Privacy: Opptain CRM
This covers Opptain CRM, used through ChatGPT or Claude. Opptain is made by runMast LLC. Last updated 6 November 2026. For the website at opptain.com and for Opptain Rep, see Privacy.
Whose data this is
A company that uses Opptain CRM owns its records. It decides what goes in, who in the company sees what, how long things are kept, and when they are deleted. We keep and process the records for that company, on its instructions. We also use a narrow set of information for our own running of the service: signing people in and keeping the service secure, billing, support, and improving the product from records of how it is used (all described under Why). We never use a company's records for anything else.
If you are a contact in a company's CRM (a customer, a prospect, someone who filled in its form) and want to see, correct or delete what it holds about you, ask that company. If you ask us, we pass your request to the company and help it answer.
What the CRM holds
About the people who use it (the company's members): name, work email, role, who they report to, their team and time zone, whether they hold a seat, and the days they told the CRM they are away.
About the people the company works with:
- Contacts: name, email addresses, job title, phone, the company they work at, their role on a deal, and notes and findings about them, each with its source: who said it, where and when. A finding can quote what someone wrote in an email or said on a call.
- People from website forms: what the form sent (name, email, phone, company, message and any other fields the company added) and the sender's IP address, which we use to stop abuse.
- People from contact lists a member imports: each row as given (email, name, company, title, phone), and the reason the company gave for being allowed to email them. People who are not confirmed yet are kept apart, with where they came from, and left out of lists, reports and campaigns.
- Leads: one per inquiry, with who it was given to, when someone reached out, and how it ended.
- Outreach read from mail: when a member asks their assistant to, it reads that member's own mailbox with the member's own connection and passes in what was sent, the replies and the words that matter. The CRM never holds mailbox passwords or connections, and never reads a mailbox itself.
- Campaign email: each email as drafted and sent (to whom, the subject and the words), what the sending service reported (delivered, bounced, marked as spam), replies (their subject and words), and the addresses never to be emailed again (opt-outs, bounces, erased people).
What members do in it: the questions they ask and the first words of each answer, saved and scheduled reports and who they were sent to, report files made, notices and each person's notice switches, approvals, and a journal of every change: who made it, when, and what changed.
Sign-in: the email address a person signs in with, the sign-in links and codes we send (we store only their hashes), and passkeys (the public key and the name a person gave the device; the private key never leaves their device). We keep a security log of each step of signing in, including attempts by people who aren't members: the IP address, the browser and device details the browser sends, and which app it came from. It never holds a password, code or token.
Billing: the company's licenses and seats, and, when it pays by card, its customer and subscription ids at Stripe. Card details go only to Stripe; we never see or store them.
We do not ask for government identifiers, health information, or passwords for other services, and the terms ask companies not to put them in. Free text (a note, a quoted email, a form message) can still contain anything someone typed, so a company should treat what its members record with that in mind.
Why
To run the company's CRM: answering its members' questions about the records they may see, keeping each change with its source, routing leads, sending the notices and reports members ask for, sending the campaigns members approve, signing people in, granting seats, and billing. To keep it secure: the sign-in log, the abuse limits on forms, and the journal. To improve it: after 90 days we keep the shape of each question (which tool, which kinds of fields, whether it was refused), never its words, with who asked, when and from which assistant, to learn what to build next. When a member's assistant opens a record it may say why ("before the call with them"); that reason is kept in the record's history, like every other change, for as long as the company's CRM.
We do not sell any of it, use it for advertising, or use it to train any model.
Who receives it
- The company's own members, each only what the company's rules let them see. Every answer, total and list is checked against those rules before it leaves the CRM.
- The members' AI assistant's provider (OpenAI for ChatGPT, Anthropic for Claude) receives what a member asks for, because it shows it to them. It handles it under the company's own plan and settings with that provider.
- Resend delivers the CRM's email: sign-in links, invitations, notices and reports to members, and, when the company sends a campaign from its own sending domain, those campaign emails and the delivery reports that come back. Resend keeps a copy of each email it sends for us for 30 days.
- Stripe takes card payments, when the company pays by card.
- Cloudflare sits in front of our server: every request passes through it.
- Our server runs in the United States, on hardware we operate. Apple iCloud holds an encrypted copy of each nightly backup, and Google Cloud holds the keys that seal those copies.
A member's email to a customer is sent by the member's own mailbox, through their own assistant, after they say yes. The CRM sends nothing to anyone outside the company except the campaign emails a member has approved.
How long it is kept
The company's records stay until the company deletes them, or leaves. Some personal details go sooner, by default. A company admin can change each of these:
| What | Kept for |
|---|---|
| Words quoted from emails and calls | 12 months after the record closes, or 18 months with no activity |
| The message and extra fields of a form, a campaign reply, an imported list row, where an unconfirmed person came from | 12 months |
| The words of a question asked, and the first words of its answer | 90 days |
| A member's away days | 90 days after they end |
| The journal (who did what, when, to which record, with any reason given) | As long as the company's CRM |
These are ours, not the company's to change:
| What | Kept for |
|---|---|
| A form sender's IP address | 30 days |
| A sign-in link's email address and IP address | 30 days |
| The sign-in security log (each step: IP address, browser details, the app) | 30 days |
| Backups | Each is sealed with a key we destroy after 14 days; after that we can't read it |
Deleting a person. A company admin can have a contact erased: their name, email addresses, phone, notes and quoted words are blanked everywhere, and what the company's deals were worth and the fact that each change happened stay. It can't be undone. So that an erased person isn't added again by a later import, we keep a fingerprint of their email address (a one-way code). It can't be read back into the address, but anyone who already has the address could check it against the fingerprint, so we treat it as personal data and use it for nothing but this. The admin asks for it in their assistant, which reads back exactly what will be erased and what stays, and nothing is erased until the admin presses Erase in the CRM's panel. A member who leaves is switched off and their name kept on the records they worked; on the company's request we replace it with "Former member" and a number.
Deleting everything. When a company leaves, it gives notice of up to two months, then has a 30-day switch period in which everything works, then 30 more days in which an admin can still download the data. Then we delete the company's data, and we can no longer read any backup of it 14 days after that. Google, which holds the keys, finishes deleting them from its own backups within about 180 days. What we keep after that: our billing and payment records, for as long as tax and accounting law requires; our security log of sign-ins, for 30 days; that the company was a customer, and when it left; and anything else the law requires us to keep.
What a company admin controls
Who sees and edits what, in plain words, with a preview of who a rule affects before it takes effect; teams, territories and who gets new leads; who is invited, who leaves and who holds a seat; how long each kind of personal detail is kept; erasing a person; and downloading the company's data. Each member switches their own email notices.
Getting a copy
A company admin can download all of the company's data at any time, free: spreadsheets for every company, person, deal, note and task, ready to import into another CRM, and a complete archive with every change and its source. The admin confirms with their passkey first, and every other admin is told. Any member can download the records they can see. The download link needs the person's own sign-in and works for 24 hours.
A company answering one person's request for their data can ask us for help, and we help within the time the law gives it.
Other things you should know
Opptain CRM is offered in the United States only. It is for businesses and the people who work at them, and is not meant for anyone under 18. Data is stored and processed in the United States. For how we protect it, see Security. If this page changes, the date above changes with it, and we tell each company's admins before a change that affects them takes effect.
Questions: privacy@opptain.com. Help with the CRM: info@opptain.com.