Privacy policy

This policy covers the ainocrm website (ainocrm.com), the web application (app.ainocrm.com), the ainocrm mobile apps for Android and iOS, and the documentation site (docs.ainocrm.com), together "ainocrm" or "the service". "We" is the team operating ainocrm. We process personal data under the EU General Data Protection Regulation (GDPR). Questions about this policy go to hello@ainocrm.com.

1. Two roles: your data, and your customers' data

For your account details and the way you use the service, we are the data controller. For the business data you put into your workspace — accounts, contacts, deals, interactions, email content, meetings — your organisation is the controller and we are the processor, acting on its instructions. Sections 2–4 concern the first; section 5 the second.

2. What we collect about you

• Account data: name, email address, password hash (or your Google or Apple account identifier if you sign in with one of them), role, organisation and language.
• Contact requests: the email address you enter in the "Contact us" form on this site, anything you choose to write to us there, and the fact that you asked us to get in touch.
• Usage and technical data: server logs with request paths, timestamps, IP address and browser or device type, kept for operations and security; and records of how you use the service — logins, AI usage for billing, and the feedback you give us.
• Billing details: when your organisation pays, the company name, billing email, address, VAT ID and reference you enter, what was charged, and the brand, last four digits and expiry of the card. The full card number goes straight to our payment provider and never reaches us.
• Crash reports and diagnostics: when the app crashes or runs into an error we collect a technical report — the error, app and operating-system version, device model and performance measurements — to find and fix the problem.
• Product analytics: which pages of the website and docs are visited, which of their links and forms are used, and which screens and features of the app are used, so we can tell what works and what to improve. In the app we record which control was used, never the customer data shown on screen. We do not use it for advertising and do not combine it with data from other sites or apps.
• Preferences stored in your browser or device: theme, sidebar state and similar conveniences, in local storage. These never leave your device.

Device permissions in the mobile apps

The mobile apps only use the following when you grant the corresponding permission. You can revoke any of them at any time in your device settings; the rest of the service keeps working.

• Notifications: a push token that lets us deliver notifications — new tasks, reminders, updates to your deals — to your device. It identifies the app installation, not you personally.
• Microphone: used for voice conversations with Aino, the assistant. Audio is streamed for real-time processing and is not stored; the resulting transcript is saved in the chat like a typed message.
• Location (precise or approximate): used to record where a customer meeting or visit took place and to suggest the account it relates to. Location is read when you use a feature that needs it, not tracked in the background, and is stored only with the record it is attached to.
• Calendar: used to link your customer meetings to the right accounts and deals and to remind you to follow up. We read the events needed for this, never change your calendar without asking, and do not store unrelated private events.
• Contacts: used only when you choose to add people from your address book to your workspace. We import the contacts you pick, not your whole address book.

3. Why we use it

We do not sell personal data, and we do not use it for advertising. The AI proposes updates, answers and next steps for you to review; it makes no decisions with legal or similarly significant effects about you.

4. Your rights

Depending on where you live you may have the right to access, correct, export or delete your personal data, to object to or restrict certain processing, and to withdraw consent you have given. Email hello@ainocrm.com and we will respond within 30 days. You can delete your account yourself at any time in Settings › Profile; that removes your personal data, while business records your organisation owns are handled per section 5. You can also lodge a complaint with the data protection authority in the EU country where you live or work.

5. Data in your workspace

Everything in a workspace — accounts, contacts, deals, chat transcripts, tasks, imported files, meetings and email-derived interactions — belongs to the organisation that owns the workspace. We process it only to provide the service:

