Privacy Policy

Welcome to CRMPro ("we," "our," or "us"), a product of Digital Works Technologies Ltd. We are committed to protecting your personal information and your right to privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform.

By accessing or using CRMPro, you agree to the collection and use of information in accordance with this Privacy Policy. If you do not agree with our policies and practices, please do not use our services.

Last Updated: November 4, 2025

2.1 Information You Provide Directly

• Account Information: Name, email address, phone number, job title, company name, and password when you register for an account.
• CRM Data: Customer and prospect information, contact details, company information, deal details, communication logs, meeting notes, quotes, invoices, and sales activities.
• Contact & Account Data: Names, job titles, email addresses, phone numbers, company details, and any notes or custom fields added by your team.
• Payment Information: Billing details, credit card information (processed securely through third-party payment processors), and transaction history.
• Communications: Messages you send through our platform, email correspondence, chat messages, and support tickets.

2.2 Information Collected Automatically

• Usage Data: Pages viewed, features used, time spent on the platform, and user interactions.
• Device Information: IP address, browser type, operating system, device identifiers, and referring URLs.
• Cookies and Tracking: We use cookies, web beacons, and similar tracking technologies to improve user experience and analyze platform usage.
• Log Data: Server logs including access times, error messages, and system activities.

2.3 Information from Third Parties

• Integration Partners: Data from Google, Microsoft, Mailchimp, LinkedIn, and other integrated services you connect.
• Public Sources: Publicly available information used for AI-powered account research and contact enrichment.

We use the information we collect for the following purposes:

3.1 Platform Operations

• To provide, operate, and maintain the CRMPro platform
• To process and manage CRM activities including contacts, deals, accounts, projects, and subscriptions
• To facilitate communication between sales teams, clients, and contacts
• To enable AI-powered features including lead scoring, email generation, deal health analysis, and analytics
• To generate reports, analytics, and insights

3.2 Account Management

• To create and manage user accounts
• To authenticate users and prevent unauthorized access
• To process payments and manage subscriptions
• To send account-related notifications and updates

3.3 Communication

• To send transactional emails (application confirmations, interview invitations, status updates)
• To send marketing communications (with your consent)
• To respond to customer support requests
• To send administrative information, security alerts, and policy updates

3.4 Improvement and Analytics

• To understand how users interact with our platform
• To improve and optimize our services
• To develop new features and functionality
• To conduct research and analysis

3.5 Legal and Compliance

• To comply with legal obligations and regulatory requirements
• To enforce our terms and conditions
• To protect our rights, privacy, safety, or property
• To prevent fraud, abuse, and security threats

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

4.1 With Your Consent

• When you explicitly authorize us to share information (e.g., sharing contact or deal data with clients)
• When you opt-in to marketing communications from specific campaigns

4.2 Within Your Organization

• Information is shared with authorized users within your organization based on role-based access permissions
• Deals, accounts, contacts, and project data are accessible to team members with appropriate permissions

4.3 Service Providers

• Cloud Infrastructure: Our hosting and database providers for secure data storage
• Payment Processors: Stripe and other payment gateways for billing and subscriptions
• Communication Services: Email service providers (SendGrid, Postmark), SMS providers
• AI Services: AI/ML providers for intelligent insights, email drafting, and analytics
• Analytics: Analytics platforms to understand platform usage
• Integration Partners: Google Calendar, Outlook, Mailchimp, LinkedIn, and other services you connect

4.4 Business Transfers

If we are involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you via email and/or prominent notice on our platform of any such change.

4.5 Legal Requirements

We may disclose your information if required by law, court order, or government regulation, or if we believe disclosure is necessary to protect our rights or the safety of others.

We implement industry-standard security measures to protect your personal information:

• Encryption: All data transmitted between your device and our servers is encrypted using TLS/SSL protocols
• Data Storage: Personal data is stored in secure, encrypted databases with restricted access
• Access Controls: Role-based access controls ensure users only see data relevant to their responsibilities
• Authentication: Multi-factor authentication options available for enhanced account security
• Regular Audits: Security assessments and penetration testing conducted regularly
• Employee Training: Our staff is trained on data protection and privacy best practices
• Incident Response: Procedures in place to detect, report, and respond to data breaches

Important: While we strive to protect your information, no method of transmission or storage is 100% secure. We cannot guarantee absolute security but continuously work to maintain the highest security standards.

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required by law.

Specific Retention Periods:

• Account Data: Retained for the duration of your active subscription plus 90 days after cancellation
• CRM Contact & Deal Data: Retained for the duration of your active subscription plus 90 days after cancellation, or upon deletion request
• Financial Records: Retained for 7 years for tax and legal compliance
• Audit Logs: Retained for 3 years for security and compliance purposes
• Marketing Communications: Until you unsubscribe or request deletion

You can request deletion of your data at any time by contacting us. We will comply with deletion requests within 30 days, except where we are legally required to retain information.

