Privacy Policy

1.1 Information You Provide

• Account information: your name, email address, profile photo, job title, time zone, and your role and status within a workspace. We authenticate you with a one-time email code or Google Sign-In; we do not store passwords.
• Organization information: workspace name, logo and icon, website, country, employee count, currency, and how you heard about us.
• CRM content: companies, contacts, deals, notes, tags, calls, email threads, proposals, contracts, invoices, and any other records or files you create, upload, or import. Contact and company records can include names, email addresses, phone numbers, job titles, social profiles, location, and free-text notes.
• Documents and e-signatures: proposal and contract content, and — for documents that are signed — the signer's name, email, IP address, browser/user-agent, an approximate location, the signature image, the field values entered, a snapshot of the signed document, a content hash, and the consent text shown at signing.
• Public form and booking data: when one of your prospects fills in a public AI intake form or books a meeting through your booking page, we collect on your behalf the information they submit (such as name, email, phone, website, free-text answers, and the AI-extracted summary of their request).
• Communications: support requests, feedback, and other messages you send to us.
• Payment and billing information: processed by Stripe. We store your subscription status, plan, seat count, and billing identifiers, and — where you configure invoicing — your own payout and invoicing details (such as your business name and the bank account you want invoices to reference) so we can render the invoices you send. Any bank or invoice details we store are your own, not your clients'. Full payment-card data and your clients' checkout payment details are handled solely by Stripe and are never stored on Process Place servers (see §4 and §4.2).

As the controller of the personal data you submit about your own contacts, prospects, and signers, you are responsible for having a lawful basis to collect and process it and for giving those individuals any notice required by law; your instructions govern our processing of that data (see §11 and the content-license terms in §7 of the Terms of Service).

1.2 Information from Connected Services

When you connect a third-party account to the Service, we receive information from that account. The data we receive depends on the permissions you grant. For Google Workspace, see §3 (Google User Data). If you connect a meeting-notes provider (Fathom, Fireflies, Granola, or tl;dv), we use the API key you supply to pull your own meeting transcripts, summaries, and attendee details from that provider into your workspace; these are external sources you read from, not parties we send your CRM data to.

1.3 Information We Collect Automatically

• Log data: IP address, browser type and version, operating system, referring URLs, pages and endpoints accessed, timestamps, and error reports. Our application logs may also include the request and response payloads of API calls, which can contain personal data; see §4.1 and §9 for how these logs are handled.
• Device data: device type, screen size, language preference, and time zone.
• Usage and analytics data: features used, actions taken, page views, and session activity. The application uses PostHog for product analytics, which includes session replay of in-app interactions (with form inputs masked); the marketing website (process.place) uses Google Analytics. See §10 for details on cookies and tracking.

1.4 Information from Other Sources

For company and contact enrichment features, we look up publicly available information about a company using Brave Search and by fetching the company's own public web pages, then use an AI model to extract structured facts (such as industry, size, funding, and description). This enriched company information is associated with the corresponding records in your workspace. To improve performance, enriched company data keyed to a public web domain may be cached and reused across workspaces; this cache holds only public business information about companies, not your private CRM data. Where this enrichment, or a customer's submission of a third party's data, brings us personal data that did not come from the individual directly, we rely on the customer-controller to provide any notice required under GDPR Art. 14; the categories, sources, and purposes of that data are described in this section.

3.1 Google API Services User Data Policy — Limited Use

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

In particular:

• We use Google user data only to provide and improve the user-facing features described in this section.
• We do not transfer Google user data to others except as necessary to provide or improve those features (including to the service providers in §4.1, under contractual restrictions), to comply with applicable law, or as part of a merger, acquisition, or sale of assets — and then only with notice to affected users and provided the successor entity continues to be bound by this Privacy Policy and the Limited Use requirements.
• We do not use Google user data for advertising.
• We do not allow humans to read Google user data unless we have your specific consent, it is necessary for security purposes, it is necessary to comply with applicable law, or the data is aggregated and used for internal operations in compliance with applicable rules.
• We do not use Google user data to train, develop, or improve generalized or non-personalized AI or machine-learning models, and our AI providers are contractually prohibited from doing so.

