Privacy Policy

KudosCRM ("KudosCRM," "we," "us") is a customer-relationship management (CRM) platform based in Hong Kong. This policy explains what we collect, why, and the choices you have. It's written to be readable — for the full legal detail, contact [email protected].

• Your CRM data (the contacts, companies, deals, and messages you put into KudosCRM): you control it, and we process it for you. Our Data Processing Agreement governs this, and we never sell it.
• Your account data (sign-up, billing, and how you use the product): we act as the controller, and this policy covers it.

• Account & profile — name, email, phone, password, and (if you use Google sign-in) your Google profile.
• CRM content you add — the records, notes, emails, and files you store in KudosCRM.
• Usage & device data — log data, IP address, browser/device info, and how you use features — to run and improve the service.
• Billing — plan and billing contact details. We never store full card numbers; payments are handled by our payment provider.

To provide and secure the service, process payments, support you, send important service messages, and improve the product. We send marketing email only where permitted, and you can unsubscribe anytime.

When you use our AI features, the relevant content is sent to our AI provider (Anthropic) to generate the result. AI outputs are suggestions for you to review — they don't make automated decisions about people on their own. You can choose not to use AI features. We don't sell your data or use it for advertising. See How KudosCRM uses AI.

Connecting a Google account is optional, and we request only the access the features you switch on actually need. Gmail send lets you send from your own address on a contact or deal. Gmail read-only puts the emails you exchange with a contact onto that contact's and that deal's timeline — we sync your inbox only, never chats, spam or trash, and you choose when you connect how far back we read. Calendar events writes meetings booked through your booking page onto your calendar and updates or removes them when a meeting changes. Calendar free/busy reads only your busy time ranges — never event titles, guests or details — so your booking page never offers a slot you are already busy for. We never modify or delete your mail.

KudosCRM's use and transfer of information received from Google APIs to any other app adheres to the Google API Services User Data Policy, including the Limited Use requirements.

In practice: we use Google data only to provide the features above to you and the teammates in your workspace. We don't sell it, don't use it for advertising, and don't use it to train generalised AI or machine-learning models. If you ask for an AI summary of a thread, that thread goes to our AI provider solely to produce the result you asked for — see How KudosCRM uses AI. Nobody at KudosCRM reads your Google data except with your explicit permission for support, or where the law requires it. Access and refresh tokens are encrypted at rest.

You stay in control. Disconnect a mailbox at any time in Settings → Email, which stops the sync; remove it entirely, which deletes the connection and can also purge every synced message; or withdraw KudosCRM's access from your Google Account permissions page.

We share data only with trusted service providers who help us run KudosCRM (hosting, email delivery, AI, error monitoring, and the integrations you connect, such as Google, Microsoft, and Slack). We publish the full list at Sub-processors. We don't sell or rent your personal data.

We use essential cookies to run KudosCRM and a small set of functional cookies. On this marketing website we also use Microsoft Clarity for analytics and session replay, which sets its own cookies and records how visitors move through our pages, and the Meta Pixel (loaded through Google Tag Manager) to measure whether our advertising leads to demo bookings and sign-ups. When you submit a form on the website we may send that event to Meta from our server together with your IP address, browser type, and a hashed version of the contact details you entered. See our Cookie Policy.

KudosCRM is operated from Hong Kong and uses cloud infrastructure and service providers that may process data in other regions, including the United States. Where required, we put appropriate safeguards in place for those transfers.

We keep your data for as long as your account is active and as needed to provide the service or meet legal obligations. When you close your account, we provide an export window and then delete your data.

Depending on where you live (EU/UK, California, Hong Kong, and others), you may have the right to access, correct, delete, export, or object to the use of your personal data. To exercise any right, email [email protected] — we'll respond within the timeframes the law requires.

We protect your data with encryption in transit, access controls, tenant isolation, monitoring, and ongoing security testing. No system is perfectly secure, but we work continuously to keep your data safe. Report security concerns to [email protected]. Full details at /security.

KudosCRM is a business tool not intended for children, and we don't knowingly collect data from them.

We'll update this policy as our service evolves and post the new date above. Material changes will be notified.

Privacy questions & requests: [email protected]
Data Protection Officer: [email protected]
KudosCRM · Unit B6, 12th Floor, Wing Wah Building, No. 677 King's Road, Quarry Bay, Hong Kong