RoloCRM Privacy Policy

(Last Updated: May 20, 2019)

Policy Summary

RoloCRM is a simple but powerful CRM that helps businesses track their customer contacts and conversations. Sales reps can enter data without having to learn complicated software. Businesses can get better visibility without having into invest time in training and configuration.

RoloCRM helps you automatically track calls, SMS, emails and other interactions with your business contacts in the CRM, and access CRM information during calls using an enhanced Caller ID. RoloCRM also integrates with popular CRMs like ZohoCRM, Freshsales and Hubspot in the backend.

Details of Personal Information Collected By RoloCRM and How It Is Used

Data Collected Why Do We Collect This Data? Who Do We Share It With? Why Do We Share It?
Information About Calls and SMS You exchange with customers To automatically log these calls and SMS on a CRM of your choice. We also have an option to display this information on the app so that you can access them during customer calls and follow up on them.

Zoho CRM/Freshsales CRM/Hubspot CRM/RoloCRM

 

To reduce the effort involved in tracking customer interactions.
Note: This information will be shared only with one of the above services depend on what you choose at the time of joining. If you select RoloCRM when you join, this information will be stored on our servers hosted on AWS.
Your Name To address you by name when we send you an email or chat with you. Freshchat and Freshdesk To identify you when chat with you for providing support
Your Email Address To identify you as a user. To email you regarding support, or new product updates or other offers Freshchat and Freshdesk To identify you when chat with you for providing support
Your Phone Number To call you for support, marketing and other activities. No One Not Applicable
Your IP Address and Device Details To manage number of licenses and to help you troubleshoot any issues that many arise. Freshchat and Freshdesk To help you identify and troubleshoot issues during a support chat.
Emails you exchange with your customers. By default, the emails we retrieve are stored only on your device. The app provides an option for you to change this default setting to log these emails automatically to a CRM of your choice.

Zoho CRM/Freshsales CRM/Hubspot CRM/RoloCRM

 

To reduce the effort involved in tracking customer interactions

Note: This information will be shared only with one of the above services depend on what you choose at the time of joining. If you select RoloCRM when you join, this information will be stored on our servers hosted on AWS.

Customer Contacts That You Add Using The App To Identify a contact as a customer contact so that we may log only calls, SMS and emails from that contact. Zoho CRM/Freshsales CRM/Hubspot CRM/RoloCRM To add these contacts to your CRM so that you can access them through other means.
Note: This information will be shared only with one of the above services depend on what you choose at the time of joining. If you select RoloCRM when you join, this information will be stored on our servers hosted on AWS.
Notes That You Add To A Contact with attachments. To store important information about your interactions with a customer. Attachments can include images, documents and GPS location. Zoho CRM/Freshsales CRM/Hubspot CRM/RoloCRM

To reduce the effort involved in tracking customer interactions

Note: This information will be shared only with one of the above services depend on what you choose at the time of joining. If you select RoloCRM when you join, this information will be stored on our servers hosted on AWS.

Reminders/Events that you add to a contact To remind yourself about upcoming events related to the customer. Zoho CRM/Freshsales CRM/Hubspot CRM/RoloCRM

To reduce the effort involved in tracking customer interactions

Note: This information will be shared only with one of the above services depend on what you choose at the time of joining. If you select RoloCRM when you join, this information will be stored on our servers hosted on AWS.

Your Location To store information about where you meet your customer. To also store information about time taken and distance travelled to meet your customers. Note: We DO NOT collect this information automatically. You need to perform explicit actions in the app to trigger this functionality.  This feature is completely optional. Zoho CRM/Freshsales CRM/Hubspot CRM/RoloCRM

To reduce the effort involved in tracking customer interactions

Note: This information will be shared only with one of the above services depend on what you choose at the time of joining. If you select RoloCRM when you join, this information will be stored on our servers hosted on AWS.