3.2 Google Scopes We Request

When you connect Google Workspace, we request the following permissions ("scopes"). One is a restricted scope (gmail.readonly); the other three are sensitive scopes. You can review and revoke these at any time at myaccount.google.com/permissions.

• https://www.googleapis.com/auth/gmail.readonly (restricted) — Read your email messages and settings so we can show them on contact, company, and deal timelines, link them to the right CRM records, and learn your writing style for AI-assisted drafting.
• https://www.googleapis.com/auth/gmail.send (sensitive) — Send email on your behalf when you compose or reply to a message from inside Process Place.
• https://www.googleapis.com/auth/calendar.events (sensitive) — View and edit events on your calendars so we can surface meeting history on CRM records, identify external attendees, and create, update, or cancel events (including Google Meet links and attendee invitations) when you or a visitor books a meeting from inside Process Place or on your public booking page.
• https://www.googleapis.com/auth/calendar.freebusy (sensitive) — View your availability so your public booking page can hide time slots that conflict with your existing calendar events.

3.3 What We Access and Store

For inbound email (synced from Gmail), we read the full message — headers and body — and store the sender, recipients (to/cc/bcc), subject, date, message snippet, and a copy of the message body (truncated at 50 KB per message). Messages identified as internal-only or marked do-not-track are skipped. Inbound attachment files are not downloaded or stored; if you open an attachment from Process Place, it is streamed from Gmail on demand.

For outbound email (composed in Process Place and sent through Gmail), we store the sender, recipients, subject, date, message body, and attachment metadata (filename, size, content type). Outbound attachment files are held only briefly in private storage during the send window and are deleted once Gmail confirms the message was sent.

For calendar events, we store the title, description, start/end time, attendees (name, email, and response status), and meeting URL. A meeting URL may be derived from the event's location or description, but the event location itself is not stored as a field. Events marked private or confidential are skipped.

AI processing of Google data. To power user-facing AI features you invoke — such as proposal and brief generation, email drafting, and inferring your writing style ("voice profile") so drafts sound like you — the content of your synced Gmail messages and calendar context may be sent, at the time you use those features and only as transient context, to the AI providers we use (Anthropic, OpenAI, and Google), reached through the Vercel AI Gateway. This happens only to provide features you invoke for your own workspace. These providers operate under terms that prohibit training their models on your data, and Process Place does not train any models on it either. This use is consistent with the Limited Use requirements in §3.1. Outputs and structured results derived from Google data (for example, a voice profile or a generated draft) are stored in your workspace.

3.4 Encryption and Storage

Google OAuth access and refresh tokens are encrypted at rest using AES-256-GCM with a per-record initialization vector before they are stored in our database. Tokens are never logged or exposed in URLs.

3.5 Your Control Over Google Data

You have two independent ways to manage Google data in Process Place:

• Disconnect your Google account: stops sync immediately and revokes our access at Google. Already-synced email and calendar records are preserved so you can reconnect later (including with a different Google account) without losing CRM history. Available at Settings → Google account.
• Delete my Google data: permanently removes your synced email messages and your calendar-synced events from Process Place. Calendar meetings that have a recording or transcript are preserved, because those artifacts originated from the meeting-recording bot (Recall.ai), not from Google. This action is immediate and irreversible — there is no Trash recovery for it. Available at Settings → Google account → Danger zone.

You can also revoke Process Place's access to your Google account directly at myaccount.google.com/permissions. Doing so will not delete data already synced into your Process Place workspace; use the Delete-my-Google-data action above for that.

