Privacy Policy

Who we are

OttrCRM is the trading name for the service. The service is operated by Sebastian Sime Cavlov as an individual / sole trader in South Australia, Australia.

Privacy contact: privacy@ottrcrm.com

Information we collect

• Account and identity information — name, email, authentication and security data
• CRM and operations data you enter — leads, people, events, proposals, tasks, and related business records
• Form responses submitted through Ottr capture forms
• Email and Gmail-synced content when you connect Gmail
• Files and uploads attached to CRM records
• Support tickets and feedback you submit in-product
• Security, audit, and operational logs
• Product usage signals and limited session replay when analytics is enabled
• Error and diagnostic data when observability is enabled

How we collect information

We collect information when you create an account, use OttrCRM, connect integrations, submit support requests, or interact with public forms and proposals hosted for workspace operators.

Authentication credentials are handled by our authentication provider. Ottr does not store password hashes.

Why we use information

• Provide and operate the CRM and event operations service
• Authenticate users, enforce access controls, and protect accounts
• Send transactional email and sync optional Gmail connections
• Administer beta programme access and entitlements
• Improve product quality, activation, and reliability
• Respond to support, privacy, and feedback requests
• Maintain audit and security records for privileged operations

Disclosure and service providers

We use service providers to operate OttrCRM. Depending on configuration, these may include:

• Supabase — authentication, database, and file storage
• Vercel — application hosting and scheduled jobs
• Resend — transactional email delivery and authentication email
• Google — optional Gmail OAuth and API access when you connect Gmail
• PostHog — product analytics and sampled session replay when enabled
• Sentry — error monitoring when enabled

Storage and international processing

Primary application database hosting is configured for Sydney, Australia (ap-southeast-2). Application functions may run in Sydney.

Some service providers may process data in other countries. We do not represent that all data stays in Australia.

Processing locations for individual service providers depend on their current configuration and may change.

Security

We use access controls, workspace isolation, encryption in transit, and operational monitoring appropriate to a business SaaS service.

No method of transmission or storage is completely secure. We do not guarantee absolute security.

Retention

CRM data is generally retained until you or your workspace administrators delete it or take workspace deletion actions.

There is no application-wide automated purge schedule for all data classes.

Analytics and error monitoring retention follow vendor configuration and may differ from CRM retention.

Access, correction, and deletion

You may access and update much of your account information in product settings.

Account closure ends your access and scrubs personal profile fields but does not automatically erase all workspace CRM content.

Workspace deletion actions may remove workspace CRM data subject to in-product controls and safeguards.

Formal privacy, access, correction, or erasure requests may be sent to privacy@ottrcrm.com. Identity verification may be required.

Product analytics and session replay

When configured, Ottr uses PostHog for semantic product analytics to understand how authenticated users move through product surfaces and complete key workflows.

Automatic pageview capture, autocapture, and pageleave capture are disabled. Events are limited to defined product signals without customer names, email addresses, or message content.

Sampled session replay may be enabled at approximately 20% of sessions. Inputs are masked by default, text selectors are masked, and sensitive surfaces — including proposal editing, inbox content, lead detail, rich-text editors, and MFA flows — are blocked from replay.

Founder-facing product intelligence uses domain-derived aggregates and operating-profile snapshots. It does not use raw CRM message bodies in read models. PostHog is not required at runtime for that internal intelligence layer.

Error monitoring

When configured, Sentry collects error and diagnostic information to improve reliability.

Default personally identifiable information sending is disabled. User context is limited to internal user identifiers. Request headers, cookies, and known secret patterns are scrubbed before transmission.

Sentry session replay is not used.

Complaints and contact

Privacy questions or complaints may be sent to privacy@ottrcrm.com.

If you are not satisfied with our response, you may have rights to contact the Office of the Australian Information Commissioner or another relevant regulator.

Updates to this policy

We may update this policy as the service, processors, or legal requirements change. Material updates should be communicated through appropriate product or direct channels.