The Third Party Services That We Use And Share Some Of Your Data With

Service Why Do We Use It What Data Do We Share With Them
Zoho CRM, Freshsales CRM, Hubspot CRM RoloCRM offers integrations with third party CRMs. We automatically log your customer calls, SMS and other details into whichever CRM you choose. Customer Calls, Customer SMS messages, Customer Emails, Notes About Customer Contacts, Reminders/Events For Customer Contacts, Newly Added Customer Contacts, SMS Messages Scheduled to be sent to Customers, Attachments that are added to notes including images, documents and GPS location.
Google Analytics For Firebase To understand how our app is used so that we can improve your experience. Anonymized information related to Application Opens, Application Updates, Device Information, First Launches, Geography/Region, In-app Purchases, Number of Sessions, Number of Users, Operating Systems, Session Duration, Usage Data and an anonymized user id.

Note: We do not share your personal information like email id or name with this service.
Crashlytics To get notified when our app crashes on your device so that we may fix those crashes. Android Device details: Device Manufacturer, Device Model, OS Version (Android), Android SDK Version, App Version (Rolo CRM)
Firebase Cloud Messaging To send push notifications to you via our app. Android Device details: Device Manufacturer, Device Model, OS Version (Android), Android SDK Version, App Version (Rolo CRM)
Freshchat and Freshdesk You can chat with us within our app to get support. Freshchat is the service that helps us provide this support chat service

Your Name and Your Email

Android Device details: Device Manufacturer, Device Model, OS Version (Android), Android SDK Version, App Version (Rolo CRM)
CRM being used: Zoho/Hubspot/Freshsales/Rolo Standalone, Your IP Address

ABBYY We use ABBYY to help you scan business business cards and convert them to business contacts. Your business card image, scanned information from the business card
AWS Our servers are hosted on Amazon Web Services. If you decide to select ‘RoloCRM’ as your backend (instead of Zoho of other CRMs), then, the details of your customer calls & SMS will be stored on our servers hosted on AWS. The next section has more details.

Full Text

RoloCRM (“RoloCRM”, “Rolo CRM” “RoloCRM App”, “Rolo CRM App”, “RoloCRM-App”, “Rolo”, “ROLO”, “Service”) refers to the android application named ‘RoloCRM’ and the website https://rolocrm.in developed by Netmine Mobile Innovations Private Limited ( “we”,  “our”, “us”, “Netmine”, “Company”).

We respect the privacy of our users and are fully committed to protect personal information that users (‘users’, ‘you’ or ‘your’) share with us in connection with the use of RoloCRM.

This Privacy Policy (the “Privacy Policy”) is intended to describe our practices regarding the information we may collect from you when you use RoloCRM, the manners in which we may use such information, and the options and rights available to you. Capitalized terms which are not defined in this Privacy Policy, shall have the meaning ascribed to them in our Terms of Use (“Terms”) located at https://www.rolocrm.in/termsandconditions.

This Privacy Policy does not apply to the practices of companies that we do not own or control or to individuals whom we do not employ or manage.

Table of Contents

1. User Content

By downloading, installing, accessing or using RoloCRM, you expressly consent to be bound by the terms and conditions set forth in this Privacy Policy, including but not limited to, the collection, processing, use and disclosure of your information. You represent and warrant that you have all rights necessary to submit such information. If you are using RoloCRM for an organisation, you consent to the terms of this Privacy Policy on behalf of that organisation. You represent that you have the legal authority to consent to the terms of this Privacy Policy on behalf of the organization and to be bound by its terms. If you are acting on behalf of a company or entity, you represent that you have the authority to bind such entity.

If you do not understand or you do not agree to be bound by any term hereof, you may not download, install, access or use RoloCRM, and must promptly and permanently remove RoloCRM completely from your systems and devices and cease any and all use thereof.

 

2. A Note about Children

Our Services are not directed toward minors. To use RoloCRM, you must be over the age of 13. We do not knowingly collect personal information from anyone under the age of 13.

3. Changes to the Privacy Policy

We reserve the right to update this Privacy Policy at any time. When we do, we will revise the updated date at the bottom of this page. Your continued use of RoloCRM after we have amended the Privacy Policy, will constitute acceptance of and agreement to be bound by those amendments.

