Website: https://aqaricrm.com
Contact: [email protected] (or [email protected])
This Privacy Policy explains how we collect, use, store, and share personal data when you visit our website, subscribe to Aqari CRM, or use our services (the “Service”).
One policy for all markets: The same Privacy Policy applies to all customers and users in the UAE and GCC. We do not publish separate country-specific privacy policies.
1. Roles: who is responsible for what
1.1 When you are a website visitor or prospective customer
We act as the data controller for information you provide on our marketing site, demo requests, or sales enquiries.
1.2 When you are a subscribing agency (our customer)
- We are the data controller for your account and billing data (agency name, admin emails, payment metadata).
- For lead and customer data you upload into the CRM (names, phones, messages, property interests), you are the data controller and we act as a data processor, processing that data on your instructions to provide the Service.
- You must have a lawful basis and any required consents to collect and use your leads’ data, including for WhatsApp, SMS, email, and AI messaging.
1.3 When your leads interact with Aqari Sara
Messages between your leads and Aqari Sara (on your behalf) are processed to provide automated assistance. You remain responsible for informing leads as required by law (our platform appends automated disclaimers on first contact where configured).
2. Personal data we collect
2.1 Account and billing (agency administrators)
- Name, email address, phone number
- Agency / company name, country, currency preference
- Login credentials (stored securely; passwords hashed)
- Billing address and tax information where applicable
- Payment method metadata via Stripe (we do not store full card numbers)
- Subscription plan, invoices, and payment history
2.2 Users you invite (agents, staff)
- Name, email, phone, role, profile photo (if uploaded)
- Activity logs within the CRM (e.g. lead updates, messages sent)
- Attendance check-in data if you enable that feature
2.3 Lead and customer data (controlled by you)
Depending on your use of the Service, this may include:
- Name, phone, email, nationality or preferences
- Property interest, budget, notes, source (e.g. website, Meta lead ad, WhatsApp)
- Message content (WhatsApp, SMS, email) and call metadata
- Documents or images you attach
Do not store highly sensitive data in free-text fields unless legally required and adequately protected (e.g. full passport copies, complete payment card numbers).
2.4 AI and automated processing
When AI features are enabled:
- Message content may be sent to AI providers (e.g. OpenAI, Google) to generate replies or coaching suggestions
- We apply safety rules and rate limits; prompts should not include unnecessary sensitive data
2.5 Technical and usage data
- IP address, browser type, device information
- Log files, error reports, security events
- Product usage metrics (features used, message volumes for billing)
- Cookies and similar technologies on our marketing site (see Section 9)
3. How we use personal data
We use personal data to:
| Purpose | Legal basis (typical) |
|---|---|
| Provide and operate the Service | Contract |
| Process subscriptions and usage billing | Contract |
| Authenticate users and secure accounts | Contract / legitimate interest |
| Send service emails (receipts, renewals, security alerts) | Contract |
| Provide support | Contract / legitimate interest |
| Improve reliability and prevent fraud | Legitimate interest |
| Comply with law and enforce our Terms | Legal obligation / legitimate interest |
| Marketing to prospective customers (with consent where required) | Consent / legitimate interest |
We do not sell your personal data or your leads’ personal data to third parties for their marketing.
4. How we share personal data
We use trusted service providers to operate Aqari CRM. They process data only on our instructions and only as needed to deliver the Service:
| Category | Purpose |
|---|---|
| Payment services | Subscription and usage billing |
| Cloud infrastructure | Secure hosting, database, authentication, and file storage |
| Communications | Voice bridge calls, SMS, and WhatsApp messaging |
| Email delivery | Account, billing, and service notifications |
| AI processing | Aqari Sara and Aqari Agent (when you enable these features) |
| Professional advisers | Legal, accounting, or audit (under confidentiality) |
| Authorities | When required by law or valid legal process |
We do not sell personal data. Providers must protect data under contractual obligations.
4.1 Sub-processors
Our current sub-processors (data processors acting on our instructions) include:
| Provider | Purpose | Typical location |
|---|---|---|
| Stripe, Inc. | Subscription and usage billing | United States / EU |
| Supabase, Inc. | Database, authentication, and file storage | United States |
| Twilio Inc. | Voice bridge calls and SMS | United States |
| Meta Platforms, Inc. | WhatsApp Business messaging | United States / EU |
| OpenAI, LLC | Aqari Sara and Aqari Agent (when enabled) | United States |
| Resend, Inc. | Transactional email delivery | United States |
| Vercel Inc. | Application and website hosting | United States / EU |
We may update this list when we add or replace providers. Material changes will be reflected in an updated version of this Privacy Policy. For questions, contact [email protected].
5. International transfers
Your data may be processed in the United Arab Emirates and in other countries where our sub-processors operate (e.g. United States, European Union), including for AI and cloud infrastructure.
Where required, we implement appropriate safeguards (such as contractual clauses) for cross-border transfers.
6. Retention
We retain data for as long as your subscription is active and for a reasonable period afterward to:
- Comply with legal, tax, and accounting obligations
- Resolve disputes and enforce agreements
- Maintain security logs
You may request deletion of your agency account subject to legal retention requirements. Lead data retention is primarily your responsibility as controller; we will delete or return processor data upon termination as described in our agreement and applicable law.
7. Security
We implement technical and organisational measures appropriate to a B2B SaaS platform, including encryption in transit, access controls, and tenant isolation between agencies.
No system is completely secure. You must use strong passwords, limit admin access, and protect integration secrets (webhook tokens, API keys).
8. Your rights
Depending on applicable law (including UAE Federal Decree-Law No. 45 of 2021 on the Protection of Personal Data), individuals may have rights to:
- Access personal data we hold about them
- Request correction of inaccurate data
- Request deletion (subject to exceptions)
- Object to or restrict certain processing
- Withdraw consent where processing is consent-based
- Lodge a complaint with a supervisory authority where applicable
Agency administrators may exercise account-related rights by emailing [email protected].
Leads and property customers should contact your agency (the data controller) first. We will assist our customers in responding to valid requests where we act as processor.
We may need to verify identity before responding.
9. Cookies and marketing website
Our marketing website may use cookies and analytics to understand traffic and improve content. You can control cookies through your browser settings. Essential cookies may be required for security or session management.
The CRM application uses similar technologies for authentication and session management.
10. Children
The Service is not directed at children under 18. We do not knowingly collect personal data from children.
11. Changes to this Privacy Policy
We may update this policy by posting a new version on our website and updating the “Last updated” date. Material changes will be communicated to account administrators where appropriate.
12. Contact
Data protection / privacy enquiries
Email: [email protected]
General support: [email protected]
Website: https://aqaricrm.com