SubmissionClarity
Expert rhetorical review for NIH grant applications.
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Privacy Policy

Version 2.0
Effective Date: September 1, 2026

SubmissionClarity (“SubmissionClarity,” “we,” “our,” or “us”) is committed to protecting the privacy and security of the information entrusted to us. This Privacy Policy explains how we collect, use, disclose, store, and protect information when you visit our website, create an account, upload documents, or otherwise use the SubmissionClarity service (the “Service”).

By using the Service, you acknowledge that you have read and understood this Privacy Policy.

1. Scope

This Privacy Policy applies to all users of SubmissionClarity, including visitors to our website, registered account holders, and subscribers to paid services.

This Privacy Policy applies only to information collected by SubmissionClarity and does not apply to third-party websites or services that may be linked from our website.

2. Information We Collect

Account Information

When you create an account, we may collect:

Information You Provide

When using the Service, you may provide:

Automatically Collected Information

When you access SubmissionClarity, we may automatically collect technical information including:

This information is used to operate, secure, troubleshoot, and improve the Service.

3. How We Use Your Information

We use collected information to:

We do not sell your personal information.

4. Grant Documents

SubmissionClarity is designed to respect the confidentiality of your grant materials. We process uploaded grant applications to generate and deliver the review you request and for the limited operational, security, and legal purposes described below.

SubmissionClarity does not intentionally store uploaded grant documents in its application database or a persistent document repository. During a review session, the uploaded PDF and its document content are held in server memory. Short-lived temporary files containing document content may also be created when necessary to generate requested downloadable materials and are deleted after that process is completed.

For signed-in paid reviews, SubmissionClarity creates an encrypted ZIP containing the generated review outputs and stores that ZIP for 72 hours so you can recover files after closing the browser or changing computers. The uploaded PDF is not included in this stored ZIP. Access is limited to the account that requested the review, and the encrypted ZIP is deleted after the 72-hour recovery period.

We transmit document content, together with our review instructions, to Anthropic for processing. If Anthropic cannot complete a request, extracted document text may be transmitted to OpenAI.

Under the commercial API terms and account settings applicable to SubmissionClarity, Anthropic and OpenAI do not use API inputs or outputs to train their models unless SubmissionClarity affirmatively opts in or deliberately submits the content as feedback. SubmissionClarity does not opt in to such use.

Under their standard API data-retention practices, Anthropic and OpenAI may retain API inputs and outputs for up to 30 days. They may retain certain content or related information longer when required by law, to investigate suspected violations of their usage policies, to prevent misuse or harm, or to protect their services or others. These provider-controlled retention practices are separate from SubmissionClarity’s application storage practices.

SubmissionClarity may temporarily retain generated output content when reasonably necessary for processing, delivery, troubleshooting, security, legal compliance, or protection of the Service. The 72-hour encrypted recovery copy, temporary processing, and provider retention described above do not constitute storage in a permanent SubmissionClarity document repository.

Although we use commercially reasonable administrative, technical, and organizational safeguards, no method of electronic transmission, processing, or storage can guarantee absolute security.

5. Artificial Intelligence Processing

SubmissionClarity uses one or more artificial intelligence systems to generate editorial and rhetorical analyses.

To provide the requested review, portions of uploaded documents may be securely transmitted to trusted third-party AI service providers acting on SubmissionClarity’s behalf.

These providers process information solely to generate the requested analysis in accordance with their applicable contractual obligations and security practices.

AI-generated analyses are returned to SubmissionClarity and presented to you as part of the Service.

6. Third-Party Service Providers

SubmissionClarity relies upon carefully selected third-party providers to operate portions of the Service.

These providers may include services responsible for:

Examples of providers may include OpenAI, Anthropic, Railway, Twilio, Mailtrap, Stripe, and similar infrastructure providers.

These providers receive only the information reasonably necessary to perform the services they provide.

7. Cookies and Similar Technologies

SubmissionClarity may use cookies and similar technologies to:

Most web browsers allow users to disable cookies; however, certain features of the Service may not function properly without them.

8. Communications

We may contact you regarding:

We may also send optional product announcements or newsletters if you choose to receive them.

You may unsubscribe from marketing communications at any time, although you will continue to receive essential account-related communications.

9. Information Sharing

SubmissionClarity does not sell, rent, or trade your personal information.

We may disclose information only:

10. Data Security

SubmissionClarity uses commercially reasonable administrative, technical, and organizational safeguards designed to protect information against unauthorized access, disclosure, alteration, or destruction.

Security measures may include:

Despite these safeguards, no method of electronic storage or transmission over the Internet is completely secure.

11. Data Retention

We retain personal information only for as long as reasonably necessary to:

Uploaded grant PDFs are retained only in memory for the active review session, except where temporary processing or longer retention is required for legal, security, or operational reasons. For signed-in paid reviews, encrypted ZIP files containing generated outputs are retained for 72 hours and then deleted.

12. Your Rights

Depending upon your jurisdiction, you may have the right to:

13. Children’s Privacy

SubmissionClarity is intended for use by adults engaged in research and grant preparation.

The Service is not directed toward children under the age of 18, and we do not knowingly collect personal information from children.

14. International Users

If you access SubmissionClarity from outside the United States, you understand that your information may be processed and stored in the United States or other jurisdictions where our service providers operate.

By using the Service, you consent to such transfers as permitted by applicable law.

15. Changes to This Privacy Policy

We may revise this Privacy Policy from time to time.

Material changes will be posted on the SubmissionClarity website together with an updated effective date.

Where required by law, we may request your acknowledgment of significant changes.

16. Your Consent

By creating an account or using SubmissionClarity, you acknowledge that you have read and understood this Privacy Policy and consent to the collection, use, disclosure, and processing of your information as described herein.

End of Privacy Policy