Privacy Policy

1. Introduction

This Privacy Policy explains how Klients CRM ("Klients CRM", "we", "our", or "us", as applicable) handles personal information through its customer relationship management platform and related services.

Klients CRM is intended primarily for authorized internal business users, including sales representatives, managers, administrators, and other approved personnel.

The platform helps organizations record customer inquiries, manage sales activities, maintain communication histories, and coordinate customer follow-ups.

The organization that determines why and how customer information is used is generally responsible for that processing. Where Klients CRM processes information on behalf of another organization, the applicable service agreement and data protection arrangements also govern that processing.

2. Scope of This Policy

This Policy applies to personal information handled through Klients CRM, including:

• Customer and prospective customer records.
• Sales inquiries, leads, and follow-up activities.
• Communication histories and sales notes.
• Authorized staff account information.
• CRM usage, access, and activity records.
• Information submitted through supported integrations or business workflows.

This Policy does not replace the privacy notices that organizations using the CRM may need to provide directly to their customers.

3. Information We Handle

3.1 Customer and Lead Information

Depending on how the CRM is configured and used, customer records may include:

• Full name and contact details.
• Phone and WhatsApp numbers.
• Email addresses.
• Company or business information.
• Customer inquiries and service interests.
• Lead source and assigned sales representative.
• Sales stage, status, and follow-up schedules.
• Relevant customer preferences.

3.2 Sales and Communication Records

Authorized users may record business-related information such as:

• Call outcomes and follow-up notes.
• Meeting summaries.
• Customer responses and inquiries.
• Sales progress and interaction history.
• Internal comments and assigned tasks.
• Relevant communications imported from supported channels.

Communication recordings, message contents, and attachments are included only where those features are enabled and lawfully used.

3.3 Staff Account Information

The platform may handle staff names, work email addresses, usernames, roles, assigned teams, authentication information, and account activity.

3.4 Technical and Security Information

Technical records may include login timestamps, IP addresses, device or browser information, authentication events, and activity logs where collected for operational and security purposes.

4. How Information Is Used

Information handled through Klients CRM may be used for legitimate business purposes, including:

• Responding to customer inquiries.
• Managing leads and customer relationships.
• Coordinating sales calls, meetings, and follow-ups.
• Maintaining accurate interaction records.
• Assigning customers to authorized sales representatives.
• Monitoring sales operations and staff performance.
• Providing customer support.
• Maintaining platform security and investigating misuse.
• Meeting applicable legal obligations.

Personal information should not be used for unrelated purposes without an appropriate lawful basis.

5. Legal Basis for Processing

Where applicable data protection laws require a legal basis, the organization responsible for the customer relationship must identify and document the appropriate basis for each processing activity.

Depending on the circumstances and applicable law, processing may rely on:

• Consent, where required.
• Steps requested before entering into a contract.
• Performance of a contract.
• Compliance with legal obligations.
• Legitimate business interests, where permitted and appropriately balanced against individual rights.

Use of the CRM does not, by itself, establish permission to contact an individual for marketing purposes.

6. Internal Staff Access

Klients CRM is intended for authorized business users. Access to personal information should be limited according to each user's job responsibilities.

Depending on the organization's configuration, authorized users may include sales agents, team leaders, managers, administrators, and designated technical personnel.

Organizations using Klients CRM are responsible for granting appropriate permissions, reviewing staff access, and promptly disabling accounts when access is no longer required.

Staff members must not access, export, disclose, or use customer information for unauthorized personal purposes.

7. Data Sharing and Disclosure

Customer information may be disclosed only where necessary and legally appropriate, including:

• To authorized personnel within the organization responsible for the customer relationship.
• To service providers supporting hosting, security, communications, or other contracted operations.
• To third parties where the customer or responsible organization has appropriately authorized disclosure.
• To authorities where disclosure is legally required.

Any third-party processing should be subject to appropriate confidentiality, security, and data protection obligations.

8. Data Security

Personal information should be protected through technical and organizational measures appropriate to its sensitivity and the risks involved.

Depending on the deployment and configuration, these measures may include:

• Authenticated user accounts.
• Role-based access restrictions.
• Secure network communications.
• Password protection and secure credential management.
• Access monitoring and audit records.
• Data backups and recovery procedures.
• Regular access reviews and security maintenance.

No online system can guarantee absolute security. Organizations and users must also protect their credentials, devices, and access permissions.

Suspected unauthorized access or personal data incidents should be reported promptly to the responsible organization or designated administrator.

9. Data Retention

Customer information should be retained only for as long as reasonably necessary for the purposes for which it was collected, subject to applicable laws, contractual requirements, and legitimate business needs.

Relevant considerations may include ongoing customer relationships, unresolved inquiries, recordkeeping obligations, dispute resolution, and security requirements.

When information is no longer required, the responsible organization should delete, anonymize, or otherwise dispose of it securely, subject to any applicable legal retention obligations.

Actual retention periods should be established and documented by the responsible organization.

10. Your Privacy Rights

Depending on applicable law, individuals may have rights to:

• Request access to their personal data.
• Request correction of inaccurate information.
• Request deletion of eligible personal information.
• Object to certain processing activities.
• Withdraw consent where processing relies on consent.
• Request restrictions on processing or data portability where applicable.

Customers should normally direct requests to the business that collected their information or contacted them.

If Klients CRM processes information on behalf of that business, requests may need to be referred to the responsible organization for review.

Some requests may be limited by applicable legal obligations or permitted exceptions.

11. Sales and Marketing Communications

Klients CRM may be used by authorized staff to organize customer communications through supported business channels, including telephone, email, messaging applications, and other approved methods.

Organizations using the CRM are responsible for ensuring that their communications comply with applicable consent, marketing, and electronic communications requirements.

Where required, customers must be provided with an appropriate way to withdraw consent or opt out of promotional communications.

Customer objections and communication preferences should be respected and reflected in relevant records.

12. Cookies and Login Sessions

Klients CRM may use cookies or similar technologies to support authentication, session management, security, and essential platform functionality.

Where optional analytics or other non-essential tracking technologies are used, additional notices or consent mechanisms may be required under applicable law.

13. International Data Transfers

Where customer information is stored, accessed, or processed across national borders, the responsible organization and relevant service providers must comply with applicable international data transfer requirements.

Appropriate safeguards should be established where required by law.

14. Children's Privacy

Klients CRM is a business management platform and is not intended for use by children.

Organizations must not knowingly collect or use children's personal information through the CRM without satisfying applicable legal requirements.

15. Changes to This Privacy Policy

This Privacy Policy may be updated to reflect changes in platform functionality, operational practices, legal requirements, or data protection procedures.

When changes are made, the effective date displayed at the top of this page should be updated.

Where legally required, affected individuals or organizations will receive additional notice.

16. Contact and Privacy Requests

For questions about this Policy, privacy requests, or concerns about personal information handled through Klients CRM, please contact the responsible organization.

If your information was collected by a business using Klients CRM, please contact that business directly regarding your personal data and communication preferences.