Privacy Policy

1 Introduction

Welcome to PlatformYB CRM ("PlatformYB", "we", "us", or "our"), an integrated multi-tenant business management and Customer Relationship Management (CRM) platform operated via https://calling.yellowbuddy.in/ under the brand YellowBuddy (https://yellowbuddy.in/).

PlatformYB provides businesses and commercial organizations with comprehensive software tools to manage sales leads, customer databases, team agent workflows, task assignments, follow-up reminders, in-app and email notifications, analytics, Google Sheets synchronization, and business operations.

This Privacy Policy details our practices regarding the collection, storage, processing, protection, and disclosure of information when administrators, agents, business users, and clients interact with the PlatformYB platform. By using PlatformYB, you acknowledge and agree to the practices outlined in this policy.

2 Information We Collect

To deliver multi-tenant CRM features securely and efficiently, PlatformYB collects specific categories of information based on user role and system interaction:

A. Account & Authentication Information

When administrators or agents are provisioned or registered on PlatformYB, we collect:

• Personal Identifiers: Full name, business email address, phone number, and account username.
• Authentication Credentials: Passwords (securely hashed via salted bcrypt/argon algorithm), session identifiers, and user role metadata (Super Admin, Administrator, Agent).
• Account Ownership: Parent-admin mapping to enforce multi-tenant account boundaries.

B. Business & Organization Data

Information required to configure and customize your organization's CRM workspace:

• Company Details: Company name, business address, logo, and brand configuration.
• CRM Settings: Custom lead statuses, follow-up levels, custom fields, and automated assignment rules.
• Team Roster: Active agent listings, assigned permissions, and department classifications.

C. Customer & Lead Data (CRM Records)

Depending on what records your business inputs, imports, or syncs into PlatformYB, the platform processes:

• Contact Information: Lead names, primary phone numbers, alternate phone numbers, email addresses.
• Demographics & Business Profiles: City, state, country, company name, designation, and physical addresses.
• CRM Pipeline Metadata: Lead source (e.g. Google Sheets, Manual, Web Form), status, priority, follow-up level, notes, tags, and custom data attributes.
• Workflow Activity: Lead assignment histories, call notes, activity logs, task reminders, and interaction dates.

D. Technical & System Log Information

To ensure platform performance, security auditing, and fraud prevention, our infrastructure automatically records:

• Network Identifiers: IP addresses and proxy headers.
• Browser & Device Specs: User-agent strings, browser type, operating system, and device screen dimensions.
• Audit & Security Logs: Login attempt timestamps (`login_attempts`), sheet synchronization logs (`sheet_sync_logs`), and system activity records.

3 Google & Third-Party Integrations (Google Sheets)

PlatformYB provides an optional administrator feature allowing business users to connect their Google Account via OAuth 2.0 to import and synchronize lead data directly from Google Sheets.

Google User Data Handling Rules

• Authorized Purpose Only: Google Sheets data accessed through the API is used strictly to parse lead rows and distribute them to agents based on the administrator's configured lead assignment rules.
• No Data Transfer or Sale: PlatformYB does NOT sell, rent, license, or transfer Google account information or Google Sheets content to any third parties, data brokers, or advertising networks under any circumstances.
• No Advertising Usage: Google user data accessed via Google Workspace APIs is never used to build user profiles, deliver targeted advertising, or train artificial intelligence/machine learning models.
• User Revocation: Administrators can disconnect Google Sheets at any time via the CRM dashboard (`/administrator/sheet-integration-disconnect`), which immediately deletes stored token credentials from our system.

