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Privacy Policy

What we collect, why we collect it and the choices you have, in plain English. The short version: your data is yours, and we don’t sell it.

Last updated 8 min read

  • Your data is yoursWe don’t look at it, use it or pass it on without your permission, apart from what it takes to run the features you use.
  • Never for saleWe share information only with the companies that help us run DatabaseBuilder, when the law requires it, or if the business changes hands.
  • A real personQuestions about your privacy go to a person, not a chatbot.

Who we are and what this covers

In short

This policy covers the DatabaseBuilder website and the DatabaseBuilder CRM. It explains what we collect, why we collect it and the choices you have.

DatabaseBuilder.com (“DatabaseBuilder,” “we,” “us” or “our”) makes CRM software for sales teams. We’re based at 3312 W Peterson Ave in Chicago, Illinois.

This Privacy Policy applies when you visit databasebuilder.com (the “Site”), contact us, start a free trial, or use the DatabaseBuilder CRM at app.databasebuilder.com (the “Service”). It deals with two different kinds of information:

  • Information about you as a visitor, prospect or account holder. We decide how that information is used, and this policy explains how.
  • Information your business keeps in the CRM about its own contacts, leads and customers (“Customer Data”). Your business decides what goes in and how it’s used; we look after it on your behalf. Your business’s data explains how.

Information we collect

In short

What you tell us, what the Service needs in order to work, and the basic technical details every website receives. We don’t buy information about you from anyone.

Information you give us

  • Contact form and email. Your name and email address, and anything else you choose to include, such as your phone number, company and message.
  • Trial and account sign-up. Your name, email address, company name and login details, and the details of any users you add to your account.
  • Billing. Your billing contact and the payment details needed to charge your subscription. Card payments are handled by our payment processor, and we don’t keep full card numbers on our servers.
  • Support. What you tell us when you ask for help, and any records you ask us to import for you.

Information the Service records as you use it

  • Account activity, such as sign-ins, settings and the features you use, so we can run and secure the Service.
  • Calls, messages and email sent through the Service, including call logs, call recordings where your account has recording turned on, and the content of texts and emails. This is Customer Data, covered in Your business’s data.

Information sent automatically

Like every website, our servers receive basic technical details when you load a page: your IP address, your browser and device type, the page you asked for, the page that sent you and the time. We keep these server logs to keep the Site and the Service secure and working.

The Site doesn’t use advertising or analytics trackers. Cookies lists the few cookies the Service does use.

How we use information

In short

To run the Service, help you, bill you, keep things secure and improve the product. We don’t sell personal information.

  • Provide the Service: set up and manage your account, and deliver the features you use.
  • Answer your questions and support you, including importing your data when you ask us to.
  • Bill you for your subscription and any usage charges, and keep records of payments.
  • Send you messages about your account, such as trial reminders, billing notices, security alerts and changes to the Service.
  • Improve DatabaseBuilder. Our roadmap is built from what customers ask for, and we look at how features are used overall.
  • Protect the Service, our customers and ourselves against fraud, abuse and security threats.
  • Meet our legal obligations and enforce our Terms & Conditions.

We may also send you occasional news about the product. Every one of those emails has an unsubscribe link, and unsubscribing doesn’t stop the messages we need to send about your account.

Your business’s data

In short

Your data is yours. We don’t look at it, use it or pass it on without your permission, apart from what it takes to run the features you use.

You own the Customer Data you put into DatabaseBuilder. Each business’s data is kept in its own separate environment and backed up offsite every day.

Unless you give us permission, we don’t access your Customer Data, use it, or provide it to any other company. The only exceptions are:

  • What it takes to run the features you use. The carriers that connect your calls and deliver your texts, and the services that send your email, have to handle those calls and messages to deliver them.
  • When you ask us to, for example to fix a problem or import your records.
  • When the law requires it. See When we share information.

We never sell Customer Data or use it for advertising. You can export it to a CSV file at any time, and if you prefer, you can host it on your own secure platform that we have no access to.

Your business is responsible for collecting and using the personal information in its CRM lawfully, including giving any notice and getting any consent the law requires before you record calls or send texts. Our Terms & Conditions cover this in more detail.

When we share information

In short

With the companies that help us run DatabaseBuilder, when the law requires it, or if the business changes hands. Never for sale.

