Your data is protected by several layers of security

ContactRoll holds your customers' emails, cases, calls and contact details, so it is built to keep each organization's data apart, to show each person only what their role allows, and to keep a record of the things that matter. Here is how.

Each organization's data is kept apart

• Every record belongs to one organization, and every request is checked against the organization you're working in before anything is read or written. This check happens inside ContactRoll itself, on every request, whichever screen or connection it comes from.
• Search looks only inside your organization, and its counts and results include only your records.
• Email reaches your organization by the address it was delivered to, so each message lands in the right organization's queue.
• If you belong to more than one organization and switch in another tab, the tab you left shows a bar saying which organization you're in now and stops until you reload it, so nothing you do there lands in the wrong place.

Roles decide who may do what

• Every member holds one role. ContactRoll comes with nine ready-made roles, from Owner to Read-only, and on Plus you can make roles of your own.
• The Owner and Administrators can narrow how far a role reaches: every record, the team's records, or only the member's own, for contacts, companies, cases, deals, tasks, notes and calls.
• Each permission is checked by ContactRoll itself when the action happens, and each screen offers a member the actions their role allows.
• The Roles page, at https://app.contactroll.com/settings/roles, lists the permissions that delete, export, publish or spend, and which members hold each one today.

Files stay private

• Files your customers attach are stored privately, in a place only your organization can reach.
• Each download uses a link made for that one download, and the link works for 60 seconds.
• Files are stored as plain data and offered as downloads, so a file someone sends is always handled as a file.

Keys and passwords for connected services are sealed

• When you connect a service such as Twilio, Google or a product's payment account, the key you paste is encrypted before it is stored. ContactRoll uses it to do the work you asked for and shows it to nobody, administrators included.
• API keys are shown once, when you make them. ContactRoll keeps only a fingerprint of each key, and a revoked key stops working at once.
• Webhook signing secrets are sealed the same way.

Signing in

• A new password needs at least 12 characters.
• ContactRoll checks a new password against lists of passwords known to have leaked, and asks for a different one if it appears there.
• If your password is shorter than ContactRoll now asks for, a banner invites you to choose a new one.
• New accounts confirm their email address before they sign in.
• An invitation works only for the email address it was sent to.

Marketing email is held to consent

• A person receives marketing email only when your organization has recorded their consent, with what they did, when, and the evidence.
• Every marketing email carries a one-click unsubscribe. An unsubscribe is kept by email address, so it stays in force even if the contact is deleted and imported again.
• Addresses that bounce or report spam are left out of later sends automatically.

A history nobody can rewrite

• A deal's history records every change, who made it and when, and stays exactly as it was written.
• Every listen to a call recording is recorded, and the Owner, Administrators and Supervisors can see who listened.
• Consent records keep their evidence, and a withdrawal is recorded beside them.

ContactRoll's team is told when something goes wrong

• When an error starts happening repeatedly, ContactRoll's own team is alerted. These alerts record where the error happened in ContactRoll's code, with nothing anybody typed and nothing that identifies your organization.
• When one of ContactRoll's own tools signs in as a member, the sign-in is written down first in a record that can be neither changed nor deleted, and ContactRoll's team is alerted.

Backups

ContactRoll backs up your organization's records every day.

Your data, when you want it, and when you leave

• The Owner and Administrators can download everything the organization holds, attached files included, at any time. See "Export your data".
• They can also download everything held about one person, to answer that person's request to see it.
• When the Owner closes the account, there are 30 days to change your mind, and everything, files included, is then deleted within a further 30 days. See "Close your account".