Privacy Policy

This policy explains what information ContactRoll holds, why, who else handles it, how long we keep it, and the choices you have. It covers this website (contactroll.com), ContactRoll’s app (app.contactroll.com) and the help centers we host for our customers.

ContactRoll is run by Steven Foster, a sole proprietor doing business as ContactRoll (“ContactRoll”, “we”, “us”). For anything about privacy, write to privacy@contactroll.com.

The short version

• This website sets no cookies, runs no analytics and loads nothing from another site.
• In the app, the information our customers put in belongs to them. We use it only to run ContactRoll for them.
• We do not sell personal information, use it for advertising, or use it to train artificial intelligence models.
• An organization can export everything it holds at any time, and closing an account deletes it all, files and backups included, within 60 days.

1. Two kinds of information, and our role in each

Information about our customers. When a business signs up, we hold information about the organization and the people who use ContactRoll for it: their names, email addresses and billing details. For this information we decide how it is used, and we are its controller.

Information our customers put into ContactRoll. Our customers use ContactRoll to work with their own customers and contacts, so the app holds people’s names, email addresses, phone numbers, messages, notes and files. For this information our customer is the controller and we are their processor: we handle it only on their instructions, to provide the service. If you are one of our customer’s contacts and want to ask about your information, please contact that business first (section 11).

2. This website

Every page on contactroll.com is a static file. It sets no cookies, runs no analytics, has no chat widget or tracking pixel, and loads no fonts or scripts from anyone else. It runs one small script of our own, which sends nothing anywhere: it copies our email address when you press Copy, and runs the free tools, which work in your browser. A file you give the CSV contact cleaner is read on your computer and never leaves it.

• Videos. A video on this site is a picture of ours until you press play. Then your browser loads the player from YouTube’s privacy-enhanced address (youtube-nocookie.com), and YouTube receives your request under its own privacy policy.
• Hosting. Cloudflare serves this website and the app. Like any web host, it keeps request logs, which include your network (IP) address.
• Emailing us. If you write to hello@contactroll.com or privacy@contactroll.com, we have your message and your address, and we use them only to answer you. Writing to us does not put you on any mailing list. Mail to those addresses reaches us through Cloudflare, which forwards it to the inbox we read. To have your message deleted, ask at the same address.

3. What we hold about our customers and their team members

• Account information: the organization’s name, each member’s email address, name and role, their notification choices, and invitations (the address invited, the role offered and when the invitation expires).
• Sign-in: passwords and sign-in sessions are held by our infrastructure provider’s authentication service. We cannot read passwords. If you turn on two-factor sign-in, the code that sets it up is held the same way.
• Billing: the plan, its status, the billing contact and invoice history. Payments are handled by Stripe. We never receive or store your full card number.
• Use of the service: the date your organization was last used (recorded at most once a day, without saying who or what), records of sign-ins and of important changes made in your organization (its audit log), and reports of errors in the app (where an error happened and in which version, never the content of your data).
• Security checks: on the app’s sign-in and sign-up pages, Cloudflare Turnstile may check that you are a person and not a program. Cloudflare receives information such as your IP address and browser details for that check. We keep none of it.
• Your messages to us: if you contact us for support, we keep the conversation so we can help you.

The app keeps your sign-in session in your browser’s storage. It uses no advertising or analytics cookies.

4. What our customers put into ContactRoll

What follows is held for our customer, and only our customer’s own team can see it.

• Contacts and companies: names, email addresses, phone numbers, and the details and notes a team records about them.
• Support conversations: every email in a case, in both directions, files people attach, internal notes, and questions sent through a help center the customer publishes.
• Calls: records of calls (which number, when, how long and how it ended) and the team’s notes about them. Where a customer switches recording on, the recording stays in the customer’s own Twilio account; we keep only the fact that it exists and who listened to it. Every recorded call is announced before it connects. Where a customer also switches transcripts on, the transcript is made by the customer’s Twilio account and we keep a copy of the text so the team can read and search it.
• Marketing email: a record of each person’s consent (what they did, when, and the evidence), unsubscribes, bounces and complaints, who each message was sent to, which version of a tested message they were sent, and the links they followed. We do not track whether an email was opened. A customer can switch link tracking off, and a person can ask for the links they followed to be forgotten while staying on the list. We never keep the network address of a person who follows a link, only a scrambled form of it used to stop abuse.
• Sign-up forms: the name, email address and company a person enters, the words they agreed to, and, as evidence of their consent, when and from which network address they signed up and confirmed. A sign-up never confirmed is deleted after seven days.
• Events and billing from a customer’s own systems: a customer’s own app may tell ContactRoll what a person did (for example, started a trial), limited to fixed fields with no free text. A customer may connect its own Stripe account so its team can see a person’s plan and payments; this is read live and not stored, apart from the person’s Stripe customer ID and the events Stripe reports. No card number is ever stored.
• Bug reports: a customer may report bugs from a case to its own issue tracker. Before a report is sent, ContactRoll checks it for the person’s email address, name, company name and words they wrote, and refuses to send it if they are there.

