ClearMyTracks Privacy Policy
Last modified: October 13, 2026
ClearMyTracks is a product of Moon Village LLC, a Wyoming limited liability company ("Moon Village," "we," "us"). This policy explains what personal information we collect when you visit clearmytracks.com (the "Site") or use the ClearMyTracks application (the "Service"), how we use it, and the choices you have.
1. Two roles we play
When we decide how data is used. We are responsible for the information we collect about you when you visit the Site, sign up for the beta, create an account, buy a plan, or contact us.
When we handle data for our customers. Customers use the Service to track songs, placements, quotes, rights holders and their contacts, and correspondence about clearance. That information is "Customer Data." The customer decides what goes in and why. We process it only to provide the Service to that customer.
If you are a rights holder or other contact whose details a ClearMyTracks customer has stored, that customer is responsible for your information. Please contact them directly. If you contact us, we will pass your request to the customer.
2. Who this Service is for
The Service is for business use by people 18 and older. It is not directed at children, and we do not knowingly collect information from anyone under 18. If we learn that we have, we will delete it.
3. Information we collect
3.1 Information you give us
- Account information: your name, email address, sign-in credentials, workspace name, and your role in the workspace.
- Team information: the names and email addresses of people you invite to your workspace.
- Customer Data: whatever you and your team enter or import. This includes projects, placements, songs and their identifiers, splits, quotes, notes, and rights holder names, companies, email addresses, phone numbers and notes.
- Communications: messages you send us, and your support requests.
3.2 Billing information
Paddle.com is our reseller and merchant of record. When you buy a plan, Paddle collects your payment details and billing address under its own privacy policy. We receive your plan, billing status, transaction records, and limited payment details such as the card type and last four digits. We never receive or store your full card number.
3.3 Information collected automatically
- Service usage: the pages and features you use, the actions you take, and the time you take them. We keep an activity history inside your workspace so your team can see who did what.
- Device and log data: IP address, browser and device type, and error and diagnostic reports.
- Cookies: see section 7.
3.4 Gmail, if you connect it
You can connect a Gmail account so that you can send clearance emails from your own address and see replies in ClearMyTracks. The connection is optional. The rest of the Service works without it.
When you connect Gmail, Google asks you to grant ClearMyTracks permission to:
- see your email address, so we can show which account is connected;
- send email on your behalf, so we can send the messages you write and choose to send; and
- read your email messages and settings. Google's permission covers your whole mailbox. We use it only to read the conversations you started from ClearMyTracks and the replies to them.
We do not read, index, or store any other email in your mailbox. For conversations started in ClearMyTracks, we store the subject, the message body, the recipient, and when each message was sent and received. We use this only to show you the conversation, update the clearance status, and, if you use them, power the AI features described in section 6.
We store an access key for your Gmail connection in encrypted form. You can disconnect Gmail at any time in Settings. You can also revoke our access from your Google Account's security settings.
3.5 Email open tracking
When you send an email through ClearMyTracks, we add a small invisible image to it. When the recipient's email program loads that image, we record that the message was opened and when. We use this to show you whether a message has been opened. We do not use it to record the recipient's IP address or location.
3.6 Song search and previews
When you search for a song, we send your search terms to Apple's public iTunes Search API. The API returns song details and a short preview you can play. Apple's own privacy policy applies to that request.
3.7 Beta signups
If you request early access on the Site, we collect your first name, last name, company (if you give it), business email address and role. We keep them with Brevo, our email provider, on a list used only for the ClearMyTracks beta.
We use these details only to contact you about the beta. We do not use them for other marketing, we do not give them to advertising platforms, and we do not sell them.
We rely on your consent, which you give by submitting the form. You can withdraw it at any time, as described in section 9.
4. How we use information
- To provide, maintain and secure the Service, and to support you.
- To send email on your behalf, but only when you tell us to, including messages you schedule for later.
- To process payments and manage your subscription, through Paddle.
- To send you service messages, such as receipts, trial and renewal notices, security alerts, and changes to our terms.
- To send you product news and offers. You can unsubscribe from these at any time.
- To contact you about the beta, if you signed up for it. See section 3.7.
- To understand how the Site and the Service are used, and to improve them.
- To market ClearMyTracks, measure our advertising, and show ads to people who have visited the Site. See section 4.1.
- To detect and prevent fraud, abuse, and security incidents.
- To comply with the law and to enforce our terms.
4.1 Advertising and ad measurement
We advertise ClearMyTracks, including through Google Ads. Advertising and analytics tags on the Site let us measure which ads bring visitors, and let advertising platforms show our ads to people who have visited the Site.
What this covers: online identifiers and Site activity, such as cookie and device identifiers, the pages you viewed, and where you came from.
What it never covers: your Customer Data, your Gmail data, your workspace, or anything you or your team entered in the Service. We do not give those to advertising platforms for any purpose, and we do not use them to target ads.
Some state privacy laws treat this kind of advertising as "targeted advertising," or as a "sale" or "sharing" of personal information. You can opt out at any time by using the Your Privacy Choices link in the Site footer, or by sending a Global Privacy Control signal from your browser, which we honor for that browser. Opting out does not change your use of the Service.
