Privacy Policy

We generally act as a data controller for Klienta account administration, platform security, billing, support, and our direct relationship with you.

When a customer organization uses Klienta to manage its contacts, leads, clients, employees, or communications, that organization decides why and how the personal data is used. The organization is generally the controller and we process that data on its instructions as a processor.

If you are a person recorded in a customer’s CRM workspace, contact that organization first about its use of your data. We will help the organization respond where required.

Depending on how Klienta is used, we may process:

• Account data: name, business email, profile image, organization, role, authentication method, and account settings.
• CRM data: contact and company details, job information, phone numbers, email addresses, notes, tags, tasks, assignments, pipeline activity, communication history, offers, and uploaded files.
• Communication data: recipients, message content, attachments, delivery status, replies received through separately configured inbound channels, and related technical identifiers.
• Integration data: connected-account identity, authorization permissions, encrypted access credentials, and provider status or delivery records.
• Support and commercial data: support requests, business contact details, plan information, invoices, and payment status.
• Technical and security data: IP address, device and browser information, session data, request and error logs, security events, and audit records.

Klienta is not intended for special-category data, such as health, biometric, genetic, religious, or political data, or data about criminal convictions. Customers should not upload this information unless we have agreed to that use in writing and they have an appropriate legal basis.

We receive data from you, your organization’s administrators and colleagues, files or systems your organization imports, forms submitted to your organization, services you choose to connect, and your use of Klienta. For CRM data, the customer organization is responsible for ensuring that it obtained the data lawfully.

Basic account and workspace information is needed to create and operate an account. Connections to Google, Meta, and other integrations are optional. If you do not connect a provider, the features that depend on that provider will not be available.

Provide and administer Klienta

To create accounts, operate workspaces, provide CRM features, deliver support, and fulfil our agreement with the customer.

Keep the service secure and reliable

To authenticate users, prevent abuse, investigate incidents, maintain audit records, and improve performance based on our legitimate interests in operating a safe business service.

Meet legal obligations

To maintain required commercial and accounting records, answer lawful requests, and protect legal rights.

Send our own optional communications

We rely on consent where it is required, or another basis permitted by applicable law. You may opt out of marketing messages at any time.

When we act as a processor for Customer Data, the customer determines the purpose and legal basis and we follow its documented instructions.

We do not make solely automated decisions about Klienta account users that produce legal or similarly significant effects.

Google sign-in and the Gmail sending connection are separate. If you sign in with Google, Klienta receives basic account information such as your Google identifier, name, verified email address, and profile image.

If you separately connect Gmail, Klienta requests only the gmail.send permission so it can send messages that you initiate through Klienta. Klienta does not request permission to read, modify, or delete your Gmail inbox and does not synchronize your Gmail mailbox.

To operate this feature, we process your connected Google account identity, granted permissions, encrypted authorization tokens, the recipients, content, and attachments you ask Klienta to send, and Google message or thread identifiers returned after sending. Sent messages may be stored in your organization’s CRM history. If your organization separately configures an inbound-email route, replies received through that route may also be stored in the CRM history. Connecting Gmail for sending does not give Klienta permission to read those replies from your Gmail inbox.

We use Google user data only to provide or secure the user-facing features you requested. We do not sell it, use it for advertising, use it to determine creditworthiness, or use it to train general-purpose artificial intelligence models. Human access is limited to your explicit support request, necessary security work, or legal obligations.

Klienta’s use of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

You can stop future use by disconnecting Google in Klienta. You can also revoke access from your Google Account permissions. To request deletion of the Google connection data held by Klienta, email contact@phantomtechind.com.

Klienta lets customer organizations contact people through connected email and messaging providers. The customer organization is responsible for the lawful basis for each communication, required notices and consents, suppression and unsubscribe requests, sender identity, and compliance with anti-spam and communications laws. We provide controls and records that support those duties, but we do not decide whom the customer contacts.

We do not sell personal data. We disclose only what is necessary to:

• cloud hosting, database, storage, security, email delivery, monitoring, support, and payment providers that help us operate Klienta;
• Google, Meta, email delivery providers, or other integrations the customer or user deliberately connects;
• professional advisers, authorities, or other parties where required by law or necessary to establish, exercise, or defend legal claims; and
• a successor in a merger, reorganization, or sale, subject to appropriate confidentiality and data-protection safeguards.

Our providers may process data only for the contracted service and under appropriate confidentiality and data-protection obligations. Customers may request current subprocessor information from our contact address.

Some service providers or their support operations may process data outside the European Economic Area. Where required, we use a lawful transfer mechanism such as an adequacy decision or standard contractual clauses, together with appropriate safeguards.

We retain account and workspace data while the account or customer agreement is active. After closure, we keep data only for a limited period needed for export, deletion, security, disputes, or legal obligations, then delete or anonymize it. Backups are overwritten on their ordinary protected lifecycle.

Integration credentials are kept only while needed to operate or secure the connection. Disconnecting an integration stops Klienta from using it for new actions. Communication and CRM records follow the customer’s instructions and retention settings, subject to legal and security requirements.

Commercial and accounting records are retained for the period required by applicable law. Security and audit records are retained according to their operational purpose and are then deleted or anonymized.

We use access controls, encrypted network connections, encrypted integration credentials, tenant separation, logging, backups, and other technical and organizational measures appropriate to the service. No system is completely secure, so customers must also protect their accounts, devices, and access credentials and notify us promptly about suspected misuse.

Depending on the circumstances, you may have the right to access, correct, delete, restrict, or receive your personal data, object to processing, and withdraw consent without affecting earlier lawful processing.

Send requests to contact@phantomtechind.com. We may need to verify your identity. If the request concerns data controlled by a Klienta customer, we may direct the request to that customer or assist it with the response.

You may also submit a complaint to the Romanian National Supervisory Authority for Personal Data Processing through its complaints page, or contact the supervisory authority where you live or work.

Klienta uses cookies and similar browser storage that are necessary for sign-in, security, workspace selection, interface preferences, and reliable operation. We do not currently use advertising cookies in the Klienta application. If we introduce non-essential analytics or advertising technologies, we will update this notice and request consent where required.

Klienta is a business service and is not intended for children. We may update this policy when the product, providers, or legal requirements change. We will publish the revised date and provide additional notice where a change is material.

Questions and privacy requests: contact@phantomtechind.com. General company information is available at phantomtechind.com.