1. Who We Are
Braincenta is a cloud-based customer relationship management platform designed to help businesses manage contacts, email communications, customer relationships, tasks, calendars, companies and business workflows.
In this Privacy Policy, the terms “Braincenta”, “we”, “our” and “us” refer to the operator of the Braincenta platform.
2. Information We Collect
The information we collect depends on how you use Braincenta and which features or integrations you choose to activate.
Account information
- Your name.
- Your email address.
- Your telephone number.
- Your company or organisation name.
- Your account login and profile information.
- Your subscription and billing details.
Passwords are stored using secure hashing and are not stored in plain text.
CRM and customer information
You may choose to add, import or synchronise information relating to your own customers, contacts, leads and companies. This may include:
- Names and contact details.
- Email addresses and telephone numbers.
- Company information.
- Customer notes and activity history.
- Tasks, reminders and calendar events.
- Email messages and attachments.
- Sales, support and relationship-management records.
Technical and usage information
- IP address.
- Browser and device information.
- Operating system.
- Login and session information.
- Platform activity and feature usage.
- Error logs and security-related events.
3. Google Account Integration
Braincenta may allow you to connect a Google account so that you can use supported Google services within the platform. Access is requested only after you choose to connect your account and provide consent through Google’s authorisation process.
Depending on the features you use, Braincenta may request access to Google services such as Gmail, Google Calendar or Google Contacts.
Braincenta accesses only the Google account information needed to provide the features you have selected. We do not sell Google user data.
Braincenta’s use and transfer of information received from Google APIs will comply with the Google API Services User Data Policy, including the Limited Use requirements.
We do not use Google Workspace API data to develop, improve or train generalised artificial intelligence or machine learning models.
4. How We Use Your Information
We may use information to:
- Create and manage your Braincenta account.
- Provide, maintain and secure the platform.
- Deliver CRM and contact-management functionality.
- Synchronise authorised email, contact or calendar data.
- Send or receive communications at your instruction.
- Display customer and company records within your account.
- Provide tasks, reminders and workflow features.
- Offer customer support.
- Improve reliability, performance and usability.
- Prevent misuse, fraud and unauthorised access.
- Comply with applicable legal obligations.
5. Legal Bases for Processing
Where UK GDPR or similar data-protection laws apply, we rely on one or more of the following legal bases:
- Performance of a contract, where processing is required to provide the service you requested.
- Consent, where you have expressly authorised an integration or optional feature.
- Legitimate interests, including platform security, service improvement and business administration.
- Compliance with a legal obligation.
6. AI-Powered Features
Braincenta may provide AI-powered tools to help users draft emails, organise information, summarise communications and improve productivity.
AI-generated content is provided as assistance only. Users are responsible for reviewing generated content before sending, publishing or relying on it.
We do not use private CRM information or Google Workspace data to train public or general-purpose AI models.
7. How We Share Information
We do not sell your personal information or your customers’ personal information.
We may share limited information with trusted service providers where necessary to operate Braincenta, including:
- Cloud hosting and infrastructure providers.
- Email and communication service providers.
- Payment processors.
- Security and monitoring providers.
- Analytics and performance providers.
- Professional advisers where reasonably necessary.
Service providers may process information only for the agreed purpose and must protect it appropriately.
We may also disclose information where required by law, a court order or a lawful request from a public authority.
8. Data Storage and Security
We use appropriate technical and organisational safeguards designed to protect information against unauthorised access, alteration, disclosure, loss or misuse.
These measures may include:
- HTTPS encryption.
- Secure password hashing.
- Role-based access controls.
- Authentication and session protection.
- Security logging and monitoring.
- Software updates and vulnerability management.
- Restricted administrative access.
No online platform can guarantee absolute security. Users should protect their passwords and notify us promptly if they suspect unauthorised access.
9. Data Retention
We retain personal information only for as long as required to provide Braincenta, fulfil the purposes described in this policy, meet legal obligations, resolve disputes and enforce agreements.
Retention periods may vary depending on the type of information, account status and applicable legal requirements.
When information is no longer required, we may securely delete or anonymise it.
10. Cookies
Braincenta may use cookies and similar technologies to keep users signed in, remember preferences, protect accounts, understand platform usage and improve performance.
You can control cookies through your browser settings. Blocking essential cookies may prevent parts of Braincenta from working correctly.
11. Your Responsibilities as a Business User
When you upload or synchronise personal information relating to customers, contacts, employees or other individuals, you are responsible for ensuring that you have a lawful basis to collect, use and store that information.
Depending on the circumstances, you may act as the data controller and Braincenta may act as a data processor for information stored in your account.
12. Your Data Protection Rights
Depending on your location and applicable law, you may have the right to:
- Request access to personal information.
- Request correction of inaccurate information.
- Request deletion of personal information.
- Restrict certain processing.
- Object to certain processing.
- Request data portability.
- Withdraw consent where processing relies on consent.
- Complain to an appropriate supervisory authority.
We may need to verify your identity before completing a request.
13. Account Deletion and Disconnection
You may request deletion of your Braincenta account by contacting us using the details below or by using any account-deletion tools made available within the platform.
You may disconnect a connected Google account through Braincenta or through your Google account’s security and permissions settings.
Following account deletion or disconnection, some limited information may be retained where necessary for legal, security, fraud-prevention or accounting purposes.
14. Third-Party Services
Braincenta may integrate with third-party services such as Google, Microsoft, payment processors, email providers, analytics providers and other business applications.
Third-party services operate under their own terms and privacy policies. We recommend reviewing those policies before connecting or using a third-party service.
15. International Data Transfers
Information may be processed or stored outside your country of residence. Where required, we use appropriate safeguards for international transfers, such as recognised contractual protections or equivalent legal mechanisms.
16. Children’s Privacy
Braincenta is designed for business and professional use and is not intended for children.
We do not knowingly permit children to create Braincenta accounts or knowingly collect personal information directly from children through the platform.
17. Changes to This Privacy Policy
We may update this Privacy Policy to reflect changes to Braincenta, legal requirements or our data-processing practices.
The latest version will be published on this page with an updated revision date.