Privacy Policy

Effective Date: July 22, 2025

Cove CRM ("CoveCRM", "we", "us", or "our") respects your privacy. This policy explains how we collect, use, share, and protect your information when you use covecrm.com and related services.

1. Information We Collect

We may collect the following information:

  • Name, email address, company and account details.
  • Payment information (processed by our payment providers).
  • Lead and contact data you import or create (names, phone numbers, notes, tags, appointment history, etc.).
  • Communication data, including SMS message contents, call recordings, call transcripts, call notes, AI-generated summaries, appointment communications, message delivery information, call status, timestamps, phone numbers, email addresses, and related communication metadata.
  • Usage data, log data, device information, and settings related to how you use CoveCRM.

2. Google User Data (Calendar)

CoveCRM offers an optional integration with Google Calendar. When you connect your Google account, we may access limited Google user data only as necessary to provide this feature:

  • Google Calendar: We use the calendar scope https://www.googleapis.com/auth/calendar to create, update, and read events on the calendars you select so that appointments booked in CoveCRM sync to your Google Calendar and vice versa.
  • Identity: We use basic identity scopes (email, profile, and openid) to authenticate you, link your CoveCRM account to your Google account, and display your account information.

Google user data obtained through this integration is used solely to provide CoveCRM functionality for your account (for example, calendar syncing). We do not sell Google user data, and we do not use Google user data to train generalized AI or machine learning models.

You can disconnect Google at any time from within CoveCRM (where available) or directly in your Google Account permissions. When you disconnect, we stop accessing your Google data going forward; events and records already stored in CoveCRM remain in your CoveCRM account unless you delete them.

3. How We Use Your Information

We use the information we collect to:

  • Provide and operate the CoveCRM platform and features.
  • Import and manage leads, contacts, conversations, and appointments.
  • Process communications and lead data to provide requested features such as SMS follow-up, calling tools, appointment booking, AI-assisted messaging, AI dialer or virtual assistant features, AI call coaching, AI-generated summaries, and communication analysis.
  • Process payments and manage subscriptions.
  • Detect, prevent, and address technical or security issues.
  • Respond to your requests and provide customer support.
  • Improve and develop our products and services.

4. AI Processing

CoveCRM may provide AI-assisted features, including AI SMS Assistant, AI Dialer or Virtual Assistant, AI Call Coach, AI-generated summaries, call overviews, suggested follow-up, and analysis of customer communications. When you enable or use these features, communications, lead data, call recordings, transcripts, messages, notes, appointment information, and related metadata may be processed by CoveCRM and our AI service providers to provide the customer-requested functionality.

AI features are intended to assist users with CRM workflows, communication organization, follow-up, summaries, and coaching. AI-generated content may be incomplete or inaccurate and should be reviewed by the user before relying on it or sending it externally.

CoveCRM does not use customer lead data, communications, call recordings, transcripts, or Google user data to train generalized AI or machine learning models owned by CoveCRM.

5. How We Share or Disclose Information

We do not sell or rent your personal data or Google user data. We may share limited data only in these situations:

  • Service providers: We use third-party service providers to operate CoveCRM and deliver requested functionality. These may include payment processors such as Stripe; communications providers such as Twilio for SMS, voice, messaging, call routing, and related telecommunications services; Google for authentication and calendar integrations; OpenAI or other AI providers for AI-assisted features; Meta/Facebook for advertising integrations, Facebook Lead Ads, lead ingestion, attribution, reporting, and related advertising services; hosting, infrastructure, analytics, monitoring, and email service providers. These providers receive only the information reasonably necessary to perform services on our behalf and are required to protect that information.
  • Meta/Facebook integrations: If you connect Meta or Facebook features, CoveCRM may process information related to Facebook Lead Ads, lead forms, campaign performance, attribution, reporting, advertising accounts, pages, pixels, events, or related advertising integrations. This information is used to import leads, organize campaign activity, measure performance, and provide reporting or automation features requested by the user.
  • Legal requirements: We may disclose information if required by law, subpoena, or to protect our rights, users, or the public.
  • Business transfers: If we undergo a merger, acquisition, or asset sale, your information may be transferred as part of that transaction, subject to this policy.
  • At your direction: We may share or export your data when you request it (for example, when you export leads, download reports, or connect third-party tools to your CoveCRM account).

6. Data Security

We implement reasonable technical and organizational measures— including encryption in transit, access controls, and audit logging—to protect your information. However, no platform can guarantee 100% security, and you are responsible for keeping your account credentials safe.

7. Data Retention

We retain personal information, lead data, communication records, appointment records, account records, billing records, and related metadata for as long as reasonably necessary to provide CoveCRM, maintain your account, comply with legal, tax, accounting, telecommunications, carrier, anti-abuse, dispute-resolution, and security obligations, and enforce our agreements.

If you delete information from your account or close your account, we may delete or de-identify information in accordance with our normal retention practices, unless we need to retain it for legal, compliance, security, backup, fraud-prevention, dispute, or legitimate business purposes. Backup copies may persist for a limited period before being overwritten or deleted through normal backup cycles.

8. Your Rights (GDPR & CCPA)

Depending on your location, you may have the right to access, correct, export, or delete your personal data, and to object to or restrict certain processing.

To make a request, contact us at support@covecrm.com. We will verify your request and respond as required by applicable law (including GDPR in the EU/EEA and CCPA/CPRA in California).

9. California Privacy Rights (CCPA/CPRA)

California residents may have the right to:

  • Know the categories of personal information collected.
  • Know the categories of sources from which personal information is collected.
  • Know the business or commercial purposes for collecting, using, or disclosing personal information.
  • Know the categories of third parties with whom personal information is shared.
  • Access personal information we hold about them.
  • Request correction of inaccurate personal information.
  • Request deletion of personal information, subject to applicable exceptions.
  • Request information regarding disclosure of personal information.
  • Not be discriminated against for exercising privacy rights.

CoveCRM does not sell personal information for monetary consideration.

To exercise California privacy rights, contact support@covecrm.com.

10. Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we will post the updated policy on this page and update the "Effective Date" above. Your continued use of CoveCRM after changes become effective means you agree to the updated policy.

11. Contact Us

If you have any questions about this Privacy Policy or how we handle your data, please contact us at:

CoveCRM

Email: support@covecrm.com