1 Scope and Roles
This Privacy Policy applies to BuySoft CRM (“BuySoft”, “we”, “us”), the workspace‑based CRM and AI assistant available at buysoft.io and related domains (the “Service”), including connections that a user authorises from ChatGPT or another compatible AI assistant.
For customer data your workspace inputs into the Service (accounts, contacts, deals, notes, activity text, attachments), your organisation is the data controller and BuySoft acts as a processor under your instructions. For account and billing data we collect directly from you, BuySoft is the controller.
2 Information We Collect
2.1 Account information
- Name, work email, hashed password, workspace name and role.
- Profile preferences, locale, time zone, and notification settings.
2.2 Workspace & CRM content
- Accounts, contacts, deals, pipeline stages, renewal records, and at‑risk indicators you create.
- Activity text, meeting notes, emails, call transcripts, and files you submit for AI extraction.
- AI‑generated artefacts: drafts, summaries, scores, coaching feedback, and review decisions.
2.3 Billing information
- Plan, seat count, currency, invoice history, and billing contact — held in our systems.
- Payment instruments (card details) are collected and stored by Stripe; we never see or store full card numbers.
2.4 Usage & device data
- Pages visited, features used, AI request counts, and timestamps for product analytics and abuse prevention.
- IP address, browser type, operating system, and approximate location derived from IP.
2.5 Connected AI assistant data
- OAuth connection details, granted BuySoft permission categories, the connected workspace and user, and tool activity needed to authenticate, secure, and audit a connected assistant.
- Only the CRM data required to answer a tool request is returned to the connected assistant. BuySoft keeps internal security identifiers and operational diagnostics out of assistant-visible results unless an identifier is necessary to perform the requested CRM action.
3 How We Use Information
We process information to:
- Operate, secure, and improve the Service and authenticate sessions.
- Extract structured CRM updates, generate draft replies, score deals, and detect at‑risk renewals.
- Bill subscriptions, prevent fraud, and meet legal and accounting obligations.
- Send transactional emails (account, billing, security) and, where you opt in, product updates.
- Investigate incidents, debug, and aggregate anonymised usage to improve the product.
We rely on the following legal bases under GDPR: contract (delivering the Service you subscribed to), legitimate interests (securing and improving the Service), consent (optional marketing emails), and legal obligation (tax and accounting).
4 AI Processing
BuySoft uses Google’s Gemini models via the Google AI API, orchestrated with LangChain, to read activity text, extract entities, draft replies, and score deals.
- Submitted content is sent to the model provider over TLS and processed under the provider’s enterprise terms.
- Your workspace content is not used to train third‑party foundation models. We have configured API access with training opt‑out where the provider offers it.
- Generated messages remain drafts and are not sent by the connected assistant. Structured extraction suggestions follow the review or automatic-approval policy configured by your workspace.
- Sensitive personal data (e.g., health, financial account credentials, government IDs) should not be pasted into activity text unless your workspace has explicitly enabled compliance controls for that use case.
If you connect BuySoft to ChatGPT, BuySoft sends the minimum tool result needed for your request to OpenAI at your direction. OpenAI processes that result under the terms and privacy settings of your OpenAI account. You can revoke the connection from BuySoft or ChatGPT.
5 Sub‑Processors
We engage a small set of vetted providers to deliver the Service. Each is bound by a data processing agreement and processes data only on our documented instructions.
| Provider | Purpose | Region |
|---|---|---|
| Google (Gemini API) | AI extraction, drafting, scoring | US / EU |
| Stripe | Subscription billing and payment processing | US / EU |
| Cloud hosting provider | Application hosting, MySQL, Redis | Customer region |
| Transactional email provider | Account, billing, and security emails | US / EU |
| Error monitoring | Crash and performance telemetry | US / EU |
We’ll provide reasonable advance notice of material changes to sub‑processors. Subscribe to notifications if you need this updated list ahead of changes.
6 Workspace Isolation & Security
- Every CRM record is scoped to a workspace; queries, jobs, drafts, and AI calls enforce workspace boundaries server‑side.
- Data in transit is protected with TLS. Data at rest is encrypted using AES‑256 by our infrastructure providers.
- Passwords are stored as one‑way salted hashes. Sessions use signed, HTTP‑only cookies.
- Access to production systems is restricted, logged, and reviewed; least‑privilege is enforced for staff.
- We maintain automated backups and an incident response plan. We will notify affected customers without undue delay of a confirmed personal data breach.
8 International Data Transfers
Your data may be processed in countries other than your own, including the United States and the European Union. Where required, we rely on Standard Contractual Clauses or equivalent transfer mechanisms with sub‑processors that handle personal data outside your region.
9 Retention & Deletion
- Workspace content is retained while your subscription is active.
- After cancellation, content is retained for 30 days in a recoverable state, then permanently deleted from primary systems and purged from backups on the next backup rotation (within 90 days).
- Billing records are retained for the period required by tax and accounting law (typically 7 years).
- MCP connection and tool security audit records are retained for at least 90 days so we can investigate access, approvals, and incidents. OAuth grants remain until they expire or are revoked; short‑lived authorisation and approval artefacts expire automatically.
- You can export your workspace data at any time, and you can request immediate deletion via the in‑app deletion flow or by contacting support.
10 Your Rights
Depending on where you live (including under GDPR and the CCPA/CPRA), you may have the right to:
- Access, correct, or delete your personal data.
- Receive a portable copy of your personal data.
- Object to or restrict certain processing, including direct marketing.
- Withdraw consent at any time (where processing is based on consent).
- Lodge a complaint with your local supervisory authority.
For account‑level controls, use your workspace settings. For requests we need to handle directly, contact us at the address in Section 14. We respond within the timeframes required by applicable law.
12 Children’s Privacy
The Service is built for business users and is not directed to children under 16. We do not knowingly collect personal data from children. If you believe a child has provided us with personal data, contact us and we will delete it.
13 Changes to this Policy
We may update this Policy from time to time. Material changes will be announced in‑product and, for paying workspaces, by email at least 30 days before they take effect. The “Effective” date at the top of this page reflects the latest version.
14 Contact
Questions, requests, or data‑protection matters? Reach us at [email protected] or via our contact page. Please write “Privacy” in the subject so we can route your message correctly.