Privacy Policy

EasyBase CRM (“the app”) is a mobile app for staff of businesses that use EasyBase CRM. It gives them their company’s CRM on a phone or tablet — enquiries, jobs, the diary, contacts, messages and files — and lets users create and update those records wherever they are. This policy explains what information the app processes, why, and the choices you have. It applies to the EasyBase CRM mobile app; the EasyBase web application and website have their own terms.

EasyBase CRM is a trading name of Inverti Ltd, a company registered in England and Wales (Company No. 15608883) (“we”, “us”).
You can contact us about anything in this policy at hello@easybase.co.uk.

EasyBase CRM is a workplace tool. You sign in with an account created under your employer’s (or client’s) EasyBase subscription, and the business information you see and create in the app — customers, enquiries, jobs, appointments, photos, messages — belongs to that company’s EasyBase account. For that data, the company you work with is the data controller and we act as a data processor on its instructions.

For the limited information we need to run your sign-in and keep the service secure (your account details and session records), we are the data controller.

Account information. Your name, work email address and sign-in credentials, your role and permissions, and session details. Each user has one active session at a time; signing in on a new device ends the previous session.

Your company’s CRM data. The enquiries, jobs, appointments, customers and their contact details and addresses, suppliers, materials, tasks, holidays and financial figures that your role gives you access to are retrieved from your company’s EasyBase database so the app can show them.

Content you add. Photos and documents you attach, notes and tasks you write, messages you send to colleagues, and emails and text messages you send to customers through your company’s connected accounts are stored in your company’s EasyBase account, exactly as if they’d been added from the office.

Camera and photo access. The app only accesses your camera or photo library when you choose to attach a photo or file, and only the items you select. Attachments are used solely to add them to your company’s records.

Face ID and Touch ID. If you turn on biometric sign-in, the check is performed by your device. We never receive your biometric data and it never leaves your phone.

Notifications. If you allow notifications, your device issues a token identifying your installation of the app. We store that token against your account so we can alert you about your own work — a job assigned to you, a task due, a payment recorded. You choose which events notify you in the app’s notification settings, and you can turn notifications off at any time in your device settings. Signing out removes the token for that device.

Microphone and dictation. You can speak a message to the AI assistant instead of typing it. While you are dictating, your device records audio and converts it to text using Apple’s speech recognition, which may process that audio on Apple’s servers under Apple’s own privacy policy. We receive only the resulting text, and only when you send the message. We do not record, store or transmit the audio. Reading an answer back aloud uses your device’s own voice and happens entirely on the device.

AI features. The AI assistant, Smart summary, daily briefings and suggested replies are generated by a large language model. To produce an answer, the records needed for that request are sent from our servers to OpenAI, which returns the result. Only the data needed for the request is sent, OpenAI acts under contract on our instructions, and the content is not used to train its models. If your company has not enabled these features, nothing is sent.

Widgets. If you add an EasyBase widget to your home or lock screen, the app saves a short summary of your day — today’s appointment times, your open task counts and headline figures — to storage shared between the app and the widget on your device. It is not sent anywhere, and it is removed when you sign out or delete the app. Note that anything shown on a lock-screen widget can be read without unlocking the device.

Information kept on your device. Your session token is held in the device keychain. The app also stores on the device only: the email address you signed in with, if you asked it to be remembered; your recent searches; your appearance preference; and a copy of your latest dashboard figures so the app opens without a wait. Signing out clears your session and the widget summary.

The app contains no advertising, no analytics software and no third-party trackers.

We use the information described above to:

• sign you in and keep your session secure;
• show you the enquiries, jobs, appointments, contacts and files your role allows;
• save the photos, notes, tasks and messages you create back to your company’s account;
• send you the notifications you have asked for;
• generate the AI features you use;
• maintain and troubleshoot the service and protect it against misuse.

We do not sell your information, use it for advertising, or use it to profile you.

Each EasyBase customer’s data is held in its own isolated database, with file attachments in that company’s own storage container, on cloud infrastructure provided by Microsoft Azure. Data is transmitted between the app and our servers over encrypted connections (HTTPS).

Business records you create through the app are retained as part of your company’s EasyBase account and are kept, amended or deleted according to that company’s own policies — contact your employer about records held in their account. Account and session information is retained while your access exists and removed or anonymised when it is no longer needed. Information cached on your device is removed when you sign out or delete the app.

We share data only with the service providers needed to run EasyBase, acting under contract on our instructions: Microsoft Azure for cloud hosting and file storage; Expo and Apple for delivering push notifications; Apple for speech recognition when you dictate; OpenAI for generating the AI features described above; and the email and messaging providers your company has connected, for the emails and texts you send from the app. We may also disclose information where the law requires it. We never sell personal data.

Under UK and EU data-protection law you have rights over your personal data, including access, correction, deletion and objection. For business records held in your company’s EasyBase account, contact your employer (the data controller), and we will support them in responding. For your account details, or anything else in this policy, contact us at hello@easybase.co.uk. You also have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk.

EasyBase CRM is a workplace tool for staff of EasyBase customers and is not directed at children.

If we make material changes to this policy we will update this page and the effective date above, and where appropriate notify your company.

Inverti Ltd (trading as EasyBase CRM), Company No. 15608883
Email: hello@easybase.co.uk