• AI processing. Chat messages, voice, relevant emails and workspace context are sent to our AI language-model provider to interpret them and produce updates and answers. The provider acts as our sub-processor under terms that do not allow it to train on this data. We do not send more context than the request needs.
• Gmail. If you connect Gmail, ainocrm requests read-only access and turns relevant customer email into CRM activity. How we handle that data is described in section 6.
• Log by email. Users can send or forward email to our shared logging address (log@ainocrm.com). We process a message only when it comes from the verified address of an ainocrm user, and file it in that user's workspace the same way as email from a connected mailbox: the filed interaction keeps the email text and a summary. For a message from anyone else we keep only the sender's email domain and never reply. A copy of each message stays in that mailbox, which only ainocrm operators can access.
• Imports. Spreadsheets you upload to import accounts and contacts are stored in private storage so the import can be reviewed and completed.
• Account research. When asked, ainocrm compiles a briefing on a company from publicly available sources. It stores the briefing, not the sources' personal data beyond what appears in the summary.
• AI apps you connect. If your workspace allows it, you can connect an AI assistant of your choice, such as Claude, to your ainocrm account. It acts only as you, with your permissions, and only on what you ask of it. The workspace data it reads at your request is sent to that app and handled by its provider under the provider's own terms, not as our sub-processor. We receive the requests the app makes to ainocrm, not your conversations with it. You can revoke an app at any time in Settings › Connected apps, and changing your password disconnects every app.
• Visibility inside a workspace. A user's chats, tasks and inbox are private to that user. Leaders and executives see pipeline data and opportunities, not private conversations. See the docs on roles.

6. Google user data

This section covers data ainocrm receives from Google APIs: your name, email address and profile picture when you sign in with Google, the content of your mailbox when you connect Gmail (scope gmail.readonly), and the events in calendars you own when you connect Google Calendar (scope calendar.events.owned.readonly). Each is requested separately, only when you turn that feature on. Our use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

How we use it

• Sign-in data is used only to create your account and sign you in.
• Gmail data is used only to provide the email-to-CRM feature you turned on: each new message is evaluated for whether it concerns a customer, account or deal in your workspace. Messages judged not relevant are discarded and their content is never stored. For relevant messages we store the message's sender, recipients, subject and text (without quoted earlier replies) as the source record, a summary of the interaction, and the Gmail message id (so nothing is processed twice), and use them to update the related account, contacts and deal. This includes saving the email address a known contact wrote from, and the company email domain it belongs to, so the next message from that person is recognized. For every message, including discarded ones, we keep only its Gmail message id.
• We never send, modify, label or delete your mail, and we do not read mail older than the moment you connect.
• Calendar data is used only to provide the meetings feature you turned on: each event in your primary calendar, from 90 days before you connect onward, is checked for attendees who belong to a customer account in your workspace. Events without such attendees are discarded and never stored. For a customer meeting we store its title, start and end time, status, the email addresses and names of the customer attendees, and the Google event id, and use them to show the next meeting on the related deal, to log the meeting on the deal once it has taken place, and to ask you how it went. We do not read or store event descriptions or attachments, and calendar data is not sent to our AI language-model provider.
• We never create, change or delete calendar events.
• We do not use Google user data for advertising, do not sell it, and do not use it to develop, improve or train generalised or non-personalised AI or machine-learning models.

With whom we share, transfer or disclose it

We share Google user data only as needed to provide the feature, and only with:

• Our AI language-model provider. Gmail only: the sender, recipients, subject and text of each new message are sent to the provider's API to decide whether the message is relevant and to extract the interaction. It processes the data as our sub-processor, under terms that prohibit training on it and limit retention to abuse monitoring.
• Our hosting and storage providers, which run the application and database in the EU and store and process the derived records on our behalf.
• Notification delivery. If you have notifications on, the title and short summary of an email-derived update or of a customer meeting that just ended may be delivered to you through your phone's push notification service (Apple or Google) or through our email delivery provider. These are sent only to you.
• Members of your workspace. The interaction summaries and logged meetings (title, time and customer attendees) become part of your organisation's CRM records and are visible to colleagues who can see the related account or deal. The stored message text is not displayed in the app.
• An AI app you connect yourself. If you connect an AI assistant such as Claude (see section 5) and ask it about an opportunity, the interaction summaries and meetings on it, including those that came from Gmail or Google Calendar, are sent to that app at your request, as part of what it shows you. This happens only at your direction and stops when you revoke the app in Settings › Connected apps.
• Authorities, only where required by law, or to protect against fraud, abuse or security threats.

