Privacy Policy
Last updated: January 26, 2026
1. Introduction
CRM Phone ("we", "us", "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your information when you use our HubSpot calling integration service.
By using CRM Phone, you agree to the collection and use of information in accordance with this policy.
2. Data We Collect
Account Information
- Email address (from HubSpot OAuth)
- HubSpot Portal ID
- User name and role (from HubSpot)
- Billing information (processed by Stripe)
Call Data
- Phone numbers dialed and received
- Call timestamps and duration
- Call direction (inbound/outbound)
- Call notes entered by users
AI Processing Data (Pro and Enterprise Plans)
- Call recordings (temporarily, for transcription)
- Transcription text
- AI-generated call summaries
Technical Data
- Browser type and version
- IP address
- Usage patterns and feature interactions
3. How We Use Your Data
| Purpose | Data Used |
|---|---|
| Provide calling service | Account info, call data |
| Log calls to HubSpot | Call metadata, notes |
| Generate AI transcriptions | Call recordings |
| Create call summaries | Transcription text |
| Process payments | Billing info (via Stripe) |
| Usage billing | Call counts, AI usage metrics |
| Improve service | Aggregated usage data |
| Customer support | Account info, call logs |
4. Third-Party Services
We use the following third-party services to provide CRM Phone:
| Service | Purpose | Data Shared |
|---|---|---|
| HubSpot | CRM integration | Call logs, contact matching |
| Google Cloud | Hosting, AI services | Call recordings, transcriptions |
| Google Speech-to-Text | Transcription | Audio files |
| Google Vertex AI | Call summaries | Transcription text |
| Stripe | Payment processing | Billing information |
| VoIP Infrastructure | Voice services | SIP credentials, call routing |
Each third-party service has its own privacy policy. We encourage you to review them.
5. Data Retention
| Data Type | Retention Period |
|---|---|
| HubSpot OAuth tokens | Until you disconnect the integration |
| Call logs | Stored in your HubSpot account (your control) |
| Call recordings (for transcription) | Deleted within 24 hours of processing |
| Transcriptions | 90 days, or per your configuration |
| Usage metrics | 24 months |
| Billing records | 7 years (legal requirement) |
6. Data Security
We implement industry-standard security measures to protect your data:
- Encryption in transit: All data transmitted using TLS 1.2+
- Encryption at rest: Data encrypted using AES-256
- Secret management: OAuth tokens stored in Google Secret Manager
- Access controls: Role-based access to production systems
- Monitoring: Real-time security event monitoring
- No plain-text credentials: Passwords and tokens are never stored in plain text
7. Your Rights
Depending on your location, you may have the following rights:
GDPR Rights (EU/EEA Users)
- Access: Request a copy of your personal data
- Rectification: Correct inaccurate personal data
- Erasure: Request deletion of your personal data
- Portability: Receive your data in a machine-readable format
- Restriction: Limit how we process your data
- Objection: Object to certain types of processing
CCPA Rights (California Users)
- Know: Know what personal information is collected
- Delete: Request deletion of personal information
- Opt-out: Opt out of sale of personal information (we do not sell data)
- Non-discrimination: Equal service regardless of privacy choices
To exercise these rights, contact support@crmphone.app.
8. Call Recording Consent
Your Responsibility
CRM Phone enables call recording features. You are solely responsible for obtaining proper consent from all call participants before recording, as required by applicable laws. Many jurisdictions require all-party consent. We do not obtain consent on your behalf.
See our Terms of Service for complete call recording consent requirements.
9. AI Processing Opt-Out
If you have a Pro or Enterprise plan with AI features enabled, you can:
- Disable AI transcription for specific calls
- Request deletion of existing transcriptions
- Downgrade to a Starter plan without AI features
Contact support to adjust your AI processing preferences.
10. Communication Preferences and Choices
You can opt out of receiving promotional communications from CRM Phone:
- SMS: Reply STOP, END, QUIT, UNSUBSCRIBE, or OPTOUT to any promotional text message
- Email: Click the unsubscribe link in any promotional email
- Direct contact: Email support@crmphone.app or call (281) 836-0276
Important: You will continue to receive essential service communications, including:
- Account and billing notifications
- Service updates and security alerts
- Responses to your support requests
While providing personal information is voluntary, declining to provide certain information may limit our ability to deliver services or prevent access to certain features.
11. Cookies and Tracking
The CRM Phone website and application use minimal cookies:
- Essential cookies: Required for authentication and session management
- No advertising cookies: We do not use advertising or tracking cookies
- No third-party trackers: We do not embed third-party tracking scripts
12. Children's Privacy
CRM Phone is a business service not intended for use by individuals under 18 years of age. We do not knowingly collect personal information from children.
13. International Data Transfers
Your data may be processed in the United States where our servers are located. By using CRM Phone, you consent to the transfer of your data to the US.
For EU users, we rely on Standard Contractual Clauses for data transfers outside the EEA.
14. Changes to This Policy
We may update this Privacy Policy from time to time:
- Material changes will be communicated via email
- The "Last updated" date at the top will be revised
- Continued use constitutes acceptance of changes
15. Contact Us
For privacy-related questions or to exercise your rights:
- General: info@crmphone.app
- Support: support@crmphone.app
We will respond to privacy requests within 30 days.