Last updated November 9, 2026
1. Who we are
Sailmarks LLC (“Sailmarks”, “we”, “us”) makes Sailmarks CRM and Sailmarks Timeclock, and builds websites and custom software for small businesses. This policy covers this website, our apps and our services.
When a business uses Sailmarks CRM, the business decides what goes into its workspace, such as its customers’ names and emails. For that information we act on the business’s behalf, as its service provider. If you are one of a business’s contacts and want your details changed or removed, please ask that business first. We will help them do it.
2. What we collect
Information you give us
- Account details: your name, email address, password (stored only as a one-way hash), company name, and two-factor settings if you turn them on.
- Workspace content: whatever you and your team put into the CRM, including contacts, companies, deals, tasks, notes, reports, files you upload, emails you send and their attachments, and emails logged from a connected Outlook mailbox or forwarded from Gmail.
- Billing details: your plan, seats and invoices. Card details go straight to our payment processor, Stripe. We never see or store your full card number.
- Messages and forms: what you send through our contact and sign-up forms or by email, such as your name, email, company and message.
Information collected automatically
- Usage and device data: IP address, browser, pages visited, and the time and outcome of sign-ins. We use it to keep accounts secure, limit abuse, fix problems and keep an audit trail for your workspace.
- Cookies: see Cookies below.
3. Connected email accounts
You can connect a Google (Gmail) or Microsoft (Outlook) mailbox so that email you write in the CRM is sent from your own address, and a copy is saved on the record it was sent from so your team can see it. What else we do depends on which you connect:
Gmail
- We ask only for permission to send email on your behalf, plus your name and email address to show which mailbox is connected. We do not read, search or store your inbox.
- If you choose to, you can set Gmail to forward your mail to a private Sailmarks address (and Bcc it on mail you send). We then log an email that is with one of your contacts, or that replies to an email already logged, on that contact’s record, the same way as for Outlook below. Anything else forwarded to us is discarded, not stored. Turn forwarding off in Gmail at any time.
Outlook (Microsoft 365)
- We ask for permission to send email on your behalf and to read your mail, so that email with your customers is logged in the CRM without you copying it in. We never change, move or delete anything in your mailbox.
- Every few minutes we check your Inbox and Sent Items for new messages. An email to or from someone who is a contact in your workspace, or a reply to an email already logged, is saved on that contact’s record: its sender, recipients, subject, text and its attachments (pictures inside an email signature excepted). Everything else is looked at only to decide that, and is not stored: email from people who aren’t contacts, email only between colleagues, and anything you’ve told us not to log.
- You can turn this off for your mailbox, stop logging a conversation, or stop logging a contact’s email at any time in the CRM. Anyone in your workspace who can see that contact can see the email logged on their record.
Both
- We keep the access tokens Google or Microsoft give us, encrypted, and use them only for the purposes above.
- You can disconnect at any time in Settings, or remove our access from your Google or Microsoft account settings.
Sailmarks’ use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements. We do not use Google or Microsoft user data for advertising, we do not sell it, and we do not use it to train AI models.
4. Sailmarks Timeclock
When a business uses Sailmarks Timeclock, it adds the people who punch in and out: their name, employee number, and optionally an email address, department and hourly pay rate. We keep each punch with its time and how it was made (their own phone, or a punch station at work), and the PIN only as a one-way hash. Pay rates are visible only to the business’s Timeclock managers.
If the business turns on the location check, a punch from a phone records the phone’s location and its accuracy at that moment, only to confirm the person is at work. Location is never tracked between punches, and it isn’t asked for or kept for people the business marks as remote. As with the CRM, the business decides what goes in, and we act on its behalf.
5. How we use information
- To provide, run and improve our apps and services.
- To create and secure your account, including sign-in and two-factor checks.
- To bill you and keep the records the law requires.
- To reply to you and provide support.
- To send service emails, such as invitations, password resets, receipts and notices about your account.
- To prevent fraud, spam and abuse, and to meet legal obligations.
We do not sell your personal information, and we do not use workspace content for advertising.
6. The CRM assistant
If your workspace uses the CRM’s assistant to answer questions, the question and the workspace information needed to answer it are sent to our AI provider, Anthropic, to produce the answer. Your workspace’s owners and admins choose who can use the assistant, and it is never used without someone asking it a question.
9. How long we keep it
We keep account and workspace information while your account is open. Records you delete go to the workspace’s trash and are removed for good after 30 days.
If you cancel, your workspace becomes read-only and you can still export your data. Ask us and we will delete the workspace. Copies in backups are removed as the backups expire. We keep billing records as long as tax and accounting rules require.
10. Security
Information travels over encrypted connections. Passwords are hashed, connected mailbox tokens and other secrets are encrypted, each workspace is kept separate from every other at the database level, and two-factor sign-in is available to every user. No system is perfectly secure, so please use a strong password and tell us right away if you think your account has been misused.
11. Your choices and rights
You can:
- See and correct your account details in the app’s settings.
- Export your workspace data at any time.
- Disconnect a mailbox or connected app at any time.
- Ask us for a copy of your personal information, or to delete it.
- Opt out of any marketing email using the link in it.
Depending on where you live, you may have further rights under laws such as the GDPR or California’s CCPA. Email koby@sailmarks.com and we will respond within 30 days. We will not treat you differently for using these rights.
12. Children
Our apps and services are for businesses and are not meant for anyone under 16. We do not knowingly collect information from children.
13. Where information is stored
Sailmarks is based in the United States and stores information there. If you use our apps from elsewhere, your information will be transferred to and processed in the United States.
14. Changes to this policy
If we make a significant change, we will update the date at the top and tell account owners by email or in the app before it takes effect.
15. Contact us
Questions about privacy? Email koby@sailmarks.com or use our contact form.