We encourage users to frequently check this page for any changes to stay informed about how we are helping protect the Personal Information we collect. You acknowledge and agree that it is your responsibility to review this Privacy Policy periodically and become aware of modifications.

4. Information We Collect

We may collect Personal Information and Non-Personal Information, as defined below, from our Users

  • Personal Information
    Information that allows someone to identify you or contact you, either alone or in combination with other information, including, for example, your name, address, telephone number, email address, as well as any other non-public information about you that is associated with or linked to your Personal Information
  • Non-Personal Information (or) Anonymous Information
    Information that is not associated with or linked to your Personal Information. Information that, by itself, does not permit the identification of individual persons.

We may collect the following types of information from or concerning you or your mobile phone device, which may include Personal Information.

  1. Information You provide to us
    We receive and store any information you provide to us or permit us to access. You can choose not to provide us with certain information, but then you may not be able take advantage of some or all of RoloCRM’s features.For example, when you use RoloCRM, we may collect the following information from you:
  • Personal Information
    • We may collect Personal Information from you, such as your full name, email and mailing address, professional title, company name, phone number when you start using RoloCRM or when you update your profile on RoloCRM.
    • If you provide us feedback or contact us via email, we will collect your name and email-address, as well as any other content included in the email, in order to send you a reply.
    • If you provide us feedback from within the app, we (or our third party service provider) will collect the information you provide along with your name, email id and other Personal and Non-personal Information to help us process your feedback.
  • Third Party Account Information
    • RoloCRM incorporates content from Third Party platforms, such as Google and Microsoft (“Third Party Services”). In order to connect your RoloCRM account to your accounts and contacts on those services (“Third Party Accounts”), we may ask you for account information for those services. If you provide your third-party account credentials to us, you understand some content and/or information in those accounts (“Third Party Account Information”) may be transmitted into your account with us if you authorize such transmissions, and that Third Party Account Information transmitted to our Services is covered by this Privacy Policy.This Privacy Policy does not apply to the practices of such Third Party Services. We are not responsible for the privacy policies and/or practices of these Third Party Services, and, to the extent you access them, you are responsible for reading and understanding the privacy policies of those Third Party Services. This Privacy Policy only governs information that is collected from those services. We don’t store your passwords for those Third Party Accounts
  • Information about Others
    • Contact Info: When you use the RoloCRM App, we may access Contact Information from your address books. “Contact Information” means information about your contacts that we collect from your address book(s), your email, your business cards or information that you provide about your contacts directly to RoloCRM, which includes but is not limited to, first name, last name, birth date, age, email address, gender, company, job title, photos, images of business cards, website urls, instant messenger handles and physical address.
    • Emails: RoloCRM can display emails you have exchanged with a particular contact as part of the interaction history for that contact. As part of this feature, RoloCRM will access emails exchanged with CRM contacts only. For this feature, you have two levels of control
