Privacy Policy
Last updated: 2026-09-27
KudosCRM ("KudosCRM", "we", "us") is a customer-relationship management (CRM) platform operated by KudosCRM, a company based in Hong Kong. This policy explains what we collect, why, and the choices you have. It's written to be readable — for the full legal detail, contact [email protected].
Two roles
- Your CRM data (the contacts, companies, deals and messages you put into KudosCRM): you control it, we process it for you. Our Data Processing Agreement governs this, and we never sell it.
- Your account data (sign-up, billing, and how you use the product): we act as the controller, and this policy covers it.
What we collect
- Account & profile: name, email, phone, password, and (if you use Google sign-in) your Google profile.
- CRM content you add: the records, notes, emails and files you store in KudosCRM.
- Usage & device data: log data, IP address, browser/device info, and how you use features — to run and improve the service.
- Billing: plan and billing contact details. We never store full card numbers; payments are handled by our payment provider.
How we use it
To provide and secure the service, process payments, support you, send important service messages, and improve the product. We send marketing email only where permitted, and you can unsubscribe anytime.
AI features
When a Kudos AI feature runs, the relevant content is sent to our AI provider to generate the result. Before it is sent, we replace email addresses, phone numbers, card and bank numbers, ID numbers, secrets, IP addresses and labelled dates of birth with placeholders; names and the rest of the content are sent as written. AI outputs are suggestions for you to review — they don't make automated decisions about people on their own. If you switch on the chat assistant, its replies go to your visitors directly. Most AI features run only when you use them; How KudosCRM Uses AI explains the ones that run on their own and how long we keep AI data. We don't sell your data or use it for advertising.
Who we share it with
We share data only with trusted service providers who help us run KudosCRM (hosting, email delivery, AI, error monitoring, and the integrations you connect, such as Google, Microsoft and Slack). We publish the full list at Sub-processors. We don't sell or rent your personal data.
Cookies
We use essential cookies to run KudosCRM and a small set of functional cookies. See our Cookie Policy.
International transfers
KudosCRM is operated from Hong Kong and uses cloud infrastructure and service providers that may process data in other regions, including the United States and, for AI features, mainland China. Where required, we put appropriate safeguards in place for those transfers.
How long we keep it
We keep your data for as long as your account is active and as needed to provide the service or meet legal obligations. When you close your account, we provide an export window and then delete your data.
Your rights
Depending on where you live (EU/UK, California, Hong Kong and others), you may have the right to access, correct, delete, export, or object to the use of your personal data. To exercise any right, email [email protected] — we'll respond within the timeframes the law requires.
Security
We protect your data with encryption in transit, access controls, tenant isolation, monitoring, and ongoing security testing. No system is perfectly secure, but we work continuously to keep your data safe. Report security concerns to [email protected].
Children
KudosCRM is a business tool not intended for children, and we don't knowingly collect data from them.
Changes
We'll update this policy as our service evolves and post the new date above. Material changes will be notified.
Contact us
- Privacy questions & requests: [email protected]
- Data Protection Officer: [email protected]
- KudosCRM, Unit B6, 12th Floor, Wing Wah Building, 677 King's Road, Quarry Bay, Hong Kong