4.1 Service Providers (Subprocessors)

We rely on the providers below to operate the Service. Each is bound by contractual obligations to process personal data only on our instructions and to protect it appropriately. All of these providers process data in the United States.

• Hetzner Online GmbH — Application server hosting — United States (Oregon)
• Neon, Inc. — Managed PostgreSQL database (primary data store) — United States (Oregon)
• Upstash, Inc. — Managed Redis (job queues, caching) — United States (Oregon)
• Tigris Data, Inc. — Object storage for uploaded files, images, generated documents, call recordings, and transient outbound email attachments — United States (San Jose)
• Vercel Inc. — Web application hosting (frontend) — United States
• Vercel Inc. (AI Gateway) — Routing layer through which all AI requests (including any Google email content used as AI context) are sent to the AI providers below — United States
• Anthropic PBC — AI processing (Claude) for enrichment, summaries, drafting, and assistant features — United States
• OpenAI, L.L.C. — AI processing for enrichment, summaries, and drafting — United States
• Google LLC (Gemini) — AI processing for enrichment, summaries, and drafting, reached through the AI Gateway — United States
• xAI Corp. (Grok) — AI processing for drafting and assistant features, reached through the AI Gateway — United States
• Brave Software, Inc. — Public web search for company enrichment — United States
• Recall.ai (Bot Tactics, Inc.) — Meeting-recording bots (only when you opt in) — United States
• Deepgram, Inc. — Audio transcription of recorded meetings — United States
• Stripe, Inc. — Payment processing for your Process Place subscription and, where you enable it, for collecting payments from your own clients — United States
• Resend (Resend.com, Inc.) — Transactional email delivery — United States
• PostHog, Inc. — Product analytics and session replay inside the application — United States
• Intercom, Inc. — In-app support messenger; receives your account identity (user ID, email, and name) to operate the messenger — United States
• Google LLC (Workspace APIs) — Provides access to the connecting user's Gmail and Calendar data (see §3) — United States
• BetterStack (Better Stack s.r.o.) — Server logs and uptime monitoring — United States

Each AI provider listed above is engaged under API terms that prohibit them from training their models on your data and that provide for no retention of inputs beyond what is needed to return a response.

Note on connected sources: the meeting-notes providers you may connect (Fathom, Fireflies, Granola, tl;dv) are sources you read your own data from using your own API key; they are not subprocessors we send your CRM data to, so they are not listed above.

We will update this list as our subprocessors change. Material changes will be reflected in the "Last Updated" date at the top of this policy. Enterprise customers may request advance notice of subprocessor changes by contacting privacy@process.place.

4.2 Customer Payment Collection (Stripe Connect)

If you enable invoicing and connect your own Stripe account, the Service lets you collect payments from your own clients through Stripe. In those transactions, you are the merchant of record, your relationship with Stripe is governed by Stripe's Connected Account Agreement, and Process Place is not a party to and takes no custody of those funds. Personal data and payment-card details your clients provide during checkout are processed by Stripe under its own terms and are never stored on Process Place servers; the only billing details we store are your own payout and invoicing details, used to render the invoices you send (see §1.1).

4.3 Legal Disclosures

We may disclose information when we have a good-faith belief that disclosure is reasonably necessary to comply with a law, regulation, legal process, or governmental request; enforce our Terms of Service; detect, prevent, or address fraud, security, or technical issues; or protect against harm to our rights, property, or safety.

4.4 Business Transfers

If Process Place is involved in a merger, acquisition, financing, reorganization, bankruptcy, or sale of assets, your information may be transferred as part of that transaction. We will notify you before your information becomes subject to a different privacy policy.

4.5 With Your Consent

We may share information for any other purpose disclosed to you and with your consent. We do not sell your personal information, and we do not share it for cross-context behavioral advertising.

10.1 On Our Marketing Website (process.place)

The marketing site presents a cookie banner. Analytics are off by default and load only after you accept the analytics category.

