Privacy Policy

Effective date: 6 October 2026.

This policy explains how Govind Omprakash Dadhich, trading as Four Score Technologies (“we”, “us”), who owns and operates JAI CRM, handles personal data. It covers the JAI CRM web application at app.jaicrm.ai, the JAI CRM Android app on Google Play (package com.brandbeavers.jaicrm), and this website, www.jaicrm.ai. It is written to meet the Digital Personal Data Protection Act, 2023, the Information Technology Act, 2000 and the rules made under them.

1. Who is responsible for what

• Your account. For the details of the people who sign in, and of the business that subscribes, we decide what is collected and why. For this data we are the Data Fiduciary.
• The records your business keeps in JAI CRM. Leads, customers, vendors, employees, documents, emails, files and the rest are entered and controlled by your business. Your business is the Data Fiduciary for them and we process them only to run the service on its instructions. If you are a customer, vendor or employee of a business that uses JAI CRM, please contact that business first about your data; we will help it answer you.

2. What we collect

When you create and use an account

• Your name, email address, phone number (if given), and a password. We store the password only as a one-way hash; nobody, including us, can read it.
• Your business: its name, country, address, GSTIN and the other details you add to its profile.
• Your role and permissions, your preferences, and the sign-in methods you set up, such as two-factor authentication.
• Billing: your plan, invoices we raise to you, and the reference and status of each payment. Card, UPI and bank details are entered on the payment gateway’s own page and are not received or stored by us.
• Messages you send to our support team.

What your business enters

• Contact and business records: leads, customers, companies, contacts, vendors, deals, tasks, visits, quotations, invoices, purchase documents, stock, projects and similar records.
• Employee and payroll records, if your business uses those modules. These can include date of birth, PAN, Aadhaar number, UAN, PF and ESIC numbers, and bank account and IFSC details. Enter only what you have a lawful reason to hold.
• Files and photos you upload, including business cards scanned at events.
• Email: if you connect a mailbox, the messages you send and receive through it, and the mailbox sign-in details, which we store encrypted.
• Notes, call logs, comments and the history of changes to each record.

From the Android app

The app asks for each of these only when you use the feature that needs it, and you can refuse or withdraw any of them in your phone’s settings. The rest of the app keeps working.

• Location (precise and approximate). Used to record where a visit took place: latitude, longitude, accuracy and time, saved on the visit. Asked only when you mark a visit with its place, while the app is open. Never collected in the background.
• Camera. Used to photograph business cards for scanning, and to attach photos to records. Used only when you take a picture.
• Microphone. Used to record a voice note about a scanned card. Used only while you are recording.
• Internet. Used to reach JAI CRM whenever the app is in use.

Cards and voice notes captured without a signal are kept on the phone until they upload, then sent to your workspace. The app does not read your contacts, SMS or call log, and contains no advertising, analytics or crash-reporting software.

Collected automatically

• Sign-in sessions: the device, browser, IP address and time, so that you can see and sign out of your sessions.
• An audit trail of changes made in your workspace: who changed what, when, and from which IP address.
• Server logs of requests and errors, used to keep the service running and secure.
• Email engagement: when you send email through JAI CRM, whether and when it was opened and which links were clicked, recorded with the reader’s browser type and a scrambled (hashed) form of their IP address. This information is shown to the business that sent the email.

3. Why we use it

• To provide JAI CRM: storing your records, sending the email you ask us to send, running reports, reminders and the other features you use.
• To keep accounts secure: signing you in, detecting misuse and investigating problems.
• To bill for subscriptions and keep the tax and accounting records the law requires.
• To answer support requests, and to send you messages about your account and the service, such as invoices, security alerts and changes to these terms.
• To comply with the law and respond to lawful requests from authorities.

We do not sell personal data. We do not use your business’s records for advertising, and we do not build advertising profiles. We read the records in your workspace only to provide the service, or when you ask us to help with a specific problem.

4. AI features

JAI CRM can draft email replies, emails and quotation wording with artificial intelligence. AI is used only when someone presses an AI button. At that moment the text needed for the draft is sent to the AI provider your workspace uses: the email being answered and earlier messages in the conversation, the relevant facts from the record (for example the name, company, stage and owner), and for documents their figures and lines. OpenAI is the default provider; a workspace can choose Google Gemini, Anthropic Claude or another provider, or use its own key with any of them. We ask OpenAI not to store these requests. We keep a count of AI use, not the text. An administrator can switch AI off for the whole workspace. Business-card reading and voice-note transcription run on our own servers and are not sent to any AI provider.