      • You can control RoloCRM’s access to each of your email accounts separately. You need to give permission to RoloCRM to access emails exchanged with CRM contacts, for each email account. We do not collect or store passwords to enable this feature.
      • When you authorize RoloCRM to access your email account, emails retrieved with this permission are kept on the local device only. However, you have the option of syncing these emails to the CRM server by enabling a special setting within the app. If this setting is enabled, a copy of the emails retrieved will be stored against the contact in the CRM.
    • Third Party Accounts: When you link a Third Party Account to your RoloCRM account (by signing in using your Third Party Account information or otherwise), we may collect and store information about your contacts available from those Third Party Accounts. This information may include their photo, name, email address, the calls and messages you exchange with your contacts through those Third Party Accounts and other content you have access to when you access such profiles on those Third Party Websites.
  • Other Information When you use RoloCRM we may collect other information from you as below
    • Call Logs and SMS Logs – If you grant us permissions, we may collect a history of all your calls and SMS messages with your CRM contacts.
    • Notes about contacts – RoloCRM will allow you to make notes about your contacts. We will store these notes in the CRM of your choice..
    • Reminders about contacts – RoloCRM will allow you to create Reminders for contacts. We will store these reminders in the CRM of your choice.
    • Location Information – RoloCRM has features which help you attach location to notes or record locations where you meet your customers. Note: We DO NOT collect this information automatically. You need to explicitly add a special note with a location tag  to trigger this functionality. This feature is completely optional.
  • Information We collect as You access and use RoloCRM
    • Our servers (which is hosted by Amazon’s AWS) collect information from you, including your browser type, operating system, Internet Protocol(IP) address, domain name, and/or a date/time stamp for your visit.
    • Our servers (which which is hosted by Amazon’s AWS) collect information about mobile device identifier, mobile device brand and model, operating system type and version, screen resolution, network provider, language and information about your use of RoloCRM.
    • In addition to any Personal Information or other information that you choose to submit to us, we may use a variety of technologies that automatically (or passively) collect certain information whenever you visit or interact with RoloCRM (” Usage Information”). We may use Analytics tools to collect information about the way you use RoloCRM.  These analytics tools also receive this information, and their privacy policy governs their use of it. We may also use technologies to collect information about your usage in context of errors and crashes in the app, in the form of logs.
    • We also use cookies, tracking pixels and URL information to gather information regarding the date and time of your visit and the information for which you searched and which you viewed. “Cookies” are small pieces of information that a website sends to your computer’s hard drive while you are viewing a web site. We may use both session Cookies(which expire once you close your web browser) and persistent Cookies (which stay on your computer until you delete them) to provide you with a more personal and interactive experience. Persistent Cookies can be removed by following Internet browser help file directions.
  • Aggregate Information We collect statistical information about how both unregistered and registered Users, collectively, use the Service (“Aggregate Information”). Some of this information is derived from Personal Information. This statistical information is not Personal Information and is not tied back to you or your account..
  • Information Third Parties collect about You Third Party Websites that you choose to link your RoloCRM account to may also collect information that we are not aware of. You should consult their applicable terms of service and privacy policies for more information on their data collection practices.

