Privacy Policy

Account Information: Name, email address, and payment information. We use secure third-party payment processors and never store complete credit card numbers.

Lead Data: Information about your leads that you input or forward to CalmLayer, including names, email addresses, phone numbers, and message content. This is your data. We process it on your behalf.

Usage Data: How you interact with our Service, including features used, pages visited, and actions taken. We use this to improve the product.

Technical Data: IP addresses, browser type, device information, and operating system. This helps us maintain security and performance.

Integration Data: If you connect third-party services (e.g. Gmail or your CRM), we access only the data necessary to provide our Service, as authorized by you.

We use collected information to:

• Provide, maintain, and improve our Service
• Process your transactions and send billing notifications
• Prepare follow-up drafts for your review and approval
• Analyze lead engagement and show which leads may need attention
• Respond to your support requests
• Send product updates and marketing communications (you can opt out anytime)
• Detect and prevent fraud, abuse, and security incidents
• Comply with legal obligations and enforce our Terms of Service

AI Processing: We use artificial intelligence to analyze lead messages, score engagement, detect communication patterns, and generate draft follow-up emails for your review. AI processing is integral to our Service. All drafts require your review and approval before being sent.

We Do Not Sell Your Data: We do not sell, rent, or trade your personal information or lead data to third parties for their marketing purposes.

We share data with trusted service providers who help us operate the Service:

• Cloud hosting providers for infrastructure and data storage
• Payment processors (Stripe) for billing and subscription management
• AI language model providers for draft preparation and lead analysis
• Email delivery providers for account and notification emails
• Analytics and error monitoring tools for product improvement

All service providers are contractually required to protect your data and use it only for authorized purposes.

Legal Requirements: We may disclose information if required by law, subpoena, court order, or government regulation, or if we believe disclosure is necessary to protect our rights or the safety of others.

Business Transfers: If CalmLayer is acquired or merged, your information may be transferred. We will notify you before your data becomes subject to a different privacy policy.

We implement industry-standard security measures to protect your data:

• Encryption in transit and at rest (OAuth tokens use AES-128 at rest, all connections use TLS)
• Secure authentication and access controls
• Security assessments and monitoring
• Encrypted backups

No method of transmission over the internet is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.

Breach Notification: In the event of a data breach that poses a real risk of significant harm, we will notify affected users and the relevant authorities as required by applicable privacy laws.

What We Access: Email metadata and content via read-only Gmail access (gmail.readonly), lead contact information you provide, and draft content prepared by CalmLayer. We cannot send email from your account: drafts are copied into your own email client and sent by you. Nothing is sent without your review.

Retention: Lead data, drafts, conversation history, and analysis are retained while your account is active. Disconnecting a connected provider removes the stored connection credentials and stops future syncing; it does not delete information already imported or prepared in CalmLayer. To request deletion of source data or your full account, contact support@calmlayer.ai. We will confirm the scope, timing, any information we must retain, and when deletion is complete.

Legal Obligations: We may retain certain information if required by law (tax records, transaction history) or to resolve disputes and enforce our agreements.

You have the following rights regarding your data:

Access: View your personal information and lead data anytime through your account dashboard.

Correction: Update your account information in Settings. For lead data corrections, use the lead management interface.

Deletion: Request deletion of your account and all associated data by contacting support. We will confirm the scope, timing, any information we must retain, and when deletion is complete.

Data Export: Request a copy of your data in machine-readable format (CSV or JSON) by contacting support.

Marketing Opt-Out: Unsubscribe from marketing emails using the link at the bottom of any marketing message. This does not affect transactional emails (billing, security alerts).

We use cookies and similar technologies to keep you logged in, understand how you use the Service, and improve performance.

Essential Cookies: Required for authentication and core functionality. These cannot be disabled.

Analytics Cookies: Help us understand usage patterns. You can opt out through browser settings or privacy tools. Disabling cookies may affect Service functionality.

If you enable "Match my writing style" in Settings, we analyze your sent emails to personalize drafts. This feature is entirely optional and off by default.

What We Analyze: Your sent emails from connected Gmail or Outlook accounts. We extract style patterns and may select anonymized excerpts to help tailor drafts.

What We Store: A "voice profile" with style metrics and, when selected, anonymized excerpts used to tailor drafts.

What We Do NOT Do: Train shared AI models on your data or make your voice profile available to other CalmLayer customers.

Your Control: This feature is off by default and requires explicit opt-in. You can delete your voice profile anytime in Settings — doing so removes all stored style data immediately.

This is per-user personalization to make your drafts sound like you. It does not train a general AI model.

Third-Party Links: Our Service may contain links to third-party websites. We are not responsible for their privacy practices. Review their privacy policies before providing any information.

Children's Privacy: Our Service is not intended for individuals under 18. We do not knowingly collect information from children. If we discover we have collected data from a child, we will delete it immediately.

International Data Transfers: Your data may be processed and stored in jurisdictions with adequate data protection standards. We ensure adequate protection through compliance with applicable data protection laws, contractual safeguards with service providers, and encryption during transfer.

We may update this Privacy Policy from time to time. If we make material changes, we will notify you by email or through a notice in the Service at least 30 days before the changes take effect.

Your continued use of the Service after changes become effective constitutes acceptance of the updated policy.

If you have questions about this Privacy Policy or wish to exercise your rights, contact us:

• Email: support@calmlayer.ai
• Website: calmlayer.ai/contact