4 How We Use Information

We process collected data exclusively for legitimate operational, service delivery, and security purposes:

• CRM Service Delivery: Providing access to leads management, team permissions, ERP products, and HRMS payroll modules.
• Lead Assignment Workflows: Executing administrator-configured distribution algorithms (equal round-robin across all active agents or selected agent pools).
• Notifications & Alerts: Triggering real-time in-app alerts, browser notifications (`NotificationEngine`), and transactional emails (`MailService`) for newly assigned leads, follow-up reminders, and system events.
• Google Sheets Synchronization: Reading selected Google Sheet rows to import new leads and apply deduplication algorithms.
• Platform Security & Compliance: Safeguarding accounts against unauthorized access, monitoring brute-force attempts, and maintaining server integrity.
• Technical Support & Maintenance: Diagnosing bug reports, analyzing error logs, and maintaining high platform reliability.

No Third-Party Advertising: We do not monetise or profile your CRM customer data for external commercial marketing or advertising.

5 Lead & Customer Data Ownership & Responsibility

Businesses using PlatformYB import lead lists and customer contact details. It is the sole responsibility of the business user to ensure that:

• The customer has obtained all necessary consents, authorizations, and lawful basis required under applicable privacy laws (such as IT Act 2000, SPDI Rules, GDPR, or local regulations) before importing data into PlatformYB.
• The business does not upload fraudulent, illegally obtained, or prohibited lead information.
• The business maintains its own internal privacy notices informing end-prospects about how their lead data is stored and processed.

6 Data Sharing & Third-Party Service Providers

PlatformYB does not sell CRM data. We share information only with trusted third-party service infrastructure providers necessary to operate the CRM platform:

• Hosting & Server Infrastructure: Managed cloud server hosting providers providing secure database and file storage.
• Email Delivery Infrastructure: SMTP mail servers and PHPMailer services used to transmit automated system notifications and assignment alerts.
• Google Cloud Platform APIs: Official Google Sheets & Drive APIs accessed solely when an administrator connects their Google account.

All service providers are bound by strict confidentiality obligations and process data only under our explicit instructions.

7 Technical & Organizational Data Security

We employ comprehensive technical and administrative security measures to protect business and lead records against unauthorized access, loss, or alteration:

8 Data Retention

We retain CRM customer records, lead data, and account logs for as long as your organization maintains an active subscription or account with PlatformYB.

Upon account termination or explicit cancellation request, account data and associated lead records may be retained in encrypted backups for a reasonable period to satisfy legal compliance, dispute resolution, and security backup protocols before final purging.

9 User & Data Subject Rights

Depending on applicable privacy legislation, administrators and business contacts possess rights regarding their personal account information:

• Access & Review: Request details regarding what account data we maintain.
• Rectification: Request correction of inaccurate account details.
• Data Portability: Export lead records through built-in CRM CSV/Excel reporting tools.
• Integration Disconnect: Instantly revoke Google Sheets connection token stored in the CRM.

To exercise these rights, contact us at support@yellowbuddy.in.

10 Cookies & Session Management

PlatformYB utilizes essential functional cookies (such as `PHPSESSID`) strictly required to maintain user authentication sessions, enforce CSRF security tokens, and save user navigation state.

We do NOT use invasive third-party cross-site advertising cookies, tracking pixels, or ad retargeting cookies.

11 Children's Privacy

PlatformYB is a commercial B2B CRM application intended strictly for business professionals, corporate organizations, and sales teams. It is not intended for or directed toward individuals under 18 years of age. We do not knowingly collect personal information from children.

12 External Services & Third-Party Websites

PlatformYB may contain links or integrations to external third-party services (such as Google Cloud). This Privacy Policy applies solely to PlatformYB CRM. We recommend reviewing the privacy notices of any external platforms you connect.

13 Cross-Border Data Processing

Information collected by PlatformYB is stored on secure cloud servers. If you access PlatformYB from outside India, your data may be processed across server regions with technical data protections in place.

14 Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect platform enhancements, legal revisions, or API integration changes. Any modifications will be posted on this page with an updated "Last Updated" date at the top.

15 Contact Information

If you have any questions, concerns, or requests regarding this Privacy Policy or our data protection practices, please contact our support team: