Privacy Policy

CRM Approved LLC
Effective date: September 6, 2026

CRM Approved LLC ("CRM Approved," "we," "us," or "our") provides customer relationship management software and related website, communication, and subscription services. This Privacy Policy explains how we collect, use, disclose, and retain personal information through CRMApproved.com, app.CRMApproved.com, and related services that link to this policy.

1. Our role and our customers' role

We handle website inquiries, subscriber accounts, billing administration, and support information for our own business purposes.

Mortgage companies, lenders, brokers, and loan officers that subscribe to our CRM may use it to manage their own clients and business contacts. When we process that information on a subscriber's behalf, we do so to provide the services under our agreement with that subscriber. The subscriber determines which information it submits, which integrations it authorizes, and which communications it sends.

If you are a borrower, prospective borrower, or other contact of a subscriber, that subscriber's privacy notice also applies. Direct questions about its mortgage services, loan records, or marketing practices to that company. This policy does not replace a lender's financial privacy notice.

2. Information we collect

Depending on the features you use and the information you or an authorized subscriber provide, we may collect:

• Account and business information: names, business names, email addresses, telephone numbers, user roles, account identifiers, subscription details, and business branding.
• CRM and loan-related information: borrower and other contact names and details; property addresses; loan identifiers, amounts, types, status, milestones, and relevant dates; assigned loan officers; buyer and seller agent names and contact information; notes, tasks, communication preferences, and information in authorized imports or uploads.
• Communications and content: emails, text messages, support requests, campaign content, delivery results, consent and opt-out records, and images, audio, video, or other materials submitted for supported features.
• Connected-service information: account and business-profile identifiers, authorized review or advertising information, synchronization results, and authorization tokens necessary to operate an enabled integration.
• Billing information: billing contact details, subscription status, transaction identifiers, payment status, and limited payment-method information such as payment type and last four digits.
• Technical information: IP address, browser and device information, pages or features used, timestamps, session information, and security or error logs.

We receive information directly from users, from subscribing businesses, from authorized integrations, and through operation of our website and software. Do not submit information that you are not authorized to provide.

3. How we use information

We use information to provide and maintain the services; authenticate users; administer accounts and permissions; organize CRM records and loan milestones; operate authorized integrations; deliver subscriber-directed communications; process subscription billing; respond to support requests; investigate errors and misuse; protect the services; comply with legal obligations; and maintain appropriate business records.

We may also use contact information to communicate about our products and services, subject to applicable consent and opt-out requirements. Information supplied for a particular integration or feature is used for that feature and related support, security, and legal purposes.

4. Integrations and third-party services

Available integrations may include loan origination systems such as ARIVE, automation services such as Zapier, and supported Google, YouTube, Facebook/Meta, Zillow, email, SMS, and media services. Naming a service here does not mean every integration is currently available or connected.

An integration accesses information only when it is enabled and authorized for the relevant account. Information exchanged depends on the selected feature and permissions. Subscribers can revoke access through the provider's account settings and contact us for help disconnecting the CRM connection. Revoking access does not automatically remove information previously imported into CRM records.

When enabled, AI-assisted content or media features may send submitted prompts, scripts, selected personalization fields, or uploaded media to the provider supporting that feature. Do not submit sensitive information that is unnecessary for the requested output. A third-party provider's own terms and privacy practices may also apply.

When we receive information through Google APIs, our use and transfer of that information will comply with the Google API Services User Data Policy, including its Limited Use requirements where applicable. We do not use Google API user data for targeted advertising or to train generalized artificial intelligence or machine-learning models. Access is limited to authorized features and permitted support, security, and legal purposes.

External websites, loan application portals, embedded content, and provider login pages operate under their own privacy notices. Review those notices before providing information.

5. Payments

We use Stripe to process subscription payments. Payment details entered into Stripe-hosted payment forms are handled by Stripe. Our CRM receives limited billing and payment-method information needed to manage subscriptions; it does not receive your full card number, card security code, or full bank account number through those forms.