• Consent cookie — a small cookie (named pp_cc) records your cookie choices.
• Google Analytics — loads only if you accept the analytics category, with IP anonymization enabled, and sets cookies such as _ga and _gid. You can change or withdraw your choice at any time through the cookie banner.

10.2 In Our Application (app.process.place)

The application authenticates you using bearer and refresh tokens stored in your browser's local storage — it does not rely on cookies for login or session management.

• PostHog — product analytics and session replay of in-app interactions, with form inputs masked. PostHog operates on its United States instance and runs for signed-in users as part of providing and improving the Service.
• Intercom — our in-app support messenger, loaded only for signed-in users.

10.3 Your Choices

Most browsers allow you to refuse, block, or delete cookies. EU/UK users: the marketing site presents a cookie banner allowing you to accept, reject, or customize non-essential cookies, and you can revisit it at any time to change your preferences.

11.1 European Economic Area, United Kingdom, and Switzerland (GDPR / UK GDPR)

You have the right to:

• Access the personal data we hold about you and receive a copy.
• Rectify inaccurate or incomplete data.
• Erase your personal data in certain circumstances ("right to be forgotten").
• Restrict how we process your data in certain circumstances.
• Port your data in a structured, machine-readable format.
• Object to processing based on legitimate interests, and withdraw consent at any time where processing is based on consent.
• Lodge a complaint with your local data protection authority (in the UK, the Information Commissioner's Office).

To exercise any of these rights, email privacy@process.place. We will respond within 30 days.

EU and UK representatives. Process Place is established in the United States and does not maintain an establishment in the EEA or the UK. Where we are required to designate a representative under GDPR Art. 27 or UK GDPR Art. 27, we will name that representative and their contact details here; until a representative is designated, you may direct any matter that would otherwise go to a representative to privacy@process.place. [Placeholder — EU/UK Art. 27 representative to be confirmed with counsel before offering the Service to EEA/UK users.]

11.2 California Residents (CCPA / CPRA)

If you are a California resident, you have the right to know, delete, and correct the personal information we hold about you, and to opt out of its "sale" or "sharing." We do not sell or share personal information for cross-context behavioral advertising, and we do not knowingly sell or share the personal information of consumers under 16. We will not discriminate against you for exercising any of these rights.

Categories of personal information we collect. Over the past 12 months we have collected the following CCPA categories, detailed in §1, §3, and §7: identifiers (name, email, IP address); commercial information (subscription, billing, and invoicing details); internet or other electronic activity (log, device, and usage data); approximate geolocation (an approximate location derived from a signer's IP address); professional or employment-related information (job title, organization); audio and visual information (meeting recordings and transcripts you choose to capture); inferences (AI-extracted summaries and enrichment-derived facts); and the contents of communications — your email content synced from Gmail and messages — which we treat as sensitive personal information. We use and disclose sensitive personal information only for the business purposes permitted under CPRA §1798.121 (such as providing the Service you request), so the right to limit the use of sensitive personal information does not apply.

Sources, purposes, and recipients. We collect this information from you, from your connected Google account, from your prospects who submit public forms, and from enrichment sources (§1.4). We use it for the business and commercial purposes described in §2, and we disclose it to the categories of recipients described in §4.1. We do not use any of these categories for cross-context behavioral advertising.

How to submit a request. Email privacy@process.place; signed-in users may also submit a request from within the application. Because Process Place is an online service, email is our designated method for requests. You may use an authorized agent to submit a request on your behalf; we will ask the agent for written authorization signed by you and may ask you to verify your own identity and confirm that you authorized the request. To protect your data, we verify requests by matching the request to the account email and information we already hold before we act on it.

11.3 Other Jurisdictions

If you reside outside the EU, UK, or California, you may have similar rights under your local privacy law (e.g., LGPD in Brazil, PIPEDA in Canada, the Privacy Act in Australia). Contact privacy@process.place to exercise any rights under applicable law.