Keeping your data safe in the Sales Hub

Putting your customer list, deals, and quotes into a tool you don't run yourself is a fair thing to be cautious about. This page lays out, in plain language, who can see your Sales Hub data, how we protect it, and what happens if you decide to leave.

Who can see your data

Your Sales Hub is private to your company. Contacts, deals, quotes, notes, tasks, and email threads you've added are only visible to people you've specifically invited as teammates on your workspace.

• Other CrewFinder customers cannot see any of your Sales Hub data. They can't search it, browse it, or stumble across it.
• None of your Sales Hub data appears in the public CrewFinder directory. The directory shows your company's listing — name, services, locations, that kind of thing — but nothing you type into your Sales Hub.
• Each teammate signs in with their own account. When you remove a teammate, they immediately lose access.
• If you connect your Gmail or Outlook mailbox, that connection is private to you. Your teammates connect their own mailboxes separately and don't see each other's email.

What about CrewFinder staff?

We don't browse customer pipelines, sell your data, or share it with third parties beyond what's described in our privacy policy. A small number of people on our operations team can access customer data when they need to — for example, to investigate a support ticket you've raised, fix a bug, or recover lost data — and that access is limited to what's needed for the task.

How your data is protected

We use the same kinds of protections you'd expect from your bank or a serious accounting tool — not because we're a bank, but because the basics matter:

• Encrypted connection. Everything between your browser and CrewFinder runs over an encrypted connection — the same kind banks and credit-card sites use. People sharing your Wi-Fi can't read what you're typing.
• Encrypted storage. Your data is encrypted while it's stored, so even physical access to the storage doesn't expose readable information.
• Extra layer for mailbox access. If you connect Gmail or Outlook, the keys that let CrewFinder read your inbox are stored under a second layer of encryption. Even our own systems can't read them without the unlock key.
• Sign-in protection. Our sign-in pages and customer-facing quote pages have automatic protection against guessing attacks (rapid wrong-password attempts and similar abuse).

Your sign-in

You sign in to CrewFinder one of three ways: with Google, with Microsoft, or with a one-time email link. We never see or store your Google or Microsoft password — you authenticate with them directly. If you use the email option, we send a one-time sign-in link instead of asking for a password at all.

About your synced email

If you've connected your mailbox, we don't ingest your whole inbox. We only store messages where the other party matches a contact you've added to your Sales Hub. Newsletters, family emails, HR memos, internal-only threads — none of it gets pulled in. When you delete a contact, the email history we kept for that contact goes with them.

Full details — including how to disconnect — are in Connecting your Gmail or Outlook mailbox.

About the quotes you send

When you send a quote to a customer, they get a private link. They don't need a CrewFinder account or a password — just the link.

• The link contains a long, hard-to-guess token. Only someone with the link can open the quote.
• When the customer accepts or declines, we record the moment they did it, the email address they typed, and a fingerprint of the exact PDF they were looking at. That way the signed version is auditable — there's no question about which document they accepted.
• An Acceptance Certificate page is added to the PDF on download once a quote is accepted, so the signed copy you keep on file shows the same audit trail.

About payments

Card details never touch CrewFinder. When you upgrade to Pro, the checkout is handled by Chargebee — our billing partner — who is the system of record for your card. They support Visa, MasterCard, and Amex. Canadian and Australian customers will see their card charged in their local currency where supported; everyone else is billed in US dollars.

If you decide to leave

• Disconnect your mailbox any time. Open Settings → Email and click Disconnect. We immediately stop syncing and forget the access keys to your inbox.
• Cancel Pro any time. Cancelling drops your workspace to the free tier; your contacts and deals stay where they are.
• Delete your account. See How do I delete my account? for the full process.
• Get a copy of your data. You have the right to request a copy of the personal information we hold about you. Email privacy@crewfinder.info from the address on your account.

What we don't do

• We don't sell your personal information to third parties. Full stop.
• We don't browse customer pipelines for fun, marketing research, or any other reason.
• We don't share your Sales Hub data with other CrewFinder customers, ever.
• We don't pass your data along to anyone except the limited service providers needed to run the product (hosting, email delivery, billing) — all of which are listed in the privacy policy.

If something goes wrong

No internet system is impossible to attack, and we won't pretend otherwise. The protections above are designed to limit what an attacker could see if they did get in. If we ever discover a security issue that affects your data, we'll notify you in line with our privacy policy and applicable law (in Australia, that includes the Notifiable Data Breaches scheme).