Privacy policy

Last updated 2026-10-06

Projexn CRM ("the CRM", "we") is a sales workspace operated by Projexn for its team and invited users. This policy explains what data the CRM handles, why, and the choices you have.

Data we collect

• Your account: your name, email address, workspace role and sign-in details (passwords are stored only as secure hashes).
• Sales records: companies, contacts, leads, opportunities, tasks, notes, meetings and calls that workspace members enter or import.
• Connected mailbox data, if you connect a Google or Microsoft mailbox, as described below.
• Technical data: server logs and an audit trail of changes, used for security and troubleshooting.

Google and Microsoft mailbox data

When you choose to connect your mailbox, you sign in with Google or Microsoft and grant the CRM permission to:

• Send email as you (Gmail gmail.send; Microsoft Mail.Send): the CRM sends only the emails you or your workspace prepare and approve in the CRM, such as prospecting emails and Inbox replies.
• Read your mail (Gmail gmail.readonly; Microsoft Mail.ReadWrite): the CRM checks your Inbox and Spam for new messages and keeps only replies to emails it sent and messages from people who are already contacts in your workspace. For those messages it stores the sender, subject, date, message headers needed to match the conversation, and the message text. Every other message is read in memory, discarded and never stored.
• Know who you are (openid, email, profile): your email address and name, to label the mailbox and the sender name.

The access and refresh tokens Google or Microsoft issue are stored encrypted and never leave our servers. The CRM never sees your password. You can disconnect a mailbox at any time from Email accounts in the CRM, and you can revoke access from your Google Account (myaccount.google.com/permissions) or Microsoft account settings.

Google API Services User Data Policy

The CRM's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. In particular:

• We use Google user data only to provide the email sending and reply-tracking features you see in the CRM.
• We do not sell Google user data, use it for advertising, or use it to build user profiles for any other purpose.
• We do not use Google user data to develop, improve or train generalised AI or machine-learning models.
• People do not read your Google user data unless you ask us to (for example for support), it is needed for security or to comply with the law, or it has been aggregated and anonymised for internal operations. Members of your own workspace can see the replies the CRM keeps, as part of the shared sales record.
• We transfer Google user data to others only as needed to provide the CRM's features, for security, or to comply with the law, as listed below.

How we use data

• To run the CRM: show records to your workspace, send the emails you approve, and track replies, bounces and unsubscribe requests.
• To stop contacting people who ask not to be contacted.
• To keep the service secure, reliable and auditable.

Service providers

We use these providers to run the CRM. They process data on our behalf and only for that purpose:

• Laravel Cloud and Neon: application hosting and database.
• Google and Microsoft: sending and reading mail for mailboxes you connect.
• OpenAI: only when a workspace member uses an AI feature (for example drafting a note or suggesting CRM updates from a conversation), the text they choose is sent to OpenAI's API to produce the suggestion. OpenAI does not use API data to train its models.
• Dialpad and Instantly: calling, and mailbox warm-up, when a workspace connects them.

Retention and deletion

Sales records are kept while your workspace uses the CRM. Disconnecting a mailbox deletes its stored tokens; emails already recorded stay in the sales history unless you ask us to delete them. To have your data deleted, email anthony@projexn.com and we will do so within 30 days, unless we must keep it by law.

Security

Data is encrypted in transit (TLS) and mailbox tokens are encrypted at rest. Access is limited to signed-in members of each workspace.

Your choices and rights

You can ask to see, correct or delete your personal information, or complain about how we handle it, by emailing anthony@projexn.com. We handle personal information in line with the Australian Privacy Principles.

Changes

If we change this policy we will update the date above, and tell workspace admins of significant changes.