Privacy Policy

Scope of this policy

This policy covers the Macklore web application, the activity connections it makes to mailboxes and calendars, the marketing pages on this website, and the signup and contact forms on it. It applies to data about the people who use Macklore and to data about the contacts and accounts recorded inside a customer workspace.

It does not cover third-party services you choose to connect. Your mail provider, calendar provider and any telephony system you import call logs from each operate under their own terms and policies.

Your role and ours

For data about the users of a Macklore workspace, such as a named rep's login details, we act as the controller. For the pipeline content inside a workspace, including deal records, contact records and captured activity, the customer organisation is the controller and Macklore acts as a processor on its instructions.

In practical terms: what goes into a workspace, who is invited to it, which mailboxes are connected and which contacts are tracked are decisions made by the customer, not by us.

What is collected

Account data

Name, work email address, company name, role and sales team size
Login credentials, held as a salted hash rather than as a readable password
Workspace settings, including stage models, scoring thresholds and role assignments
Billing contact details and plan history where a paid plan is in place

Sales activity data

Email metadata and message content for threads involving tracked contacts or deals
Calendar entries relating to tracked contacts, including whether a meeting was held, moved or cancelled
Call records imported by file or API, covering connection status, duration and participants
Document view events for proposals, quotes and decks shared through Macklore links
Stage changes, next-step records, notes and dismissal reasons entered by your reps

Service and diagnostic data

Authentication events, IP address and device or browser information for session security
Feature usage records used to find defects and to understand which views are actually opened
Error traces, with pipeline content redacted before a trace is stored

Website form data

What you type into the signup or contact form, including the enquiry context you provide
A submission timestamp and originating IP address, used to block automated abuse of those forms

The marketing pages on this website do not run advertising trackers or cross-site profiling scripts, and nothing on them attempts to identify you before you choose to submit a form.

Mailbox and calendar access

A connection is requested at the narrowest scope that makes activity capture possible, and it is authorised by the individual user rather than imposed on them. Three limits apply by design:

Tracked contacts only. Threads that do not involve a contact or deal recorded in the workspace are not stored or scored.
No audio. Macklore does not record, listen to or transcribe calls. Only call metadata is processed.
No autonomous sending. Messages leave your mailbox only when one of your reps presses send on a suggestion. There is no configuration that grants the system an independent send capability.

A connection can be revoked by the user at any time, from Macklore or from the mail provider. Revoking it stops new capture immediately. Previously captured activity remains in the workspace until the customer deletes it or exercises a deletion request.

Why each category is processed

Account data: to create and secure access, apply role-scoped permissions, support the user and administer a plan. Processed to perform the contract.
Sales activity data: to produce engagement scores, risk flags, follow-up suggestions and pipeline reporting. Processed on the customer's instructions as part of delivering the service.
Service and diagnostic data: to keep the service available, investigate defects and prevent abuse. Processed under a legitimate interest in operating a reliable product.
Form data: to answer your enquiry or create your account. Processed on your request.

Sales activity data is not used to build advertising profiles, is not sold or licensed, and is not used to train models that serve other customers.

Engagement scoring and automated processing

Engagement scores, risk flags and follow-up suggestions are produced automatically. They are decision support and they do not carry legal or contractual consequences on their own:

No deal is closed, dropped or re-staged by the system
No message is sent to a buyer without a named user pressing send
No forecast is submitted to any third party on a customer's behalf
Every score can be opened to show the timestamped signals that produced it

Scores describe the behaviour recorded against a deal. They are not an assessment of any individual's character, creditworthiness or employment performance, and they are not designed or supported for use in such decisions.

Data about your buyers

A CRM necessarily holds information about people who have not signed up for it themselves. Where a customer records a buyer contact in a workspace, that customer is responsible for having a lawful basis for doing so and for meeting any notice obligations towards that person.

Macklore supports this with contact-level deletion that applies across deal records, activity history and backups, and with full export so a customer can respond to an access request without raising a support ticket.

Access is limited to what is necessary to run the service. Categories of recipient are:

Cloud hosting and managed database providers that store workspace data under encryption
A transactional email provider used to deliver account, notification and form messages
Error monitoring and infrastructure logging services, which receive redacted diagnostic data
A payment processor, which handles card details directly so that we never store them
Professional advisers or authorities where a legal obligation applies

Each provider is engaged under terms that restrict use of the data to delivering their service to us. We do not sell personal data, and we do not share pipeline content for any marketing purpose.

Retention and deletion

Workspace content is retained while the account is active, because a CRM is a historical record by nature
After cancellation, data remains exportable for ninety days and is then deleted
Deletion on request is actioned within that window rather than being deferred to the end of it
Encrypted backups age out on a fixed cycle, and deletion requests are applied to them as they roll
Diagnostic logs are kept for a short operational window and then discarded
Billing records are kept for the period required by applicable accounting and tax rules

Security practices

TLS 1.2 or higher for data in transit, AES-256 for data at rest
Mailbox access tokens held in a restricted key store, separate from application data
Role-scoped permissions, with rep, manager and admin levels inside a workspace
Internal access to customer data restricted to named staff, logged with a reason and reviewed periodically
Logical separation between customer workspaces
Backups tested by restore rather than assumed to be valid

No system is beyond compromise. Where an incident affects customer data, affected customers are notified without undue delay with a description of what happened and what is being done about it.

Requests and rights

Depending on where you are located, you may have rights to access, correct, export, restrict or delete personal data, and to object to certain processing. Requests are handled through the contact route on this website.

If you are a buyer contact recorded in a customer's workspace rather than a Macklore user, the customer organisation controls that record. We will route your request to them and support them in actioning it, which is the only way such a request can be answered correctly.

Changes to this policy

This policy changes when the product changes. Where a change materially affects how activity data is processed, account administrators are notified in the application and by email before it takes effect, so that a decision to continue is an informed one.