Privacy Notice

1. Who we are

IndieCRM is operated by DANIEL SINEWE, based in Germany. For personal data processed through IndieCRM accounts, we act as the data controller. Where you upload data about your own customers and business contacts into your workspace, you are the controller of that data and we act as your processor, handling it only on your instructions to provide the Service. Contact: hello@danielsinewe.com.

2. What we collect and why

• Account data (name, email address, login credentials, workspace and product names, profile image) — to create and operate your account. Legal basis: performance of our contract with you.
• CRM content (contacts, companies, deals, notes, activities you record, calendar events you connect) — to provide the Service you asked for. Legal basis: performance of contract; for data about third parties, your legitimate interest as controller.
• Support communications (messages, attachments) — to answer your questions. Legal basis: performance of contract and our legitimate interest in supporting users.
• Usage and technical data (log data, device identifiers, IP address, feature usage, error reports) — for security, fraud prevention, debugging and improving the product. Legal basis: legitimate interests.
• IndieCRM Connect extension data (the names, job titles, LinkedIn profile URLs and deal names needed for your review queue, plus the connection state you observe) — to show CRM contacts on their matching LinkedIn profile and keep that queue in sync. The extension never reads your LinkedIn password, cookies, messages or contact list, and it never sends a connection request for you.
• Product updates (if you opt in) — to send service news. Legal basis: consent, which you may withdraw at any time.
• Legal and accounting records — where we must keep them. Legal basis: legal obligation.

3. Who we share data with

• Service providers and subprocessors — hosting and database infrastructure, email delivery, error monitoring, and AI model providers that process the text you submit to AI features. They act on our instructions under contract.
• Payments — Stripe handles the sale of subscriptions, payment processing, subscription management, invoicing and tax compliance as merchant of record. Stripe processes your billing data as its own controller under its privacy policy. We never see or store your full card details.
• Integrations you enable — for example Google Calendar, which receives only what is needed for the connection you authorised.
• Professional advisers — legal, accounting and tax advisers where necessary.
• Authorities — where required by law or to establish, exercise or defend legal claims.

We do not sell personal data.

4. International transfers

Some providers are located outside the EEA/UK. Where data is transferred, we rely on adequacy decisions or EU Standard Contractual Clauses together with appropriate additional safeguards.

5. Retention

We keep account and CRM data for as long as your account is active. After you delete your account or cancel and do not return, we delete or anonymise your data within 90 days, except where we must keep records longer for legal, tax or accounting reasons (typically up to 10 years for invoicing records) or to defend legal claims.

6. Your rights

Depending on where you live, you have the right to access your data, to have it corrected or erased, to restrict or object to processing, to data portability, and to withdraw consent at any time. Email hello@danielsinewe.com and we will respond within one month. If you are in the EEA or UK, you also have the right to lodge a complaint with your local data protection supervisory authority.

7. Security

We apply appropriate technical and organisational measures, including encryption in transit, encryption at rest at our hosting provider, row-level access controls so each workspace can only reach its own data, and least-privilege access for administrators. No system is perfectly secure, but we work to protect your data and will notify you of a breach where the law requires it.

8. Cookies

IndieCRM uses essential cookies and local storage only — to keep you signed in, remember your workspace, product filters and theme preference. We do not use advertising cookies. You can clear or block cookies in your browser settings, but the Service will not work correctly without the essential ones. If we later introduce analytics or marketing cookies, we will ask for your consent first and update this notice.

The native Android app stores your sign-in session and a read-only copy of your last synced workspace in encrypted storage on your device. This lets you view your pipeline, contacts and tasks offline. Signing out removes this saved account and workspace data from the device. An internet connection is required to sync or make changes.

Calls in the Android app

Phone calls use Android's system phone service and your SIM. Phone permission is requested when you choose to call; you can instead open the dialer without this permission. IndieCRM stores the call request, contact, number and date, plus any outcome, duration and notes you report afterward. These notes are encrypted on your device until they sync to your workspace; the existing AI service can summarize the notes and suggest next steps. IndieCRM does not read the device's call log or capture SIM-call audio. Returning to the app does not confirm that a call connected or how long it lasted.