We never use Customer Data or Gmail data for advertising, and we do not sell either.
5. How we share information
We share information only as described here.
- Service providers who help us run the Service, under contracts that limit their use of the data:
- Lovable (Lovable Labs Sweden AB): application hosting, database, sign-in, the Gmail connection, AI features, error reporting, and usage analytics for the app;
- Paddle: payments, tax, and billing;
- Brevo (Sendinblue SAS, France): storing beta signups and sending email about the beta;
- Google: Google sign-in, and the Gmail connection;
- Apple: song search and previews;
- GitHub: hosting for the Site;
- Google Analytics: analytics for the Site;
- Google Ads and other advertising platforms: ad measurement and audiences for the Site, as described in section 4.1.
- Your workspace. Workspace members can see the Customer Data in their workspace. Admins additionally manage members, roles and billing.
- The people you email. When you send a message, it goes to the recipient you choose, from your own Gmail account.
- Legal and safety. We disclose information when the law requires it, or to protect the rights, property or safety of our users, the public, or Moon Village.
- Business transfers. If Moon Village or ClearMyTracks is sold, merged or reorganized, information may transfer to the new owner under this policy. For Gmail data, we will ask for your permission first.
6. AI features
ClearMyTracks uses AI to help you draft clearance emails.
- What we send to the AI model: only the information the task needs.
- Who processes it: the request goes through our hosting platform to a third-party AI model provider under contract to us.
- Nothing sends on its own. AI drafts are suggestions. You review a draft and decide whether to send it, schedule it, or use it in the follow-ups you schedule.
- No training. We do not use Customer Data or Gmail data to train, develop or improve generalized AI or machine-learning models, and we do not allow our providers to do so.
7. Cookies and similar technologies
- Required cookies keep you signed in and keep the Service secure. The Service does not work without them.
- Analytics cookies on the Site tell us how visitors find and use the Site. They are set by Google Analytics. You can opt out of Google Analytics with Google's opt-out browser add-on.
- Usage analytics in the Service measure how features are used. They are collected by Lovable, our hosting provider.
- Advertising cookies on the Site measure our ads and let advertising platforms show our ads to people who visited the Site. See section 4.1.
- You can block or delete cookies in your browser settings. If you block required cookies, you will not be able to sign in.
- We honor the Global Privacy Control signal as an opt-out of advertising-related sharing for the browser that sends it.
8. How long we keep information
- Account and Customer Data: for as long as your workspace is active. If your plan ends, your workspace becomes read-only. We may later remove it and delete its Customer Data. If we do, we will email the workspace's admins at least 90 days beforehand. You can ask us to delete it sooner.
- Gmail connection: we delete the access key when you disconnect. Stored conversations stay with your workspace's other Customer Data.
- Beta signups: until you ask us to delete them.
- Billing records: as long as tax and accounting law requires.
- Logs and backups: for a limited period, and then deleted in the normal course.
9. Your choices and rights
Wherever you live, you can ask us to:
- tell you what personal information we hold about you, and give you a copy of it;
- correct it;
- delete it;
- opt out of targeted advertising, and of any sale or sharing of personal information, as described in section 4.1; or
- stop sending you marketing email.
Email privacy@clearmytracks.com from the address on your account, or the address you used to sign up for the beta. We may need to confirm your identity first. We will respond within 45 days. If your request concerns Customer Data held by one of our customers, we will refer you to that customer.
Beta emails. Every email we send about the beta includes an unsubscribe link. To have your signup details deleted, email privacy@clearmytracks.com from the address you signed up with.
Deleting your account removes your access to the Service. If you are the only admin of a workspace, you may need to transfer ownership or close the workspace first.
10. Security
We protect information with encryption in transit and at rest, access controls, and separation of each customer's data at the database layer. A limited number of our personnel can access account and workspace records through controlled interfaces, to provide support, manage billing, and prevent fraud and abuse. No system is perfectly secure. If a breach affects your personal information, we will notify you as the law requires.
11. Where information is stored
We are based in the United States. Your information is stored and processed in the United States, and our service providers may process it in other countries. If you use the Service from outside the United States, your information will be transferred to, and processed in, the United States and those other countries.
12. Google API Services disclosure
ClearMyTracks' use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
In particular:
- We use Gmail data only to provide the email features you can see in ClearMyTracks.
- We do not transfer Gmail data to anyone, except as needed to provide those features, for security, to comply with the law, or as part of a merger or sale with your consent.
- We do not use Gmail data for advertising, and we do not sell it.
- No person at Moon Village reads your Gmail data, unless you ask us to, it is needed for security, or the law requires it.
- We do not use Gmail data to develop, improve, or train generalized AI or machine-learning models.
13. Changes to this policy
We will post any changes on this page and update the date above. If a change is material, we will notify you by email or in the Service at least 14 days before it takes effect. If we change how we use Gmail data, we will ask for your consent first.
14. Contact us
Moon Village LLC
30 N Gould St STE R
Sheridan, WY 82801