Privacy Policy

Last updated: 21 Apr 2026

This Privacy Policy explains how NeptuneWare CRM (“NeptuneWare”, “we”, “us”, “our”) collects, uses, discloses, and protects personal information when you use our website and services (the “Service”).

1) Who we are

NeptuneWare CRM is a multi-tenant customer relationship management platform operated by NeptuneWare Pty LTD.

The entity responsible for your data depends on your relationship with the Service:

  • Workspace Owners (Customers): If your company created a NeptuneWare workspace, your company is the Data Controller for the customer data you upload.
  • NeptuneWare Pty LTD: NeptuneWare acts as a Data Processor for customer content in your workspace and as a Controller for account, billing, and website usage data we collect directly.

2) Information we collect

We collect information in three main categories:

A. Account & workspace information

  • Name, email address, password (stored as a secure hash)
  • Workspace name and workspace URL (tenant subdomain)
  • User roles, permissions, and workspace membership

B. Customer content (uploaded/entered by you)

  • Contacts, companies, addresses, notes, deals, and activities
  • Quotes, invoices, sales orders, payments, credit notes, statements
  • Attachments and branding assets (e.g., logos) you upload

You control what customer content is entered into your workspace. This data belongs to your workspace and is isolated from other tenants.

C. Usage & technical data

  • IP address, device/browser information, timestamps, and diagnostic logs
  • Pages visited, feature usage, and performance analytics (where enabled)
  • Security-related events (e.g., sign-in attempts, verification, abuse prevention)

3) How we use information

  • Provide and operate the Service, including tenant isolation and feature access
  • Authenticate users, prevent abuse, and secure accounts
  • Process support requests and communicate with you
  • Send service emails (verification, password reset, billing notices)
  • Maintain, monitor, and improve the Service (debugging, reliability, performance)
  • Comply with legal obligations and enforce our terms

4) Legal basis (where applicable)

Depending on the context, we process personal information based on: contract performance (to deliver the Service), legitimate interests (security and improvement), consent (where required), and/or legal obligations.

5) Sharing and disclosure

We do not sell your personal information. We may share data with:

  • Service providers that help us run NeptuneWare (hosting, storage, email delivery, analytics, payment processing). They are permitted to process data only to provide services to us.
  • Workspace administrators within your tenant (who can view/manage tenant data based on roles and permissions).
  • Legal and compliance where required by law, to protect rights, safety, or prevent fraud.

6) Data storage, hosting & international transfers

NeptuneWare may store data in data centers located in different regions depending on infrastructure providers. If data is transferred across borders, we use appropriate safeguards where required.

7) Security

We implement technical and organizational measures designed to protect data, including access controls, tenant isolation, encrypted transmission (HTTPS), and monitoring. No method of transmission or storage is 100% secure, but we work to protect your information.

8) Data retention

We retain personal information only as long as needed to provide the Service, comply with legal obligations, resolve disputes, and enforce agreements. Workspace owners can delete customer content within their tenant.

9) Your rights

Depending on your location, you may have rights to access, correct, delete, or object to processing of your personal information. If you are a user in a tenant workspace, please contact your workspace admin first, as they control workspace customer data.

10) Cookies & tracking

We use cookies and similar technologies for authentication, session management, and security. We may also use limited analytics to understand usage and improve the Service.

11) Turnstile / anti-abuse

We use Cloudflare Turnstile to prevent spam and automated abuse on certain forms. Turnstile may collect and process device and interaction signals to determine whether a request is legitimate.

12) Children’s privacy

NeptuneWare is not intended for children and we do not knowingly collect personal information from children.

13) Changes to this policy

We may update this Privacy Policy from time to time. When we do, we will update the “Last updated” date above. Material changes may be communicated through the Service.

14) Contact

If you have questions about this Privacy Policy or how we handle personal information, contact us at:
Email: privacy@neptuneware.com
Phone: +27 73 685 8061
Company: NeptuneWare Pty LTD

Related: Terms of Service • Support