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

7.1 GDPR Rights (European Economic Area)

• Right to Access: Request copies of your personal data
• Right to Rectification: Request correction of inaccurate or incomplete data
• Right to Erasure: Request deletion of your personal data ("right to be forgotten")
• Right to Restriction: Request restriction of processing your personal data
• Right to Data Portability: Request transfer of your data to another service
• Right to Object: Object to processing of your personal data for certain purposes
• Right to Withdraw Consent: Withdraw consent at any time where processing is based on consent

7.2 CCPA Rights (California Residents)

• Right to Know: Request disclosure of categories and specific pieces of personal information collected
• Right to Delete: Request deletion of personal information
• Right to Opt-Out: Opt-out of the sale of personal information (Note: We do not sell personal information)
• Right to Non-Discrimination: Not be discriminated against for exercising your privacy rights

7.3 How to Exercise Your Rights

To exercise any of these rights, please contact us at info@digitalworkstechnologies.co.uk. We will respond to your request within 30 days.

You may also access, update, or delete certain information directly through your account settings on the platform.

8.1 Contact and Customer Data

Our platform processes personal data about your contacts, customers, and prospects, which may include:

• Contact details (name, email, phone, job title)
• Company and account information
• Communication history and meeting notes
• Deal and subscription records
• Survey responses and support cases

8.2 Legal Basis for Processing

We process personal data based on:

• Consent: When you provide explicit consent for specific processing activities
• Contract Performance: To fulfill our contractual obligations to you
• Legal Obligations: To comply with employment law, tax regulations, and other legal requirements
• Legitimate Interests: For business operations, fraud prevention, and service improvement (where not overridden by your rights)

8.3 Contact Data Subject Rights

If you are a contact whose information is processed through CRMPro, you have the right to:

• Request access to your contact profile and associated records
• Request correction of inaccurate information
• Request deletion of your data (subject to legal retention requirements)
• Withdraw consent for marketing communications
• Contact the organization that collected your data directly

CRMPro operates globally and may transfer your personal information to countries outside your residence, including countries that may not have the same data protection laws as your jurisdiction.

When we transfer personal data from the European Economic Area (EEA) to countries outside the EEA, we ensure appropriate safeguards are in place, including:

• Standard Contractual Clauses approved by the European Commission
• Transfers to countries with adequacy decisions
• Data processing agreements with third-party service providers

Cloud Infrastructure: All data is stored on secure cloud servers with enterprise-grade encryption and access controls, regardless of geographic location.

We use cookies and similar tracking technologies to enhance your experience:

Types of Cookies We Use:

• Essential Cookies: Necessary for authentication, security, and basic platform functionality
• Performance Cookies: Help us understand how you use the platform to improve performance
• Functional Cookies: Remember your preferences and settings
• Analytics Cookies: Collect information about platform usage and user behavior

Managing Cookies:

You can control cookies through your browser settings. However, disabling certain cookies may limit your ability to use some features of the platform.

CRMPro integrates with various third-party services to provide enhanced functionality:

Integrated Services Include:

• Email Services: Gmail, Outlook for email sync and communication logging
• Email Marketing: Mailchimp for campaign management
• Calendar Integration: Google Calendar, Outlook Calendar for meeting scheduling
• Payment Processing: Stripe for secure payment handling and subscription billing
• Social Media: LinkedIn, Twitter, Facebook for campaign publishing and lead enrichment
• AI Services: Third-party AI providers for intelligent insights, email drafting, and analytics

These third-party services have their own privacy policies. We encourage you to review their policies before connecting these services. We are not responsible for the privacy practices of third-party services.

External Links: Our platform may contain links to external websites. We are not responsible for the privacy practices or content of these external sites.

CRMPro is not intended for use by individuals under the age of 16. We do not knowingly collect personal information from children under 16. If you become aware that a child has provided us with personal information, please contact us immediately.

If we discover that we have collected personal information from a child under 16, we will take steps to delete such information from our systems as quickly as possible.

CRMPro uses artificial intelligence and machine learning to provide enhanced features:

AI-Powered Features:

• Email Generation: Generate professional emails and communications
• Lead Scoring: Score and prioritize leads and opportunities based on likelihood to convert
• Deal Health Analysis: Analyse deal health and provide actionable recommendations
• Sentiment Analysis: Analyse communication sentiment to gauge customer engagement
• Predictive Analytics: Forecast sales pipelines and business metrics
• Account Research: AI-assisted enrichment of account and contact profiles from public sources

AI Data Usage:

AI processing is performed to enhance your experience and improve platform functionality. Your data is processed in accordance with this Privacy Policy, and AI-generated insights remain confidential within your organization.

Human Oversight: AI-generated recommendations are tools to assist human decision-making. Final decisions regarding sales, customer management, and business operations remain under human control.

You can disable certain AI features through your account settings if you prefer not to use them.

We may send you marketing communications about our products, services, and features if you have:

• Opted in to receive marketing emails
• Created an account with us
• Signed up for a trial or demo of CRMPro

Unsubscribe Options:

You can opt-out of marketing communications at any time by:

• Clicking the "unsubscribe" link in any marketing email
• Updating your email preferences in your account settings
• Contacting us at info@digitalworkstechnologies.co.uk

Note: Even if you opt-out of marketing emails, we will still send you essential transactional emails related to your account or service usage.

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

We aim to respond to all privacy inquiries within 30 days. For urgent matters, please mark your email as "URGENT: Privacy Request."