When your workspace connects its Twilio account, you can make internet calls from IndieCRM. The microphone is used for the call. Call participants, phone numbers, dates, outcomes and duration are stored in your workspace. Twilio processes the call audio to connect the call. Recording and transcription are optional and require you to confirm that all participants have agreed before dialing. The contact also hears a recording notice.

For recorded calls, Twilio and its transcription provider process both sides of the conversation. IndieCRM saves the audio as a private file and the transcript in the workspace database. The transcript is sent to the existing AI service to generate a summary and suggested next steps. These records are available to workspace members and follow the retention and deletion practices in this notice. Calling credentials are encrypted on the server. Signing out ends any active internet call in IndieCRM and clears the device's saved account, workspace, image data and unsynced call notes. Android manages any SIM call separately.

9. Chrome Web Store Limited Use

IndieCRM Connect uses extension data only to provide its single user-facing purpose. We do not sell it, use it for advertising or allow people to read it except when you ask for support, when required for security or law, or in aggregated and anonymised form for service operations. The use of information received from Google APIs will adhere to the Chrome Web Store User Data Policy, including the Limited Use requirements.

ChatGPT and Codex plugin

When you connect IndieCRM to ChatGPT or Codex, the connected host can request information from your accessible IndieCRM workspaces and make supported CRM changes as your signed-in user. Returned information can include contact names, job titles, email addresses and phone numbers, company details, pipeline stages, deal values and notes, and the activities or research results you ask to save.

Tool responses are returned to the host running your conversation and are processed under that host’s applicable terms and privacy policy. Research imports store the supplied lead details and optional images in the selected workspace; those imports currently require access to the New leads private beta. Saved CRM data remains subject to the retention and deletion practices described in this notice.

Gmail connections

If you connect Gmail, IndieCRM reads email headers to find conversations involving your existing CRM contacts. Matching message text, participants, dates and subjects are stored in your workspace and visible to its members. Initial import covers the last 30 days. We do not import attachments or load images embedded in incoming emails. You can exclude addresses from logging and disconnect each account independently. Disconnecting removes the saved access credential and stops sync; previously logged CRM emails remain. Contact us to request removal of retained email history.

Email is sent only when you choose Send. Optional open and click tracking adds a small image and redirect links to that outgoing email. We record the first detected open or click time, not recipient IP addresses or device profiles. Automated scanners and privacy tools can affect these signals. Gmail content is not sent to our AI features or used for advertising or model training.

IndieCRM’s use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including its Limited Use requirements.

WhatsApp connections

You can link a personal WhatsApp account by scanning a QR code from WhatsApp's Linked devices screen. A separate hosted service processes new messages as a linked device. Its login credentials and Signal keys are encrypted before database storage. Only new direct text messages whose international phone number uniquely matches a contact in your selected workspace are saved in IndieCRM. The personal connection and its saved messages are visible only to your account. Groups, broadcasts, media, disappearing messages and earlier chat history are not imported. Messages are sent when you choose Send; the hosted service can continue receiving replies when your computer is off.

Personal linking uses an unofficial WhatsApp connection and can be interrupted by WhatsApp updates or account restrictions. Disconnecting blocks new sync and sends, then unlinks the device and removes its saved login keys when the hosted service processes the request. If the service is offline, remove IndieCRM from Linked devices on your phone to unlink immediately. Previously saved personal messages remain until you request their removal.

If a workspace admin connects an official WhatsApp Business account, IndieCRM stores the account credential securely and logs supported messages sent or received after the connection. A message is associated only when its international phone number uniquely matches a contact. Workspace members can view those messages, and a message is sent only when a member chooses Send. Disconnecting removes the saved credential and stops future sync; previously logged CRM messages remain until you request their removal.

10. Changes

We may update this notice. Material changes will be announced by email or in the app before they take effect.