  • Service providers that host and back up the Service, process payments, connect calls, deliver texts and email, deliver messages from our contact form and show the map on our Contact page. They may only use the information to provide their service to us.
  • Legal reasons. When we believe in good faith that the law requires it, for example to answer a subpoena or court order, or when it’s needed to protect someone’s safety, prevent fraud or defend our legal rights.
  • Business transfers. If DatabaseBuilder is involved in a merger, acquisition or sale of assets, information may pass to the new owner, who will be bound by this policy.
  • With your permission, or when you ask us to share it.

We don’t sell personal information, and we don’t share it for cross-context behavioral advertising.

Cookies

In short

The website doesn’t use tracking cookies. The CRM uses a few essential ones to keep you signed in and your account secure.

On the Site, we don’t set cookies for analytics or advertising. The map on our Contact page loads map images from OpenFreeMap (or, if that map can’t load, from OpenStreetMap), and those services receive your IP address as part of the request.

In the Service, we use essential cookies that sign you in, remember you if you tick “Remember me,” and protect forms against forgery. The Service can’t work without them, so they can’t be switched off, but they aren’t used to follow you around other websites.

You can block or delete cookies in your browser settings, but if you block the essential ones you won’t be able to sign in. Because we don’t track you across websites, there’s nothing for Do Not Track or Global Privacy Control signals to switch off.

How long we keep information

In short

For as long as your account is open, then only as long as it takes to hand your data back and meet our legal obligations.

  • Account and billing information is kept while your account is open, and afterwards for as long as we need it for accounting, tax, legal and dispute purposes.
  • Customer Data is kept while your account is open. When you cancel, we’ll ask what you want done with it, and you can download it to a CSV file. After that we delete it, unless the law requires us to keep it. Copies in backups are overwritten as the backups roll over.
  • Messages you send us are kept as long as we need them to help you and follow up.
  • Server logs are kept for a limited time, unless we need them longer to investigate a security issue.

How we protect information

In short

Separate environments, daily offsite backups, encrypted connections and limited access. No system is perfect, so we’ll tell you if something goes wrong.

  • The Site and the Service are only available over encrypted (HTTPS) connections.
  • Each business’s data is kept separately and backed up offsite every day.
  • Access to systems that hold personal information is limited to the people who need it to do their jobs.
  • Account administrators can set security levels for their users, lock accounts and transfer records when someone leaves.

You can help by using a strong password, keeping your login to yourself and telling us straight away if you think someone has got into your account.

If a security incident affects your personal information, we’ll notify you as the law requires.

Your choices and rights

In short

You can ask to see, correct, export or delete your information. Email us, and a person will handle it.

  • See the personal information we hold about you, and get a copy of it.
  • Correct information that’s wrong or out of date.
  • Delete your information, or close your account.
  • Stop marketing emails at any time.

Depending on where you live, you may have further rights under laws such as those of California, Colorado and Virginia, or of the UK and the EU. We’ll honor them as those laws require, and we won’t treat you differently for using them.

To make a request, email info@databasebuilder.com. We may need to confirm who you are first, and if someone is asking on your behalf, we may ask for proof that you’ve authorized them.

If your information is in the CRM of one of our customers, that business controls it. We’ll pass your request on and help them respond.

Children

In short

DatabaseBuilder is a business tool, and it isn’t meant for children.

The Site and the Service aren’t directed to children under 16, and we don’t knowingly collect their personal information. If you think a child has given us information, contact us and we’ll delete it.

Where information is processed

In short

We’re based in the United States, and that’s where your information is processed.

DatabaseBuilder is run from the United States. Information we collect is processed in the United States and in the other places where our service providers operate. If you use DatabaseBuilder from outside the United States, your information will be transferred there.

Changes to this policy

In short

If we change this policy, we’ll update the date at the top, and tell you first if the change is significant.

We may update this policy as DatabaseBuilder or the law changes. The date at the top always shows the latest version. If we make a change that significantly affects how we handle your information, we’ll let account holders know by email or in the Service before it takes effect.

Contact us

In short

Questions about your privacy go to a person, not a chatbot.

Email info@databasebuilder.com, or write to DatabaseBuilder, 3312 W Peterson Ave, Chicago, IL 60659.

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