5. How do We Use the Information We Collect?

  1. Use Of Non-Personal or Anonymous Information – We may use Non-Personal Information to analyze usage patterns so that we may enhance our Services. Netmine reserves the right to transfer and disclose to third parties or otherwise use Non-personal Information at its sole discretion. Non-Personal Information includes information collected directly from the Users or information extracted from Personal Information by excluding information that could identify you personally.
  2. Use Of Personal Information and Contact Information
    1. General Use – In general, we may use the Personal Information and Contact Information we collect from you to help us serve you better. For example, we may use your Personal Information and Contact Information to
      1. facilitate the creation of and secure your account on our system;
      2. identify you as a user in our system;
      3. provide improved administration and quality of experience of our Services;
      4. provide the Services you request; or respond to your requests in any other manner as appropriate;
      5. send you a welcome e-mail to verify ownership of the e-mail address provided when your account was created;
      6. send you administrative e-mail or SMS notifications, such as security, support and maintenance advisories;
      7. respond to your inquiries related to employment opportunities or other requests;
      8. personalize and improve RoloCRM and to analyse how Users utilise RoloCRM. We may also use Personal Information and non-Personal information for purposes including responding to your requests for information, product, and services; customizing or personalizing content; providing you offers and information we think may be of interest to you; operating and improving our Service; and for other purposes disclosed at the time of collection.
      9. send you email or SMS to obtain feedback about RoloCRM; and
      10. send newsletters, surveys, offers, and other promotional materials related to our Services.
    2. To Provide RoloCRM’s Features – We may use the Personal Information and Contact Information we collect from you to provide the functionality delivered by RoloCRM. This usage includes but may not be limited to the following.
      1. We may use your Contact Information to correlate multiple contact information of a friend from different sources. For example, we may help you correlate phone numbers from one source with email id and occupation from another source to create a complete view.
      2. RoloCRM provides a built in ability to display call logs and SMS logs. In addition, RoloCRM allows you to capture call logs and message logs related to CRM contacts in the CRM. Call logs and SMS logs information will be used to either display them to you or provide you with insights about how frequently you interact with a contact.
      3. RoloCRM includes support to display email interactions with your CRM contacts. In addition, RoloCRM allows you to capture these email interactions on the CRM server. This is to maintain a rich interaction history for your CRM contacts which can be shared across the team.
      4. RoloCRM will backup your reminders on our servers to capture additional information. In the case of reminders, RoloCRM will include information about a reminder which indicates whether it’s marked as “DONE”.
    3. Usage Information – As mentioned above, We use analytics and crash reporting tools which have access to Usage Information (as defined above). These tools include, without limitation,
      1. Firebase Analytics
      2. Crashlytics
    4. Sharing with Agents – We may use certain third parties to provide you the Services that we offer; to conduct quality assurance testing; to facilitate creation of accounts; to provide technical support; to process feedback. We may need to share your Personal Information and Contact information and other information with these third parties. Third party services include without limitation,
      1. Freshchat (Hotline.io)
      2. Freshdesk
      3. ABBYY
    5. IP Address Information – While we collect and store IP address information, that information is not made public. We do at times, however, share this information with our partners, service providers and other persons with whom we conduct business, and as otherwise specified in this Privacy Policy.
    6. Affiliates and Acquisitions – We may share some or all of your Personal Information with our parent company, subsidiaries, joint ventures, or other companies under a common control (“Affiliates”), in which case we will require our Affiliates to honor this Privacy Policy. If another company acquires our company, business, or our assets, that company will possess the Personal Information collected by us and will assume the rights and obligations regarding your Personal Information as described in this Privacy Policy.
    7. Sharing for Legal Purposes – We may share Personal Information or Contact Information we collect in the following cases:
      1. to satisfy any applicable law, regulation, legal process, subpoena or governmental request;
      2. to enforce this Privacy Policy and/or the Terms, including investigation of potential violations thereof;
      3. to detect, prevent, or otherwise address fraud, security or technical issues;
      4. to respond to claims that any use of the App violates the rights of third-parties;
      5. to protect the rights, property, or personal safety of Company, any of its Users, or the general public;
        pursuant to your explicit approval prior to the disclosure;

6. How do We Protect the Information We Collect?

We take appropriate security measures (including physical, electronic and procedural measures) to help safeguard your Personal Information from unauthorized access and disclosure.

  1. Access limited to user data needed for the app features
  2. User data stored for back-up protected using encryption
  3. Access to user data limited to senior personnel who are required to get user consent before viewing any personal data
  4. All personal data masked/anonymized when diagnostic data is sent by the user to the customer support team for troubleshooting

However, no system can be completely secure. Unauthorized entry or use, hardware or software failure, and other factors, may compromise the security of user information at any time. Therefore, although we take steps to help secure your information, we do not promise, and you should not expect, that your Personal Information will always remain secure.

7. What Choices do You have Regarding Your Personal Information?

  1. You can always opt not to disclose certain information to us, even though it may be needed to take advantage of some of our features.
  2. You can request that we cancel your account by writing to us at privacy@rolocrm.in.

8. GDPR Requirements

Breach Notification

Data processors will be required to notify their customers, the controllers, “without undue delay” after first becoming aware of a data breach.

RoloCRM Clarification

All breach related monitoring and notifications handled by senior management and guaranteed to be done within 72 hours.

Right to Access

GDPR emphasizes the right for data subjects to obtain from the data controller confirmation as to whether or not personal data concerning them is being processed, where and for what purpose. Further, the controller shall provide a copy of the personal data, free of charge, in an electronic format. This change is a dramatic shift to data transparency and empowerment of data subjects.

RoloCRM Clarification

RoloCRM is a business application that helps you automatically log customer calls and SMS messages to your CRM and access CRM information during calls using an enhanced Caller ID. RoloCRM  handles the following user data.

