Effective May 13, 2026

Privacy Policy

AdaptiveCRM is provided by Wolfstone Media LLC. This Privacy Policy explains how AdaptiveCRM, Wolfstone Media LLC, and their operators, affiliates, contractors, and service providers collect, use, store, secure, retain, and process information in connection with the website, applications, software, communications, and related services we provide under the AdaptiveCRM name. By accessing or using the service, you acknowledge and accept the data practices described in this Privacy Policy.

Information we collect

We may collect, receive, create, host, store, transmit, or otherwise process any information you submit to the service, import into the service, generate through use of the service, or cause to be sent through the service. This may include account information, login and identity records, contact records, customer relationship data, calendar data, messages, internal notes, task data, scheduling data, billing and seat records, usage logs, device and browser information, IP addresses, audit logs, support communications, uploaded files, configuration data, integration metadata, and any other information reasonably necessary to operate, secure, improve, enforce, support, or monetize the service.

If you submit sensitive or regulated information, you are responsible for determining whether you are permitted to do so and whether the service is appropriate for that use. We may process information that you or your users choose to place into the service even if that information is sensitive, confidential, health-related, employment-related, financial, or otherwise subject to legal, regulatory, or contractual restrictions.

How we use information

We may use information for any lawful business purpose related to providing and operating AdaptiveCRM, including authenticating users, provisioning accounts, enforcing seat limits, monitoring misuse, detecting fraud, preventing unauthorized access, maintaining logs, troubleshooting, communicating with users, rendering features, supporting integrations, improving performance, protecting our legal rights, satisfying legal obligations, collecting payment, handling disputes, creating backups, analyzing operational activity, and developing or testing current or future service features.

We reserve the right to retain, use, review, reproduce, disclose internally, transfer, archive, and process information for as long as we determine it is useful, necessary, advisable, or commercially reasonable for our business operations, legal protection, service continuity, abuse prevention, accounting, tax, audit, compliance, historical recordkeeping, contract enforcement, or other legitimate business purposes, subject only to restrictions that cannot lawfully be disclaimed.

Data retention

We may retain customer, account, user, activity, billing, audit, support, and system data for any period of time, including after suspension, cancellation, expiration, or termination of an account, to the extent we believe retention supports operation of our business, enforcement of our agreements, recovery of fees, preservation of evidence, restoration of systems, continuity of service, legal compliance, or other legitimate interests. Deletion requests may be denied, delayed, limited, or partially fulfilled where retention is reasonably necessary or permitted by law.

Data sales, disclosures, and service providers

We do not sell customer data or personal information for money. We do not intentionally disclose customer information to unrelated third parties for their own marketing or independent commercial use. However, the service may rely on hosting, storage, networking, infrastructure, monitoring, security, backup, communications, identity, email, and similar subprocessors or service providers acting on our behalf. Information may therefore be stored, transmitted, replicated, warehoused, or processed on systems not directly owned or physically controlled by AdaptiveCRM or Wolfstone Media LLC.

You acknowledge that storage or processing through outside infrastructure does not mean we are selling your data. It does mean data may exist on systems operated by third-party vendors, contractors, or platform providers. To the fullest extent permitted by law, AdaptiveCRM and Wolfstone Media LLC are not liable for data loss, corruption, interception, alteration, delay, destruction, unavailability, or unauthorized access occurring within or arising from systems, environments, vendors, platforms, or facilities that we do not directly own and control, even if those systems are used to deliver the service.

Third-party integrations and connected accounts

AdaptiveCRM may connect with third-party platforms, APIs, and providers such as Google, Microsoft Outlook, Microsoft 365, email providers, calendar providers, and similar services in order to deliver requested features, including synchronization, messaging, scheduling, authentication, or related workflows. When you connect an outside service, you authorize us to exchange data, credentials, tokens, metadata, requests, and responses as reasonably necessary to operate the requested integration.