5. Who we share it with

Only with the service providers needed to run JAI CRM, and only what each one needs:

• Hosting. Contabo Asia Private Limited, whose servers in Mumbai, India hold JAI CRM’s databases and files.
• Payment gateways. When you pay us, or when your customers pay your invoices online, the payment is handled by the gateway chosen (for example Razorpay, PayU, Cashfree, Stripe or PayPal). It receives the name, email address, phone number, amount and reference for that payment.
• Email delivery. The mail service that sends our system emails, and the mailbox provider you connect (such as Gmail, Outlook or Zoho) for email you send yourself.
• AI providers, as described in section 4, only when an AI feature is used.
• Services you connect. Google Drive, Dropbox, Shopify, IndiaMART, JustDial and any webhook address you set up receive or send only what you ask them to.
• Fonts and maps. Pages load fonts from Google Fonts, and a visit’s place is shown on an OpenStreetMap map. Both see your IP address when they serve those files.
• The law. Authorities, where Indian law requires us to disclose information.
• A change of ownership. A successor business, if JAI CRM is ever sold or merged, under the same commitments as this policy.

Our support team can open a workspace to fix a problem you report. That access is limited in time, needs a written reason, and is recorded.

6. Where it is stored

JAI CRM’s data is stored on servers in India. Some providers listed above, such as AI providers and international payment gateways, may process the data they receive outside India. We do not send personal data to any country the Government of India has restricted.

7. How it is protected

• All connections to JAI CRM are encrypted (HTTPS).
• Each business’s data is kept apart inside the database itself, so one account cannot reach another’s.
• Passwords are stored only as hashes; connected mailbox credentials are stored encrypted.
• Two-factor sign-in is available, and you can see and sign out every session from your profile.
• Access by our staff is limited to what their work needs, and support access to a workspace is recorded.

No system is perfectly secure. If a personal data breach happens, we will inform the affected businesses and the Data Protection Board of India as the law requires.

8. How long it is kept

• Account and business data: for as long as the account is open.
• Records deleted inside a workspace: can be restored from its recycle bin for 60 days. After that they are no longer shown or restorable, and they are erased with the rest of the workspace when it is deleted.
• After an account or workspace is closed and deletion is requested: deleted within 30 days, as described on the Delete your account page.
• Invoices and payment records for subscriptions: kept for as long as Indian tax and accounting law requires, generally up to eight years.
• Records we must keep to resolve a dispute or meet a legal obligation: for as long as that requires.

9. Your rights

Under the Digital Personal Data Protection Act, 2023 you can ask us to:

• Give you a summary of the personal data we process about you and with whom it has been shared.
• Correct, complete or update it. Most of it you can change yourself in your profile.
• Erase it, when it is no longer needed for the purpose it was collected for, unless the law requires us to keep it.
• Hear and resolve a grievance about how your data is handled.
• Record another person who may exercise these rights for you if you die or become unable to.

Where we rely on your consent, you can withdraw it at any time; this does not affect what was done before, and some features may stop working. Every list in JAI CRM can be exported to a CSV file at any time without asking us. To exercise any of these rights, write to the Grievance Officer below from the email address on your account.

10. Children

JAI CRM is a business service for people aged 18 and over. We do not knowingly collect personal data from children. If you believe a child has given us personal data, contact us and we will delete it.

11. Cookies and storage on your device

JAI CRM uses only what is needed to sign you in and remember your settings: a secure sign-in cookie, and sign-in details and preferences kept in your browser’s or the app’s storage. This website sets no advertising or analytics cookies.

12. Changes to this policy

When we change this policy we will update the effective date above. If a change is significant, we will tell account owners by email or in the app before it takes effect.

13. Grievance Officer and contact

For any question, request or complaint about personal data, contact our Grievance Officer:

Govind Omprakash Dadhich, Grievance Officer
Four Score Technologies (JAI CRM), India
Email: support@jaicrm.ai

We acknowledge every request within two working days and respond within 30 days. If you are not satisfied with our response, you may complain to the Data Protection Board of India.