  1. Contact data is processed and presented to the user along with a history of interaction with a given contact. Contact data is also backed up so that it can be restored on a new device of the user’s choice
  2. Text messages (SMS) are processed and displayed to the user through the app. Text messages are backed up as part of the user’s interaction history for a contact.
  3. Call logs: Call information is processed and displayed to the user through the app. Call logs are backed up as part of the user’s interaction history for a contact.
  4. Emails: Emails exchanged with CRM contacts are fetched and displayed to the user through the app. Emails are backed up to the CRM server ONLY after consent is provided by the user.
  5. Other data: Other data created by the user on RoloCRM (notes, reminders) are  backed up as part of the user’s interaction history for a contact.

A copy of personal data related to a user can be obtained by sending an email request to privacy@rolocrm.in with the subject line: Request for my data. The user just needs to mention the email id that was used to register with RoloCRM. The requested data will be sent in electronic format in response to this email.

Right to be Forgotten

Also known as Data Erasure, the right to be forgotten entitles the data subject to have the data controller erase his/her personal data, cease further dissemination of the data, and potentially have third parties halt processing of the data.

RoloCRM Clarification

RoloCRM provides a process and a mechanism by which a user can request erasure of data related to him.

  1. A RoloCRM admin can send an email to privacy@rolocrm.in with the subject line: Request to delete data. The admin needs to send the email from the email id registered as admin with RoloCRM. A confirmation email will be sent to the admin in response, confirming deletion of the data. Once the deletion is confirmed, users in the team needs to uninstall the app.
  2. Deleting data has different implications when RoloCRM is used as the backend vs Zoho/Hubspot/Freshsales.
    1. When RoloCRM is used as the backend, all data including CRM data is deleted
    2. When Zoho/Hubspot/Freshsales is used as the backend, only the RoloCRM accounts are deleted. The CRM data can be deleted by the account admin by contacting the CRM vendor (Zoho/Hubspot/Freshsales)

Data Portability

GDPR introduces data portability – the right for a data subject to receive the personal data concerning them, which they have previously provided in a ‘commonly use and machine readable format‘ and have the right to transmit that data to another controller.

RoloCRM Clarification

  1. A RoloCRM account admin can obtain the data stored in the account by sending an email request to privacy@rolocrm.in with the subject line: Request for my data. This applies when RoloCRM is used as the backend. When Zoho/Hubspot/Freshsales is used as the backend, the user can get a copy of the data directly from the CRM (Zoho/Hubspot/Freshsales). The user will get a copy of the data tables (in CSV format) in the response.

Privacy by Design

Privacy by design is a part of a legal requirement with GDPR. This calls for inclusion of data protection from the onset of the designing of systems, rather than an addition. More specifically – ‘The controller shall..implement appropriate technical and organisational measures..in an effective way.. in order to meet the requirements of this Regulation and protect the rights of data subjects’. Controllers should hold and process only the data absolutely necessary for the completion of its duties (data minimisation), as well as limiting the access to personal data to those needing to act out the processing.

RoloCRM Clarification

RoloCRM is designed with user data privacy in mind, and incorporates the following measures

  1. Data minimisation: Access limited to user data needed for the app features
  2. Technology safeguard to limit access: User data stored for back-up protected using encryption
  3. Access to user data limited to senior personnel who are required to get user consent before viewing any personal data
  4. All personal data masked/anonymized when diagnostic data is sent by the user to the customer support team for troubleshooting

9. Questions

If you have any questions (or comments) concerning this Privacy Policy, you are welcome to send us an email at privacy@rolocrm.in, and we will make an effort to reply within a reasonable time frame.

By contacting us, you represent that you are free to do so and that you will not knowingly provide Company with information that infringes upon third parties’ rights, including any intellectual property rights. You further acknowledge that notwithstanding anything herein to the contrary, any and all rights, including intellectual property rights in such information provided, shall belong exclusively to the Company, and Company may use or refrain from using any such information at its sole discretion.


Changes to the Policy

November 1, 2018

  • Added Section 9 on GDPR requirements and how they are handled in RoloCRM.

February 21, 2019

  • Added clarifications related to email access

May 20, 2019

  • Removed extraneous clause related to data sharing