Privacy Policy
This policy explains what personal information the Tentacle CRM application collects, why we collect it, who we share it with, and the choices you have over it.
Tentacle CRM is operated by Zygonich (“we”, “us”, “our”). We are the data controller for the information described below.
Tentacle CRM is an internal business tool. It is used by authorised sales and administration staff to manage client relationships, service orders and support. Accounts are issued by an administrator — the app has no public sign-up.
1. Information we collect about you
Account and profile information
Your account is created for you by an administrator using your work email address. Your password is chosen by you and is never stored in readable form — it is hashed using Argon2id and cannot be recovered by us or by any administrator. In your profile you may add your first and last name, phone number and a profile picture.
Work activity
Tentacle CRM records the actions you take in the app so that work can be traced and handed over between team members. This includes leads you are assigned and update, client cases you work on, service orders you view, payment approvals or rejections you make, support tickets you answer, follow-up tasks assigned to you, and internal notes you write.
Support calls
When you take a voice or video call with a client through the app, we record call metadata — who took part, the call type, and start and end times. Call audio and video are transmitted in real time and are not recorded by us.
Technical information
Our servers automatically log requests made by the app, including IP address, timestamp, the endpoint called, and a correlation identifier used for troubleshooting. We also store authentication tokens so you stay signed in, and an audit trail of sensitive actions such as approving a payment or changing a team member's access.
2. Client information you handle
Through Tentacle CRM you access personal information belonging to our clients — their contact details, service orders, declared payments and uploaded case documents. That information is collected from clients under the NGO Partners privacy policy, and Zygonich remains its controller. You access it strictly to do your job, only to the extent your role allows, and you must not copy, export or share it outside the systems we provide.
3. How we use your information
| Purpose | Information used |
|---|---|
| Giving you access to the app | Email, password hash, role, authentication tokens |
| Assigning and tracking your work | Leads, cases, tickets, tasks, internal notes |
| Recording who approved a payment or changed a record | Audit trail, account identifier |
| Connecting you to client support calls | Call metadata, session token |
| Measuring team workload and performance | Activity counts and timestamps |
| Keeping accounts and client data secure | Technical logs, sign-in records |
We do not use your information for advertising, and we do not sell or rent it to anyone.
4. Who we share it with
- Your colleagues and managers at Zygonich, to coordinate work, review approvals and hand over cases.
- Agora — the real-time communications provider that carries in-app voice and video calls. Agora processes the call stream and a temporary session token. See Agora's privacy policy.
- Our hosting provider, which operates the servers where the data is stored.
- Authorities or professional advisers, where we are required to disclose information by law or to establish or defend a legal claim.
Tentacle CRM contains no advertising SDKs and no third-party analytics or tracking services.
5. Where your data is stored
Your data is stored on servers operated on our behalf and is protected in transit by TLS encryption. Where data is transferred outside your country — for example when a call is routed through Agora's global network — we rely on the safeguards offered by that provider's own data protection commitments.
6. How long we keep it
- Account and profile — for as long as your account is active.
- Work records and audit trail — retained after your account closes, because they show who handled a client's case or approved a payment, which we are required to be able to demonstrate.
- Call metadata — normally up to 24 months.
- Server logs — normally up to 90 days.
When a retention period ends, records are deleted or irreversibly anonymised.
7. Your rights and choices
You may ask us to:
- give you a copy of the personal information we hold about you;
- correct information that is wrong or out of date — most profile fields can be edited directly in the app;
- delete your account and personal data — see Delete your account;
- restrict or object to a particular use of your information;
- withdraw a consent you previously gave.
To make any of these requests, email support@zygonich.com from the address registered on your account. We respond within 30 days. If you are not satisfied with our response, you may complain to the relevant data protection authority.
8. Security
We protect your information with TLS encryption in transit, Argon2id password hashing, role-based access control so each team member only reaches the records their role allows, rate limiting and account lockout against brute-force attempts, and an audit trail of sensitive actions. No system is perfectly secure, but we work to keep these controls current.
9. Children
Tentacle CRM is a workplace tool for authorised staff. It is not directed at children and we do not knowingly collect personal information from anyone under 18.
10. Changes to this policy
If we change this policy we will update the date at the top of this page, and — where the change materially affects you — notify you in the app or by email. Continuing to use Tentacle CRM after a change takes effect means you accept the updated policy.
11. Contact us
- Privacy & data requests
- support@zygonich.com
- Operator
- Zygonich
- Support page
- tentacle-crm/support
- Delete your account
- tentacle-crm/delete-account