No other third parties receive Google user data. Each provider above is bound by a data-processing agreement, and we name them to customers on request (see section 7). Our staff do not read your email content except with your explicit consent (for example to investigate a support request you make), where needed for security or to comply with the law, or when the data has been aggregated and anonymised for internal operations.

How we protect it

• All data is encrypted in transit with TLS, between your device, our servers, Google and our sub-processors.
• Google OAuth access and refresh tokens are encrypted with AES-256 before they are stored and are never written to logs. The database and file storage are additionally encrypted at rest by our hosting providers.
• We request the least access that works: read-only Gmail and read-only calendar events, each requested separately from sign-in and only when you choose to connect it.
• Access to production systems is restricted to the few people who operate the service, protected by strong authentication, and data is isolated per organisation so one workspace cannot read another's.
• Incoming Gmail push notifications are verified as coming from Google before they are acted on.

Retention and deletion

You can disconnect Gmail or Google Calendar at any time in Settings; we then delete the stored tokens for it immediately, and for the calendar also the stored events. Google does not let an app give up one permission of several, so our access is revoked with Google when you disconnect the last of them. You can also revoke access from your Google Account permissions page. Interaction summaries and meetings already filed remain part of your organisation's CRM records until they are deleted or the workspace is deleted (see section 9). To have Google-derived data deleted, delete your account or email hello@ainocrm.com.

7. Where data lives and who else touches it

Workspace data is stored in the EU. The service runs on a small number of service providers (sub-processors), each bound by a data-processing agreement and allowed to use the data only to provide its part of the service:

Crash reporting and product analytics are handled by providers under the same kind of agreement. Transfers outside the EU/EEA rely on the providers' standard contractual clauses or an adequacy decision. Customers can ask for the current list of named sub-processors at any time by emailing hello@ainocrm.com, and we tell workspace admins before we add or replace one. We may also disclose data to authorities where the law requires it.

An AI app a user chooses to connect to their own account is not one of our sub-processors. Data that user asks it to read is shared with that app's provider at the user's direction and under that provider's terms, and the user can revoke the app at any time in Settings › Connected apps (see section 5).

8. Security

All traffic to and from ainocrm is encrypted in transit. Passwords are stored only as salted hashes, files are kept in private storage reachable only through the authenticated application, and access to production data is limited to the people who need it to operate the service. No system is perfectly secure, and we will notify affected users and authorities of a personal data breach as the law requires.

9. Retention

• Workspace data is kept for as long as the organisation's account is active, and deleted within 30 days of a deletion request.
• Account data is deleted when you delete your account, subject to the same 30-day window for backups.
• Push tokens are deleted when you sign out, turn notifications off or the token stops working.
• Location, calendar and contact data is kept only as part of the workspace records it is attached to.
• Crash reports, diagnostics and analytics events are kept for up to 90 days.
• Access-request emails are kept until the request is fulfilled or you ask us to remove them.
• Server logs are kept for 30 days.

10. Cookies

ainocrm uses no advertising cookies. The application keeps your session token and preferences in your browser's local storage, which is required for it to work. The website, the docs and the app share one first-party analytics cookie (with a copy in local storage) holding a random identifier, so we can count visits and see how people move from the website to the app. It is only read on ainocrm.com, never used for tracking across other sites, and reset when you sign out.

A short notice tells you about it on your first visit. To turn analytics off, choose "No thanks" there or in cookie settings, linked at the bottom of every website page. We then remove the analytics cookie and keep one small cookie that remembers your choice for a year, on the website, the docs and the app alike.

11. Children

ainocrm is a business tool and is not directed at anyone under 16. We do not knowingly collect data from children, and if we learn that we have, we delete it.

12. Business transfers

If ainocrm is reorganised, merged or sold, personal data may transfer to the new operator, who remains bound by this policy. We will tell you before that happens.

13. Changes

We will post changes here and, for material changes, notify workspace admins by email before they take effect. The date at the top tells you when this policy was last revised.

See also the terms of service.

Data controller: Mrako Holding Oy (3328751-1)