Privacy Policy

Last updated: April 13, 2026 · Effective date: April 13, 2026

1. Introduction

Sophie CRM ("the Service", "we", "us", or "our") is operated by Stratos X Technologies. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use Sophie CRM, accessible at sophiecrm.com and its associated subdomains. By using the Service, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect

We collect the following categories of information:

Account information: name and email address provided during sign-in via OAuth.
CRM data: contact records, company workspaces, email sequences, and activity logs that you create within the Service.
Gmail / Outlook integration data: when you connect a Gmail or Outlook account, we store OAuth tokens (access token and refresh token) solely to send emails on your behalf. We do not read, index, or store the contents of your inbox.
Usage data: page views, feature interactions, and error logs used to improve the Service.

3. How We Use Your Information

To provide, operate, and maintain the Service.
To send emails on your behalf when you use the AI Composer or automated sequences.
To personalize your experience and improve Service features.
To communicate important updates, security notices, or support responses.
To comply with legal obligations.

4. Gmail API Usage

Sophie CRM's use of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. Specifically:

We only request the gmail.send and userinfo.email scopes.
We use Gmail access solely to send emails you explicitly compose and initiate within the Service.
We do not read, store, or share the contents of your Gmail inbox.
We do not use Gmail data for advertising or to train AI/ML models.
You can revoke Gmail access at any time from the Integrations tab or from your Google Account permissions page.

5. Data Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share data with:

Service providers: infrastructure and hosting providers (e.g., cloud storage, database) necessary to operate the Service, under confidentiality obligations.
Legal requirements: when required by law, court order, or governmental authority.
Business transfers: in connection with a merger, acquisition, or sale of assets, with notice provided to affected users.

6. Data Retention

We retain your data for as long as your account is active or as needed to provide the Service. You may request deletion of your account and associated data by contacting us at the email below. Upon deletion, CRM data, OAuth tokens, and contact records are permanently removed within 30 days.

7. Security

We implement industry-standard security measures including encrypted storage of OAuth tokens, HTTPS for all data in transit, and access controls limiting who can view your data. However, no method of transmission over the Internet is 100% secure, and we cannot guarantee absolute security.

8. Your Rights

Depending on your jurisdiction, you may have the right to access, correct, or delete your personal data, and to withdraw consent at any time. To exercise these rights, contact us at [email protected].

9. Children's Privacy

The Service is not directed to individuals under the age of 13. We do not knowingly collect personal information from children under 13. If you believe a child has provided us with personal information, please contact us immediately.

10. Disclaimer of Liability

The Service is provided "as is" without warranties of any kind. Stratos X Technologies and the developers of Sophie CRM are not responsible for any outcomes, losses, or damages arising from the use of the Service, including but not limited to the sending of emails, management of contact data, or reliance on AI-generated content. Users are solely responsible for the content they send and the compliance of their outreach activities with applicable laws (including CAN-SPAM, GDPR, and CASL).

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by updating the "Last updated" date at the top of this page. Continued use of the Service after changes constitutes acceptance of the revised policy.

12. Contact Us

If you have questions about this Privacy Policy, please contact us at:

Stratos X Technologies
Sophie CRM
Email: [email protected]
Website: sophiecrm.com