Privacy Policy

Effective Date: January 1, 2026  |  Last Updated: May 1, 2026

1. Information We Collect

Information You Provide

When you create an account, subscribe to a plan, or contact our support team, we collect information you provide directly, including:

• Account information — name, email address, phone number, company name, and job title
• Billing information — payment card details, billing address, and transaction history (payment processing is handled by Stripe; we do not store full card numbers)
• Communications — messages you send to our sales or support teams, survey responses, and feedback
• CRM data — contacts, leads, deals, notes, and other records you create within the platform

Information Collected Automatically

When you use our platform or visit our website, we automatically collect certain technical and usage data:

• Device & browser information — IP address, browser type and version, operating system, device identifiers, and screen resolution
• Usage data — pages visited, features used, click patterns, session duration, and referring URLs
• Call metadata — call timestamps, duration, caller ID, and call disposition (call recordings are stored only when enabled by your account administrator)
• Log data — server logs, error reports, and performance metrics

Information from Third Parties

We may receive information from third-party integrations you connect (such as Salesforce, HubSpot, or Google Workspace), identity verification services, and publicly available business directories.

2. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve the CRMLink platform and its features
• Process transactions and send billing-related communications
• Respond to your support requests and provide customer service
• Send product updates, security alerts, and administrative notices
• Personalize your experience and deliver relevant content
• Analyze usage patterns to improve platform performance and develop new features
• Detect, prevent, and address fraud, abuse, and security issues
• Comply with legal obligations and enforce our terms of service

We will never sell your personal information to third parties for their marketing purposes.

3. Information Sharing & Disclosure

We share your information only in the following circumstances:

• Service providers — We work with trusted third-party vendors who help us operate our platform, including cloud hosting (AWS), payment processing (Stripe), email delivery, and analytics. These providers are contractually obligated to protect your data and may only use it to perform services on our behalf.
• With your consent — When you explicitly authorize a third-party integration (e.g., connecting your CRM data to Salesforce), we share the data necessary to enable that integration.
• Legal requirements — We may disclose information if required by law, subpoena, court order, or governmental regulation, or if we believe disclosure is necessary to protect our rights, your safety, or the safety of others.
• Business transfers — In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of the transaction. We will notify you of any such change in ownership or control.

4. Data Storage & Security

We take the security of your data seriously and implement industry-standard safeguards, including:

• Encryption — All data is encrypted in transit (TLS 1.2+) and at rest (AES-256)
• Access controls — Role-based access with multi-factor authentication for all internal systems
• Infrastructure — Our platform is hosted on SOC 2 Type II certified infrastructure with redundant data centers in the United States
• Monitoring — 24/7 security monitoring, intrusion detection, and regular penetration testing
• Incident response — We maintain a documented incident response plan and will notify affected customers within 72 hours of a confirmed data breach

While we strive to protect your information, no method of transmission or storage is 100% secure. If you believe your account has been compromised, contact us immediately at security@crmlink.ai.

5. Cookies & Tracking Technologies

We use cookies and similar technologies to:

• Essential cookies — Maintain your session, remember login state, and ensure the platform functions correctly
• Analytics cookies — Understand how visitors interact with our website and platform so we can improve the user experience
• Preference cookies — Remember your settings and display preferences

We do not use third-party advertising cookies or sell browsing data to advertisers. You can manage cookie preferences through your browser settings. Disabling essential cookies may impact platform functionality.

6. Your Rights & Choices

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

• Access — Request a copy of the personal data we hold about you
• Correction — Request correction of inaccurate or incomplete data
• Deletion — Request deletion of your personal data, subject to legal retention requirements
• Portability — Request your data in a structured, machine-readable format
• Opt-out — Unsubscribe from marketing emails at any time using the link in any email, or by contacting us
• Restriction — Request that we limit how we process your data in certain circumstances

To exercise any of these rights, email us at privacy@crmlink.ai or submit a request through your account settings. We will respond within 30 days.

California Residents (CCPA)

If you are a California resident, you have the right to know what personal information we collect and how it is used, request deletion of your data, and opt out of any sale of personal information. CRMLink does not sell personal information. To submit a request, contact privacy@crmlink.ai.

European Economic Area (GDPR)

If you are located in the EEA, our legal bases for processing your data include performance of a contract, legitimate interests, and your consent where applicable. You have the right to lodge a complaint with your local data protection authority.

7. Data Retention

We retain your personal information for as long as your account is active or as needed to provide our services. Specifically:

• Account data — Retained for the duration of your subscription and up to 90 days after account closure
• Billing records — Retained for 7 years to comply with tax and accounting regulations
• Call recordings — Retained according to your account settings; default retention is 12 months
• Usage logs — Retained for 24 months for analytics and troubleshooting purposes
• Support tickets — Retained for 3 years after resolution

When data is no longer needed, it is securely deleted or anonymized.

8. Children's Privacy

CRMLink is a business platform and is not intended for use by individuals under the age of 16. We do not knowingly collect personal information from children. If we become aware that we have collected data from a child, we will promptly delete it. If you believe a child has provided us with personal information, please contact us at privacy@crmlink.ai.

9. International Data Transfers

CRMLink is based in the United States. If you access our platform from outside the U.S., your information may be transferred to and processed in the United States. We ensure appropriate safeguards are in place for international transfers, including Standard Contractual Clauses (SCCs) approved by the European Commission and compliance with applicable data protection frameworks.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. When we make material changes, we will notify you by email or by posting a prominent notice on our website at least 30 days before the changes take effect. Your continued use of CRMLink after the effective date constitutes acceptance of the updated policy.

11. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us:

• Email: privacy@crmlink.ai
• Phone: +1 (516) 399 5755
• Mail: CRMLink.ai, Attn: Privacy Team, 100 Main Street, Suite 400, Austin, TX 78701