Although we use commercially reasonable business practices to protect our own systems, we do not control the security, availability, uptime, acts, omissions, policies, or infrastructure of those third-party services or of your own devices, accounts, networks, administrators, or internal systems. To the fullest extent permitted by law, AdaptiveCRM and Wolfstone Media LLC are not liable for outages, sync failures, API changes, revoked access, corrupted transmissions, compromised credentials, unauthorized access, or any breach, incident, exposure, or damage arising out of or related to third-party services, connected accounts, or communications between our service and those external systems.

You are responsible for securing your own connected accounts, user credentials, devices, access controls, administrator permissions, recovery methods, and internal environments. If someone gains access to your CRM account through compromise of a Google, Outlook, Microsoft, email, identity, or other connected account, or gains access to a connected account through compromise of your CRM credentials or environment, you acknowledge that shared-service connectivity increases risk and that responsibility for protecting your own access paths and account hygiene remains with you.

Security and compliance

We use commercially reasonable efforts to protect information and to support lawful and responsible handling of data. We may also take commercially reasonable steps intended to align aspects of the service with security, privacy, or regulatory expectations that customers may care about. Any statement by us that the service is designed to support, assist with, or help customers pursue compliance does not mean the service is certified, approved, guaranteed, or sufficient for every legal, regulatory, industry, contractual, or vendor requirement.

Compliance is context-specific and depends on how a customer configures and uses the service. For example, HIPAA is generally a compliance framework and not a universal vendor certification. Similar concepts apply to privacy, security, or procurement requirements imposed by other laws, partners, or vendors. We do not guarantee that use of AdaptiveCRM will satisfy any particular certification, audit outcome, governmental expectation, vendor review, customer contract, or legal obligation. You remain solely responsible for evaluating whether the service meets your requirements and for implementing any administrative, legal, contractual, or technical controls required for your use case.

Availability and operational dependencies

We strive to maintain service availability, integrity, and performance, but the service depends on networks, cloud platforms, hosting vendors, infrastructure providers, registrars, identity providers, email providers, payment processors, internet service providers, and other compounding dependencies. Interruptions, degradations, delays, sync failures, data latency, message delivery failures, and outages may occur. We are not responsible for downtime, service degradation, or data issues caused in whole or in part by upstream or downstream providers, third-party infrastructure, customer environments, internet conditions, or force majeure events.

Your responsibilities

You are responsible for the legality, accuracy, quality, integrity, and permissibility of the information you or your users place into the service. You are responsible for obtaining all notices, permissions, authorizations, rights, and consents required for your use of the service and for your submission, storage, processing, and transmission of any information through the service. You are also responsible for maintaining your own records, backups, and business continuity measures where loss of access or data would create material business impact.

Account monitoring and enforcement

We may monitor account activity, login patterns, machine access, usage frequency, seat consumption, and related telemetry for security, billing, fraud prevention, abuse prevention, contract enforcement, and operational purposes. We may investigate suspected misuse, suspicious activity, attempts to avoid seat billing, unauthorized access, credential sharing, or other conduct we believe is inconsistent with our agreements or the intended use of the service.

International, legal, and compelled disclosures

Data may be stored or processed in locations different from where customers or end users are located. We may access, preserve, or disclose information when we believe doing so is reasonably necessary to comply with law, regulation, legal process, government request, subpoena, court order, law enforcement request, contractual obligation, security requirement, or to protect the rights, property, users, systems, or business interests of AdaptiveCRM, Wolfstone Media LLC, our customers, or others.

Changes to this policy

We may revise this Privacy Policy at any time by updating this page. Revised terms become effective when posted unless a later effective date is stated. Continued access to or use of the service after an update constitutes acceptance of the revised Privacy Policy.

Contact

Questions regarding this Privacy Policy should be directed to [email protected].

You may request removal of your personally identifiable information from our systems by emailing [email protected]. Subject to our need to retain limited records where required for legal, billing, security, audit, fraud-prevention, or similar legitimate business purposes, we will fulfill qualifying PII removal requests within 30 days of receipt.