use Google user data for advertising.
- We do not use Google user data to develop, improve, or train generalized AI or machine-learning models, and we do not send your calendar data to our AI provider.
- We do not let humans read your Google user data, except with your permission (for example, to fix a problem you report), where needed for security, or where the law requires it.
AI features
If you use meeting-note structuring or outreach drafts, we send the text needed for that request (your notes, or a short context line plus a contact name) to Anthropic so it can return a summary, action items, or a draft. We do not send the draft for you. Nothing goes to an AI provider unless you use one of those features.
Emails we send you
We use Resend to send login and account mail. If you keep the Monday digest on, we also email a weekly summary of your nudges and figures. You can turn the digest off in settings.
Waitlist
If you join the waitlist on the marketing site, we store the email address you submit so we can follow up.
Free tools on this site
The calculators and generators on useretainer.com run in your browser. What you type into them is not uploaded or stored by us. The pages themselves still load the marketing analytics described below.
AI assistant connector (MCP server)
Five of the free tools can also be used from an AI assistant such as Claude, ChatGPT, or Cursor through our public connector at useretainer.com/mcp/. No account or login is involved. When your assistant calls a tool, it sends us the inputs for that calculation, for example names and scores for a stakeholder map, or fees and hours for a profitability ranking. We use them to compute the answer and send it back. We do not store them.
For each call we keep only a usage count: which tool was called, how many items it was given, a short label for the calling app taken from its user-agent (for example “Claude-User”), and the time. We do not keep the names, numbers, or notes you sent.
The link an answer includes carries your inputs after the “#” in the address, which your browser does not send to us, plus ?ref=mcp so our analytics can count visits that came from an assistant.
Technical and marketing data
- On the app: a session cookie so you stay signed in, and a preference cookie for the sidebar layout. We also run Microsoft Clarity, which sets cookies and records how pages are used — clicks, scrolling, and anonymized session replays — so we can find and fix usability problems. It masks the text you type by default. The signup page loads the same Google Analytics tag as the marketing site so a new account can send a sign-up event. That event includes only the method (email or Google), never your name, email address, or password. The rest of the app is not measured in Google Analytics.
- On the marketing site: Google Analytics 4, the Meta Pixel, and Microsoft Clarity, which set cookies and collect device and usage data (pages viewed, approximate location, browser, referral). The waitlist and “Start free” buttons also fire lead events to those tools. “Start free” additionally sends a Google Analytics sign_up_click event with the button’s place on the page and the page path. That event does not include your name or email.
- Server logs needed to operate and debug the service (IP address, timestamps, error traces).
3. How we use it
- Create and secure your account.
- Provide the product: sync calendar metadata you authorize, store your practice data, run nudges, and send the digest if you want it.
- Structure notes and draft outreach when you ask.
- Reply when you contact us.
- Understand how the marketing site is used and measure signups.
- Keep the service reliable and prevent abuse.
We do not sell your personal information.
We do not use your practice data to train our own models, and we do not use it for advertising.
4. Who we share it with
We share information with the companies that help us run Retainer, only as needed for that job:
- Supabase — authentication and the database that holds your account and practice data.
- Vercel — hosting and delivery of the websites.
- Google — sign-in and Calendar, if you use those. On the marketing site, Google Analytics.
- Anthropic — meeting-note structuring and outreach drafts, when you use those features.
- Resend — transactional and digest email.
- Meta — the Pixel on the marketing site.
- Microsoft — Clarity product analytics and session replay, on the marketing site and in the app.
We may also disclose information if we have to (law, regulation, or a valid legal request), or if we transfer the service to another operator — in which case this policy would still apply until you are told otherwise.
We do not sell or rent your contact list.
5. Cookies
The app uses cookies that are needed to sign you in and remember a couple of display preferences, plus Microsoft Clarity cookies for measurement. The marketing site uses Google Analytics, Meta, and Microsoft Clarity cookies for measurement and ads. Your browser can block or delete cookies; blocking analytics cookies will not stop you using the app.
If you want us to stop using advertising cookies for your browser on useretainer.com, email contact@useretainer.com and we will treat that as an opt-out request.
6. How long we keep it
Account and practice data stay until you delete records in the product or ask us to close the account. Waitlist emails stay until you ask us to remove them, or we no longer need the list. Logs and backups are kept only as long as we need them to operate the service, then deleted or overwritten.
7. Your rights
You can access, correct, or delete most practice data yourself in the app. You can also email contact@useretainer.com to:
- Get a copy of the personal information we hold about you.
- Correct something that is wrong.
- Close your Retainer account and delete the data in it.
- Remove a waitlist email.
- Object to marketing analytics or advertising cookies.
We will need to confirm it is you. Closing an account deletes your Retainer data from the live database. Copies in backups age out on their normal cycle.
If you are in a place that gives you additional privacy rights, we will honor a valid request. There is no filed establishment in the EU or UK yet; email is still the right way to start.
8. Where it is processed
We use providers that process data in the United States and other countries. If you use Retainer from elsewhere, your information will cross borders to those providers.
9. Children
Retainer is for professional use. We do not knowingly collect information from anyone under 18. If you think we have, email us and we will delete it.
10. Changes
If we change this policy in a way that matters, we will update the date at the top of this page. For a material change we will also email the address on your account when we can.
11. Contact
Questions or requests: contact@useretainer.com.
See also the Terms of Service.