Stripe processes information under its own Privacy Policy. Payment processing may involve banks, card networks, verification services, and fraud-prevention providers.

6. How we disclose information

We may disclose information to:

• Service providers supporting hosting, storage, authentication, billing, communication delivery, integrations, media generation, technical support, and security, as needed for their services.
• Authorized users and administrators of the subscribing business, according to their account access and the services provided.
• Recipients and connected services selected by the subscriber or user, including recipients of authorized email and SMS communications.
• Professional advisers, regulators, courts, or other parties when necessary to comply with law, respond to valid legal process, protect rights and safety, or investigate fraud or misuse.
• Parties involved in a merger, acquisition, financing, reorganization, or sale of business assets, subject to appropriate confidentiality and applicable legal requirements.

We may also disclose information when you direct us to do so or give the required consent.

We do not sell personal information or disclose it to third parties for their independent marketing. Mobile opt-in information, SMS consent, and telephone numbers collected for text messaging are not shared with third parties or affiliates for their marketing or promotional purposes. Necessary sharing with communication-delivery providers does not authorize those providers to use that information for their own marketing.

7. Email and text messages

Subscribers are responsible for obtaining the permissions required for messages they send through the CRM. Message content, frequency, and sender identity depend on the subscribing business and the program you joined. Message and data rates may apply.

Use the unsubscribe instructions in marketing emails. For supported SMS programs, reply STOP to opt out or HELP for assistance. You can also contact the identified sender. We may retain suppression and consent records to respect your choices. Essential account, billing, security, and requested service communications may be handled separately from marketing preferences as permitted by law.

8. Cookies and similar technologies

Our website, application, hosting services, and enabled third-party content may use cookies, local storage, or similar technologies for sign-in, session continuity, preferences, security, and feature operation. External content or services may set their own cookies when you interact with them.

You can manage cookies through your browser settings. Blocking necessary cookies may prevent sign-in or other features from working. Where applicable law requires consent or an opt-out for additional tracking, the required choice must be provided before that tracking is used.

9. Retention and deletion

We retain information for as long as reasonably necessary for the service, the subscriber relationship, security, dispute resolution, accounting, legal obligations, and other purposes described here. Retention varies by record type and the subscriber's instructions and obligations.

Deleting a contact from an active view may first place it in a recovery area rather than permanently erase it. Recovery windows, backups, audit records, legal holds, billing records, and consent or suppression records may affect when deletion is completed. Ending a subscription does not necessarily erase all records immediately.

10. Security

We use safeguards intended to reduce unauthorized access, use, alteration, and disclosure. No website, transmission method, or storage system can be guaranteed completely secure. Users should protect their credentials, use available account-security features, and notify us of suspected unauthorized access.

11. Your privacy choices and requests

Depending on your location, the information involved, and applicable law, you may have rights to request access, correction, deletion, or a copy of personal information, or to object to or restrict certain processing. Additional rights, including withdrawal of consent, opt-out rights, or an appeal of a denied request, may apply.

Contact us using the details below. We may need to verify your identity and authority before responding. Do not email passwords, full payment details, Social Security numbers, or identity documents with an initial request. We will explain a suitable verification method if needed.

If your information is controlled by a subscribing lender, broker, or other business, contact that business first. We can help identify the appropriate contact and assist the subscriber with requests within our role. Some records may be exempt from deletion or other requests under applicable law. We will not unlawfully discriminate against you for exercising a privacy right.

12. Children and service location

Our services are intended for adults and business use, not children under 13. We do not knowingly collect information from children under 13. Contact us if you believe such information has been submitted.

CRM Approved is based in the United States. Our service providers may process information in the United States or other locations where they operate. Privacy protections may differ between locations; applicable transfer requirements must be addressed where required.

13. Changes to this policy

We may update this policy as our services or practices change. We will post the updated policy with a revised effective date and provide additional notice or obtain consent when required by law.

14. Contact us

CRM Approved LLC
Website: CRMApproved.com
Email: vance@crmapproved.com
Telephone: 386-661-8000

Please include "Privacy Request" in the subject line of privacy-related emails.