Privacy Policy

CrawlSpace CRM ("we," "our," or "us") is a customer relationship management platform. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our service.

1. Information We Collect

Account Information: When you create an account, we collect your name, email address, phone number, company name, and billing information.

Customer Data: You may input contact information about your customers and leads into the CRM, including names, email addresses, phone numbers, addresses, company information, notes, and custom fields relevant to your business.

Communication Data: When you use our email, phone, or SMS features, we store records of those communications including:

• Email content, subjects, and timestamps
• Call logs, duration, and recordings (if enabled)
• SMS/text message content and timestamps
• Voicemail recordings and transcriptions

Video Content: If you use our video messaging feature, we store your recorded videos and thumbnails on our servers.

Data from Third-Party Integrations: If you connect third-party services to CrawlSpace CRM, we receive data from those services:

• Google Sheets: When you connect Google Sheets, we read and write contact data to the spreadsheet you authorize. This serves as the primary data source for your contacts.
• Google Calendar: When you connect Google Calendar, we access and create calendar events for scheduling meetings with your contacts.
• Gmail: When you connect Gmail, we send emails on your behalf and access your inbox to display relevant correspondence with your contacts.
• Microsoft Outlook: When you connect Outlook, we send emails on your behalf using your Outlook account.

Usage Data: We automatically collect information about how you interact with our service, including IP address, browser type, pages visited, features used, and timestamps.

Chrome Extension Data: If you use our Chrome extension, it may access data from web pages you visit to help import contact information into your CRM. This data is only processed when you explicitly initiate an import action.

2. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our CRM service
• Sync your contact data with Google Sheets
• Send emails and SMS messages on your behalf to your contacts
• Place phone calls and manage voicemail on your behalf
• Execute automated email sequences you configure
• Schedule and manage calendar events
• Process subscription payments
• Send you technical notices, updates, and support messages
• Respond to your comments, questions, and customer service requests
• Monitor and analyze trends, usage, and activities to improve our service
• Detect, investigate, and prevent fraudulent transactions and abuse

3. How We Share Your Information

We do not sell your personal information. We may share information in the following circumstances:

• Service Providers: We share data with third-party vendors who perform services on our behalf, including:
  • Supabase (database hosting and authentication)
  • Netlify (application hosting)
  • Twilio (phone, SMS, and voicemail services)
  • Square (payment processing)
  • Google (email, calendar, and spreadsheet services)
  • Microsoft (email services)
• Legal Requirements: We may disclose information if required by law or in response to valid legal requests.
• Business Transfers: If we are involved in a merger, acquisition, or sale of assets, your information may be transferred.
• With Your Consent: We may share information with your consent or at your direction.

Important: Your customer data is stored only in your individual CRM account and your connected Google Sheet. We do not combine customer data across different CrawlSpace CRM users or use it for any purpose other than providing the CRM service to you.

4. Third-Party Integrations

Our service integrates with third-party platforms including:

• Google Workspace — for Sheets, Calendar, and Gmail integration
• Microsoft 365 — for Outlook email integration
• Twilio — for phone calls, SMS messaging, and voicemail services
• Square — for subscription payment processing

Each of these services has their own privacy policy. When you connect these services, you authorize us to access certain data as described during the connection process. You can disconnect these integrations at any time from your account settings.

Google API Services: CrawlSpace CRM's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

5. Data Storage and Location

Your data is stored in the following locations:

• Contact Data: Stored in your connected Google Sheet and cached in our Supabase database
• Account Settings: Stored in our Supabase database
• Communication Logs: Stored in our Supabase database
• Video Recordings: Stored in Supabase storage
• Voicemail Recordings: Stored via Twilio's infrastructure

Our primary database infrastructure is hosted in the United States.

6. Data Retention

We retain your account information and customer data for as long as your account is active. Communication logs, call recordings, and voicemails are retained according to your account settings and applicable regulations. You may delete your data or close your account at any time by contacting us. Upon account deletion, we will remove your data from our systems within 30 days, except where retention is required by law.

7. Data Security

We implement appropriate technical and organizational measures to protect your information, including:

• Encryption of data in transit (TLS/SSL)
• Encryption of sensitive data at rest
• Secure authentication via Supabase Auth
• OAuth 2.0 for third-party service connections
• Access controls and authentication requirements
• Regular security assessments

We do not store your Google, Microsoft, or other third-party passwords. All integrations use secure OAuth tokens that you can revoke at any time. However, no method of transmission over the Internet is 100% secure, and we cannot guarantee absolute security.

8. Your Rights and Choices

Depending on your location, you may have certain rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you
• Correction: Request that we correct inaccurate information
• Deletion: Request that we delete your personal information
• Portability: Request a copy of your data in a portable format (your data is also always accessible in your Google Sheet)
• Opt-Out: Opt out of marketing communications at any time
• Disconnect Integrations: Revoke access to connected services at any time through your account settings

To exercise these rights, please contact us using the information below.

9. California Privacy Rights

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information we collect and how it is used, the right to delete your personal information, and the right to opt out of the sale of personal information. We do not sell personal information.

10. Children's Privacy

Our service is not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If we learn that we have collected personal information from a child, we will take steps to delete that information.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. For significant changes, we will provide notice through the CRM application or via email. You are advised to review this Privacy Policy periodically for any changes.

12. Contact Us