Security & Compliance Features

Clear Ideas uses multiple layers of encryption: AES-256 encryption for data at rest, TLS/SSL for all data in transit, and application-level encryption for extracted content. Encryption keys are managed in a secure key management service with periodic rotation. All content is encrypted before storage, making it unreadable to Clear Ideas staff or systems.

Application-level encryption means all extracted document content is encrypted at the application layer before storage. Clear Ideas can perform AI-powered vector search on encrypted data without ever decrypting the actual content. File titles remain unencrypted for full-text search efficiency, but all document contents stay encrypted and inaccessible even to platform administrators.

Clear Ideas provides six distinct user roles with specific capabilities: Owner (full control), Admin (manage settings and users), Editor (modify all content), Uploader (contribute new files), Downloader (view and save offline), and Viewer (read-only, no downloads). Permissions are site-scoped, meaning users have different roles on different sites. This granular control ensures the principle of least privilege.

Yes, this is a core security feature. Viewers have read-only access to documents in-app without download capabilities. Downloaders can view and save files offline. This distinction is critical for VDR scenarios where you want external parties to review documents but limit their ability to retain copies. In-app viewing keeps content within the secure environment.

Enable 2FA in Settings > Security. Use any authenticator app (Google Authenticator, Authy, 1Password) to scan a QR code or manually enter the secret. After setup, you receive single-use backup codes for emergency access—store these securely offline. Best practice: require 2FA for all administrator accounts and regularly review Active Sessions to revoke unfamiliar devices.

Access Keys enable secure API and MCP (Model Context Protocol) integrations. Create keys in Settings > Access Keys with specific scopes and optional expiration dates. Each key is shown only once after creation—store securely like passwords. Track key status (active, expired, revoked), last used time, and immediately revoke compromised keys. Regular rotation is recommended for security.

Dynamic watermarks automatically embed viewer-specific information (name, email, date, time) on PDFs. Each user and viewing session produces unique watermarks, making documents traceable if leaked. Configure watermark visibility by role—site owners can exempt themselves while ensuring external stakeholders (Downloaders, Viewers) receive watermarked versions. This deters unauthorized sharing and enables precise leak tracking.

Comprehensive audit trails record every user action including document access, downloads, permission changes, user invitations, content uploads, deletions, AI chat conversations, workflow executions, search queries, and system configuration changes. Each entry includes timestamp, user identification, IP address, action type, and affected resources. Audit logs are immutable and exportable for compliance requirements.

Each Clear Ideas Site operates as an isolated security boundary with its own users, permissions, and content. Users cannot access content from sites they aren't authorized for, even if they have accounts on the platform. AI workflows and searches respect site boundaries—users only retrieve data from sites they have access to. This enables multi-client or multi-project deployments with complete data segregation.

Yes, Settings > Active Sessions shows all your current login sessions with device type, location, and last activity. Revoke individual sessions immediately if you notice unfamiliar devices or suspicious activity. This is especially useful after device loss or suspected account compromise.

Clear Ideas has zero-retention agreements with all AI model providers. Your private data is sent to models only for the duration of processing your specific request and is not used for model training. Only the minimum necessary context is shared—your full dataset never leaves the secure Clear Ideas environment. All transmissions are encrypted.

Clear Ideas implements rigorous security best practices that meet enterprise-level expectations, including AES-256 encryption, TLS/SSL for all transmissions, role-based access control, comprehensive audit logging, and regular security assessments. For current compliance information and detailed security documentation, contact our security team at security@clearideas.com or consult the Security Approach overview.