Spell CRM ProSpell CRM Pro

Privacy Policy

Effective April 2026

Spell Solutions (referred to in this policy as Spell, we, us, or our) builds Spell CRM Pro and Spell Help Pro, collectively the Services. This Privacy Policy explains what information we collect when you use the Services, how we use it, and the choices you have. If anything below is unclear, write to us at privacy@spell.solutions and we will answer in plain language.

1. Information we collect

We collect the following categories of information.

  • Account information such as your name, work email, role, organization, password hash, and profile photo.
  • Customer records you put into the Services including contacts, companies, deals, tickets, emails, call logs, notes, files, and chat messages. Your organization owns this data and you control it.
  • Usage and device data such as IP address, browser type, operating system, referring pages, pages visited, and timestamps, collected through standard logs and minimal analytics.
  • Location data when your organization uses GPS and field operations features, including device location and geofence check ins, collected only while the relevant app is in use and with appropriate notice to the user.
  • Communications content that is sent through the Services, such as email replies, ticket comments, chat messages, and phone call metadata, so the Services can function.

2. How we use information

We use the information we collect to:

  • Provide, maintain, and improve the Services.
  • Authenticate users, prevent fraud, and secure the platform.
  • Generate AI powered features such as reply drafting, ticket routing, summarization, and sentiment analysis, in a way that serves your organization and does not train generalized public models on your customer data.
  • Communicate service announcements, security notices, and requested support.
  • Comply with legal obligations and enforce our terms.

3. AI and machine learning

The Services use AI to assist your team. We operate on the principle that your customer data is yours. We do not use content from your workspace to train foundation models that are offered to other customers. When we call third party AI providers to deliver features such as summarization or reply drafting, we do so under contracts that prohibit that content from being used to train the provider's general models and that require confidentiality.

4. How we share information

We do not sell your personal information. We share it only as described below.

  • Within your organization according to the access roles your administrator configures.
  • With subprocessors who help us run the Services, such as cloud hosting, email delivery, SMS and voice providers, and AI model providers. Each is bound by a data processing agreement.
  • For legal reasons if we are compelled by valid legal process, to protect rights and safety, or in connection with a merger or acquisition where we will provide notice before your information transfers.

5. Data retention

We keep your data for as long as your workspace is active and for a reasonable period after to permit restoration and to meet legal or regulatory obligations. You can delete individual records at any time, and an administrator can request full deletion of the workspace by writing to privacy@spell.solutions.

6. Security

We protect your data with encryption in transit and at rest, role based access controls, audit logging, and routine security reviews. No system is perfectly secure, so we also maintain an incident response process and will notify you promptly in the unlikely event of a breach that affects your data.

7. International transfers

The Services are hosted in regions we select for performance and compliance. If we transfer personal data across borders, we do so using safeguards recognized under applicable law.

8. Your rights

Depending on where you live, you may have the right to access, correct, delete, or port your personal information, to object to or restrict certain uses, and to withdraw consent. To exercise any of these rights, contact your workspace administrator or write to us at privacy@spell.solutions. We will respond within the timelines required by law.

9. Children

The Services are intended for business use by adults. We do not knowingly collect personal information from children under 16. If you believe we have done so, contact us and we will delete the information.

10. Changes to this policy

We may update this policy from time to time. When we make material changes we will post a notice in the product and update the effective date at the top of this page.

11. Contact us

Spell Solutions. Email: privacy@spell.solutions. General inquiries: info@spellcrmpro.com.