Privacy Policy

Valhalla CRM is software for businesses. Our customers are companies (“Customers”) whose employees and contractors (“Users”) use the Service to manage leads, call, text, email and sign documents.

This policy covers personal information about website visitors, people who request a demo or contact us, partners, and the Users and administrators of our Customers’ accounts.

When our Customers upload or create information about their own leads, contacts and applicants in the Service (“Customer Data”), we process that information on the Customer’s behalf and under the Customer’s instructions, as a service provider or processor. The Customer decides what Customer Data to collect and how to use it, and the Customer’s own privacy notice governs it. Section 11 explains what to do if your information is in a Customer’s account.

Information you give us

• Demo and contact requests: your name, company, work email, phone number, team size, industry and any message you write.
• Meeting bookings: when you book a demo through our scheduling page (provided by Google Calendar), your name, email address, the time you choose and any notes you add.
• Messages: what you send us by email, text, WhatsApp or our contact form.
• Account information: for Users and administrators, your name, work email, phone number, role and company, and login security details such as your 2-step login setup.
• Billing information: billing contact details and payment details. Card payments are handled by our payment processor, Stripe; we do not store full card numbers.
• Partner information: if you join a referral, affiliate or business partner program, your contact and payout details.

Information collected automatically

• Server and security logs: IP address, browser and device type, pages requested, dates and times, and referring pages. Our hosting provider records these when you visit our website or use the Service.
• Service activity: in the Service we record actions such as log-ins, calls placed, messages sent and records viewed or changed, including audit logs that show which User did what and when.
• Error reports: technical information about errors in the Service, used to find and fix problems.
• Cookies: see section 7. Our website does not use analytics or advertising cookies.

Customer Data we process for Customers

Depending on how a Customer uses the Service, Customer Data can include names, business details, phone numbers, email and postal addresses, call records (numbers, times, durations, outcomes), text messages and emails, notes, documents for electronic signature, and funding application information. Application information can include sensitive data such as Social Security numbers, dates of birth, bank account details, bank statements and, where a Customer uses credit check features, credit information. When a Customer turns on call recording, Customer Data also includes call recordings and transcripts.

Information from other sources

We receive delivery and status information from phone carriers and email providers, results of Do Not Call and similar checks a Customer runs through the Service, and referral information from our partners.

We use personal information to:

• provide, operate, maintain and support the Service;
• respond to demo requests and questions, schedule meetings and follow up with you by email, phone or text, as you agreed when you contacted us;
• set up and manage accounts, process payments and send invoices, receipts and service notices;
• keep the Service secure, prevent fraud and abuse, and enforce our Terms of Service;
• monitor, troubleshoot and improve the Service, including with aggregated or de-identified information that does not identify any person or Customer;
• run our partner programs; and
• comply with the law, respond to lawful requests, and establish, exercise or defend legal claims.

We use Customer Data only to provide the Service to the Customer, as the Customer instructs, and as needed for security, support and legal compliance. We do not use Customer Data to market our own products to the people in it.

If you are in a country whose law requires a legal basis for processing (such as the UK or the European Economic Area), we rely on performing a contract with you, our legitimate interests in running and securing our business, your consent where we ask for it, and compliance with legal obligations.

Some features of the Service use artificial intelligence, for example to read documents such as bank statements and applications, to suggest underwriting and lender matches, and to summarize calls. To provide these features, the relevant Customer Data is sent to our AI provider, Anthropic, under terms that do not allow them to train their models on your data.

AI output can be wrong. Customers review it before they rely on it, and decisions remain theirs.

We do not sell personal information, and we do not share it for cross-context behavioral advertising. We share personal information only as follows:

• Service providers (sub-processors) that help us run the Service, listed in section 6. They may use the information only to provide services to us.
• The Customer you work for. If you are a User, your company’s administrators can see your account, your activity in the Service and your call and sales statistics.
• Phone carriers and messaging networks, as needed to connect calls and deliver texts.
• Legal and safety reasons: when we believe in good faith that the law, a court order or other legal process requires it, or that it is needed to protect the rights, property or safety of Valhalla, our Customers or others, or to investigate fraud or abuse.
• Business transfers: in connection with a merger, acquisition, financing, reorganization or sale of all or part of our business, subject to this policy.
• With your consent or at your direction.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging opt-in data and consent are not shared with any third parties.

We use these providers to run the website and the Service. All of them process data in the United States for us, unless noted.

• Vercel: website and application hosting.
• Supabase: database and file storage, hosted in the US East region.
• Amazon Web Services (AWS Key Management Service): management of the encryption keys that protect sensitive fields.
• Telnyx and Twilio: phone calls and text messages.
• Postmark: email delivery.
• Google Workspace: our own email and calendar, including demo bookings.
• Anthropic: AI document reading and call summaries.
• Inngest: background jobs, such as scheduled tasks.
• Sentry: error monitoring.
• Documenso: electronic signatures, where used.
• Stripe: billing and payment processing, once billing is live.

