Privacy Policy

This Privacy Policy explains how EmailToCRM ("we", "us", or "our") handles personal information when you visit our website, create an account, or use our services. By using EmailToCRM, you agree to this policy. If you do not agree, do not use the service.

1. Who we are

EmailToCRM provides software that lets you forward emails to a private inbox, extract contact information using automated processing, review and organize contacts in a dashboard, and export data such as CSV files.

Questions about this policy can be sent to privacy@emailtocrm.online.

2. Information we collect

We collect information in the following categories:

• Account information. Name, email address, password (stored hashed), authentication details from supported sign-in providers such as Google, and workspace or team membership details.
• Billing information. Subscription plan, billing status, and payment-related identifiers processed by our payment provider. We do not store full payment card numbers on our servers.
• Content you submit. Emails you forward or otherwise send to the service, extracted contact records, tags, notes, exports, and related metadata needed to provide the product.
• Usage and activity data. Actions taken in the product (such as sign-ins, exports, and settings changes), diagnostic logs, and technical data such as IP address, browser type, and approximate device information.
• Communications. Messages you send us for support, demos, or other inquiries.

3. How we use information

We use personal information to:

• Provide, operate, and improve the EmailToCRM service
• Process forwarded emails, extract contacts, deduplicate records, apply tags, and enable export and integrations you configure
• Authenticate users, secure accounts, and prevent abuse
• Process subscriptions, invoices, and related billing
• Respond to support requests and product inquiries
• Maintain activity logs for security, accountability, and product reliability
• Comply with legal obligations and enforce our Terms of Use

We do not sell your personal information. We do not use your forwarded email content or extracted contacts to train public AI models.

4. Legal bases

Where applicable privacy laws require a legal basis, we process personal information to perform our contract with you, to pursue legitimate interests such as securing and improving the service, with your consent where required, and to comply with legal obligations. When you submit third-party contact data through forwarded emails, you are responsible for having a lawful basis to do so.

5. How processing works

When you forward an email to your EmailToCRM address, we receive the message content and headers needed to extract contact details. Automated processing may include parsing addresses, signatures, and message bodies, and may use third-party AI providers solely to deliver extraction features you request. Extracted contacts are stored in your workspace for review, tagging, search, export, and optional sync to integrations you connect.

As described on our site, forwarded email content is processed with privacy in mind, including encryption in transit. Processing for the service is designed around EU-oriented infrastructure where we operate the product.

6. Sharing of information

We share personal information only as needed to operate the service, including with:

• Infrastructure, email delivery, authentication, analytics, and AI processing providers acting on our instructions
• Payment processors for subscription billing
• Integration providers you choose to connect (for example, CRM or contacts destinations)
• Professional advisors or authorities when required by law, to protect rights and safety, or in connection with a corporate transaction

Service providers are permitted to process personal information only to perform services for us and not for their own unrelated purposes.

7. Retention

We retain account, contact, and activity data for as long as your account remains active and as needed to provide the service. You may delete contacts or request account deletion through the product where available. We may retain limited records after deletion where required for security, dispute resolution, backups, billing, or legal compliance, and then delete or anonymize them when no longer needed.

8. Security

We use industry-standard safeguards, including encryption in transit, access controls, and session-based authentication, to protect personal information. No method of transmission or storage is completely secure, and we cannot guarantee absolute security. Please protect your credentials and notify us promptly if you suspect unauthorized access.

9. Your rights and choices

Depending on your location, you may have rights to access, correct, delete, or export personal information, to object to or restrict certain processing, and to withdraw consent where processing is based on consent. You can update many account details in product settings, export contacts, and request account deletion where available.

To exercise privacy rights, contact privacy@emailtocrm.online. We may need to verify your request before responding. If you are in the EEA, UK, or another region with a supervisory authority, you may also lodge a complaint with that authority.

10. International transfers

We may process and store information in the regions where we and our service providers operate. When personal information is transferred across borders, we use appropriate safeguards required by applicable law.

11. Children

EmailToCRM is not directed to children under 18, and we do not knowingly collect personal information from children. If you believe a child has provided personal information, contact us and we will take appropriate steps to delete it.

12. Third-party links and services

The website and product may link to or integrate with third-party services. Their privacy practices are governed by their own policies. Review those policies before providing information to third parties.

13. Changes to this policy

We may update this Privacy Policy from time to time. If changes are material, we will provide reasonable notice, such as by email or an in-app notice. The "Last updated" date at the top of this page reflects the latest revision. Continued use after the effective date constitutes acceptance of the updated policy.

14. Related terms

Use of EmailToCRM is also governed by our Terms of Use. A Data Processing Agreement (DPA) is available on request for customers that need one.

15. Contact

For privacy questions or requests, email privacy@emailtocrm.online or legal@emailtocrm.online.