Privacy Policy

1. Information We Collect

We collect information you provide directly to us when you:

• Create an account (name, email address, phone number if you sign in with one, company name)
• Use our CRM features (contacts, deals, activities, notes, files and other content you enter)
• Subscribe to a paid plan (billing information processed by Stripe)
• Contact us for support
• Agree to our Terms (we keep a record of the date, the version and the email address on your account)

We also collect certain information automatically, including your IP address, browser type, and usage data through standard server logs, and counts of the pages visited through Vercel Web Analytics, which does not use cookies and receives web addresses with any private link codes removed.

2. How We Use Your Information

• To provide, maintain, and improve the 365clients platform
• To process payments and manage your subscription
• To send transactional emails (account confirmations, billing receipts, trial reminders)
• To respond to your support requests
• To detect and prevent fraud or abuse
• To keep a record that you agreed to our Terms, and to meet our legal obligations and establish or defend legal claims

3. Information We Handle for Our Customers

365clients is used by businesses to manage their own customers. When a business puts information about its customers, leads or contacts into 365clients, or when a person fills in one of its forms or booking pages or replies to its texts or emails, that business decides why and how the information is used. We process it on the business's behalf, as its service provider (processor). For that information:

• we use it only to provide the service to that business and as it instructs;
• we do not sell it, share it for advertising, or use it to train AI models;
• we do not combine it with information from other businesses; and
• each business's workspace is separate from every other business's.

If you are a customer or contact of one of these businesses and want to see, correct or delete your information, please contact that business directly. If you contact us, we will pass your request on to the business, as the law allows.

4. Data Storage and Security

Your data is stored securely using Supabase (PostgreSQL) with row-level security enabled. All data is encrypted in transit (TLS) and at rest. We do not sell your data to third parties. If we learn that personal information was accessed without authorization, we will tell the people and businesses affected without undue delay, as the law requires.

5. Our AI

365clients' AI features — summaries, email drafts, deal coaching, lead scoring, AI reports and business-card scanning — run on AI servers we host and operate ourselves. Your CRM data is used only to answer the request you made. It is never used to train AI models.

If our servers can't answer and your business has turned on cloud fallback in Settings → AI & privacy, that one request may be handled instead by a cloud AI provider (OpenAI or Anthropic), under API terms that don't allow them to train on it. Cloud fallback is off for every business unless its owner turns it on, and the owner can turn it off at any time.

We never sell your data — not to advertisers, not to data brokers, not to anyone.

6. Third-Party Services

We use the following third-party services to operate 365clients:

• Supabase — database and authentication
• Stripe — payment processing (we never store your card details)
• Google / Apple — optional OAuth sign-in
• Resend — transactional email delivery
• Twilio — text messages (SMS) you send to your customers
• Vercel — application hosting and cookie-free page-view statistics
• Sentry — error monitoring, so we can find and fix problems
• OpenAI / Anthropic — AI requests, only as a fallback when your business allows it (see “Our AI”)

Each provider is subject to their own privacy policy and data processing agreements.

7. Your CRM Data

Contact records, deals, notes, and other CRM data you enter belongs to you. Each workspace is fully isolated — your data is never shared with or visible to other 365clients customers. You can export or delete your data at any time by contacting us.

8. Cookies

We use session cookies strictly necessary for authentication. We do not use tracking, advertising, or analytics cookies. We do not track you across other websites and we do not sell or share personal information for advertising, so there is nothing for a browser “Do Not Track” or Global Privacy Control signal to switch off: we already treat every visitor that way.

9. Data Retention

We retain your account data for as long as your account is active. If you cancel your subscription, your data is retained for 90 days before permanent deletion to allow for recovery. You may request immediate deletion by contacting us. Backups expire on their own schedule. We keep a record that you agreed to our Terms (date, version and email address) after your account is closed, for as long as we may need it to establish or defend a legal claim.

10. Your Privacy Rights

Depending on where you live, including under the California Consumer Privacy Act (as amended by the CPRA) and similar state laws, you may have these rights over the personal information we hold about you:

• Know and access — ask what personal information we collect, use and disclose about you, and get a copy
• Delete — ask us to delete the personal information we hold about you
• Correct — ask us to correct inaccurate personal information
• Opt out of sale or sharing — we do not sell or share personal information, so there is nothing to opt out of
• Limit sensitive information — we do not use sensitive personal information to infer characteristics about you, and use it only to provide the service
• Equal treatment — we will not treat you worse for using these rights

In the last 12 months we have collected these kinds of information: identifiers (name, email address, phone number, IP address); commercial information (subscription and billing history); internet or network activity (server logs and page visits); professional information (company name and industry); and the content you enter into the service. We collect them from you and from your use of the service, for the purposes in section 2, and disclose them only to the service providers in section 6. We have not sold or shared personal information in the last 12 months.

To make a request, email privacy@365clients.com from the address on your account, or ask the owner of your workspace. We will check that it is you (usually by replying to the address on the account), and respond within 45 days; if we need more time, we may extend once by up to 45 days and will tell you why. You may use an authorized agent, and we may ask for proof of their authority. If we say no, you can appeal by replying with the word “Appeal”.

California residents may also ask once a year which personal information we disclosed to third parties for their own direct marketing (California Civil Code section 1798.83). We make no such disclosures.

11. Children's Privacy

365clients is not directed at children under 13. We do not knowingly collect personal information from children under 13, and we do not sell or share the personal information of anyone under 16.

12. Where Your Information Is Processed

365clients is operated from the United States and your information is stored and processed there. If you use the service from another country, your information is transferred to the United States.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes via email or a notice in the app. Continued use after changes constitutes acceptance.

14. Contact Us

If you have questions about this Privacy Policy or your data, contact us at:

Email: privacy@365clients.com
Website: 365clients.com