Privacy Policy

1. Our approach

Your privacy matters to us. This policy explains what information Smart CRM handles, why, and the choices you have. It applies to visitors to our website and to people who use the app.

2. Two roles, explained simply

Your organization's customer data: when an organization adds its own customers' details to Smart CRM, that organization decides why and how the data is used. We store and process it on the organization's behalf to provide the service. If you are one of an organization's customers and have a question about your data, please contact that organization directly.

Account and website data: for information about the people who register and use the service, such as your name and email address, we decide how it is used, as described in this policy.

3. Information we handle

• Account details: name, email address, username, role and team.
• Organization details: organization name, logo, billing email and plan.
• Customer records your organization adds: for example names, phone numbers, addresses and vehicle details, along with notes and status history.
• Activity in the app: calls and WhatsApp clicks logged against records, status changes, follow-ups, tasks, messages, notifications, and audit logs of key actions.
• Payments: handled by Stripe. We keep Stripe's customer and subscription references and your subscription status, but never your full card number.
• Technical data: your IP address and basic request details, used to protect against abuse (such as rate limiting) and to record security-related events. We also use a secure session cookie to keep you logged in.
• Messages you send us through our Contact Us page.
• Push alert registrations: if you turn on alerts, a device address issued by your browser or phone maker's push service, used only to deliver your notifications. Alerts never contain customer names or numbers.

4. How we use information

• To provide and operate the service, including sending login codes and verification emails.
• To send service emails and in-app notifications, such as assignments, messages and due reminders.
• To process subscriptions and payments.
• To respond to your questions and provide support.
• To keep the service secure and prevent abuse.
• To show anonymous, aggregate activity totals, such as the overall number of customer records managed, on our website. These never identify a person or an organization.

5. Who we share it with

We do not sell your personal information. We share it only with service providers that help us run the service, and only as needed:

• Neon, for database hosting.
• Vercel, for application hosting and file storage.
• Stripe, for payment processing.
• Google, for email delivery through Gmail's mail service.
• Meta (WhatsApp), which delivers WhatsApp messages sent by your organization and processes the recipients' phone numbers and message content for that purpose.
• Fast2SMS, our SMS delivery provider, which delivers SMS sent by your organization and processes the recipients' phone numbers and message content for that purpose.

6. Who can see what

Inside an organization, information is visible to teammates according to their role. For example, Callers see only the customers assigned to them, and Team Managers and Team Leads see their own team's records.

Authorized platform administrators can access organization, user and record information for support, security and legal purposes, as described in our Terms & Conditions. We may also disclose information if the law requires it, or to protect people's rights, safety and security.

7. Keeping data separate and safe

No system is perfectly secure, so we can't guarantee absolute security, but we take reasonable care to protect your information.

• Each organization's data is logically separated from every other organization's.
• Login uses one-time codes that are stored in hashed form, expire after 10 minutes, and can be used only once.
• Session cookies are secure and HTTP-only, and connections are encrypted in transit.
• Access inside an organization is role-based, and key actions are recorded in audit logs.
• We limit repeated login and registration attempts to guard against abuse.
• Organization logos are stored at publicly accessible web addresses so they can appear in your workspace and emails, so please do not upload a logo containing anything sensitive.

8. Cookies and browser storage

We use one essential cookie: a secure, HTTP-only session cookie that keeps you signed in. We also use your browser's local and session storage for small preferences, such as remembering that you dismissed an install prompt or an announcement.

We don't use advertising or cross-site tracking cookies.

9. How long we keep information

We keep account and organization information for as long as the organization's account remains open, and customer records until the organization removes them.

Some data is short-lived: login codes expire after 10 minutes, sessions expire after a period of inactivity, and audit logs are kept for a limited time (90 days by default) and then removed.

If you'd like your organization's data deleted, please contact us and we'll help.

10. Your choices and rights

Depending on where you live, you may have the right to access, correct, delete or restrict the use of your personal information. Team members should first contact their organization's Admin. You can also reach us through our Contact Us page, and we will respond as required by applicable law.

11. International processing

Our service providers may process information in countries other than your own. Where we can, we choose providers that maintain appropriate safeguards.

12. Children's privacy

Smart CRM is a business tool and is not intended for people under 18. We do not knowingly collect information from children.

13. Changes to this policy

We may update this policy from time to time. When we make a meaningful change, we will update the date at the top of this page and, where appropriate, let you know in the app or by email.

14. Contact us

Questions about your privacy? Please reach out through our Contact Us page and we will be glad to help.