We may add or replace providers as the Service grows. We will update this list when we do, and give Customers notice of new sub-processors as described in our agreements with them.

Our website does not use analytics, tracking or advertising cookies, and we do not run advertising pixels on it.

Two parts of the website connect to other companies. Our demo booking page is provided by Google Calendar, and Google may set its own cookies when it loads; Google’s privacy policy applies to that. Our WhatsApp button opens WhatsApp, which is operated by Meta under its own privacy policy.

The Service uses cookies and similar storage that are strictly necessary to keep you logged in, protect your account and remember your settings.

Because we do not sell or share personal information, there is nothing to opt out of. We still treat a Global Privacy Control signal from your browser as a valid request to opt out of sale and sharing.

We keep personal information only as long as we need it for the purposes in this policy, then delete or de-identify it. In particular:

• Demo and contact requests: as long as needed to respond and follow up, and for a reasonable time after in case you contact us again.
• Account and billing records: for the life of the account, and afterward as long as needed for tax, accounting, legal and dispute purposes.
• Customer Data: for as long as the Customer keeps it in the Service. After an account closes, we keep Customer Data for 30 days so the Customer can request an export, and then delete it from our active systems. Copies in backups are overwritten as backups roll off on their normal schedule.
• Logs and audit records: as long as needed for security, troubleshooting and legal purposes.

We may keep information longer when the law requires it or to resolve disputes and enforce our agreements.

We use administrative, technical and physical safeguards designed to protect personal information, including:

• encryption of data in transit;
• encryption at rest of sensitive fields such as Social Security numbers and bank details, with a separate key for each company, managed in a key management service;
• isolation of each Customer’s data from every other Customer’s;
• 2-step login for Users; and
• audit logs of activity in the Service, including views of full Social Security numbers.

No method of transmission or storage is completely secure, and we cannot guarantee absolute security. If we learn of a security incident that affects your personal information, we will notify you and others as the law requires.

Depending on where you live, laws such as the California Consumer Privacy Act (as amended by the California Privacy Rights Act) and similar laws in other US states give you rights over your personal information. We honor the following requests from anyone in the United States, subject to the exceptions the law allows:

• Know and access: ask what personal information we hold about you and get a copy.
• Delete: ask us to delete your personal information.
• Correct: ask us to fix inaccurate information.
• Portability: receive your information in a usable format.
• Opt out: of the sale or sharing of personal information, targeted advertising and certain profiling. We do not do any of these.
• Limit use of sensitive information: we use sensitive personal information only to provide the Service and for other purposes the law permits.
• No discrimination: we will not treat you differently for using your rights.

To make a request, email demo@valhallacrm.com with the subject “Privacy request”. We will verify your identity before acting, usually by confirming details we already hold. An authorized agent may make a request for you with your signed permission. We respond within the time the law requires, usually 45 days.

If we decline your request, you may appeal by replying to our answer with the subject “Privacy appeal”. If you are not satisfied with the result of an appeal, you may contact your state attorney general.

California notice

In the last 12 months we collected these categories of personal information: identifiers (such as name, email, phone number and IP address); commercial information (such as plans purchased); internet and network activity (such as log data); professional information (such as company and role); and account log-in credentials. We collected them from you, from your devices and from our Customers and partners, for the purposes in section 3, and disclosed them for business purposes to the recipients in section 5. We have not sold or shared personal information, including that of anyone under 16.

If you are a lead, contact or applicant of a business that uses Valhalla CRM, that business controls your information and decides how it is used. Please send privacy requests, and requests to stop calls or texts, to that business directly.

If you contact us instead, we will refer your request to the Customer and help them respond as our agreement with them requires. If you cannot reach the business, email demo@valhallacrm.com and tell us its name.

You can unsubscribe from our marketing emails with the link in any of them. You can stop our text messages by replying STOP (see our SMS Terms). To stop calls from us, tell us on the call or email demo@valhallacrm.com. We may still send you service and account messages while you have an account.

Our website and Service are for businesses and are not directed to anyone under 18. We do not knowingly collect personal information from anyone under 18. If you believe we have, contact us and we will delete it.

Valhalla CRM is offered to businesses in the United States, and we store and process information in the United States. If you contact us from another country, your information will be transferred to and processed in the United States, where data protection laws may differ from those in your country.

We may update this policy from time to time. We will post the new version on this page and change the “Last updated” date. If we make material changes, we will give notice by email or in the Service before they take effect.

Questions or requests about privacy: demo@valhallacrm.com. Please put “Privacy” in the subject line.

FSE LLC, doing business as Valhalla CRM, a Wyoming limited liability company.