Some of these features are only available on some plans.

5. How we use information

We use information to:

• provide ContactRoll, as each customer has set it up;
• keep accounts and data secure, and prevent spam, fraud and abuse;
• bill for paid plans;
• send service emails, such as sign-in links, invitations, notifications a member has chosen, and messages about billing, trials and the account (these are not marketing);
• answer questions and requests;
• meet our legal obligations.

We do not sell personal information or share it for advertising, we do not use it for advertising, and we do not use our customers’ data to train any artificial intelligence model. Nobody at ContactRoll looks at an organization’s data except to run or fix the service, to investigate abuse or a security problem, when the customer asks us to, or when the law requires it.

If data protection law such as the UK or EU GDPR applies, our legal bases are: performing our contract with our customer; our legitimate interests in running, securing and improving the service; meeting legal obligations; and, for anything else, consent.

6. Who else handles information

We use these service providers (sub-processors) to run ContactRoll. Each handles information only to provide its service to us.

Provider	What it does for ContactRoll	Where
Supabase (on Amazon Web Services)	Hosts the database, attached files and sign-in	United States (Northern Virginia)
Cloudflare	Hosts this website and the app, forwards our email addresses and runs sign-in security checks	Global network
Resend (on Amazon Web Services)	Sends and receives email, and keeps its own copy of each message for up to 30 days	United States (Northern Virginia)
Twilio	Places and receives calls, and holds recordings and transcripts, in each customer’s own Twilio account	United States
Stripe	Takes payment for ContactRoll’s paid plans	United States
Google	YouTube publishing, and calendar and email sending, for members who connect a Google account (section 7)	United States

We email our customers’ Owners at least 30 days before a new sub-processor starts handling their data.

Services a customer connects with its own account. A customer may connect other services with its own account and under its own agreement with them, such as Google’s Gemini, HeyGen, its own Stripe account or its own GitHub repository. ContactRoll sends each only what a team member asks it to make, publish or look up, and never sends a customer’s contacts or cases to an AI service. Those services’ own privacy policies apply to what they receive.

We may also disclose information if the law requires it, to protect people’s safety, or to someone who acquires ContactRoll, who will be bound by this policy. We will tell our customers by email if ContactRoll is sold.

7. Information from your Google account

ContactRoll’s use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. The use of information received from Google Workspace scopes will adhere to the Google Workspace API User Data and Developer Policy, including the Limited Use requirements.

In practice:

• ContactRoll asks Google only for what a feature you switch on needs: to publish videos to your YouTube channel and read their view counts, and, where offered, to add events to your calendar and send the emails you write.
• ContactRoll never reads your email. Of your calendar, it keeps only the ID and link of each event it adds.
• No person at ContactRoll reads information from your Google account, unless you ask us to for support, it is needed for security, or the law requires it.
• It is never used for advertising, never sold, and never used to create, train or improve any artificial intelligence model.
• When you disconnect your Google account, ContactRoll deletes its access tokens and revokes them at Google.

8. Where information is kept

ContactRoll’s database and files are in the United States. If you are outside the United States, your information is transferred to and processed there. Where data protection law requires a safeguard for that transfer, we rely on the European Commission’s Standard Contractual Clauses and the UK’s addendum to them, in our data processing addendum.

9. How long we keep information

• While an organization’s account is open, we keep its data for as long as the account exists, because a support history is what the product is for. A customer can delete contacts, cases and files at any time, and deleting a contact deletes their cases, messages, notes, calls and files with them. A record of an unsubscribe is kept for as long as the organization exists, so that importing a person again cannot undo it.
• When an account is closed, access stops at once. The account can be reopened, and everything exported, for 30 days. After that, everything is deleted within a further 30 days, including files and backup copies. All that remains is a record that an organization was deleted, with no name or content.
• Unpaid accounts become read-only after notice, and are closed after 30 days read-only, then deleted as above.
• Free plan accounts are never closed or deleted for being unused; they become read-only after 90 days without use.
• Copies we do not control: Resend keeps its own copy of each email for up to 30 days. Recordings and transcripts in a customer’s own Twilio account stay there until the customer deletes them; the customer’s export lists each one. Anything a customer exported or sent to a service it connected is outside our deletion.
• Information about the website: we keep emails to hello@ and privacy@ for as long as needed to answer them and keep a record of the answer, unless you ask us to delete them.

10. Your choices and rights

• Export: an organization’s Owners and Administrators can download everything it holds, and everything it holds about one person, from within the app.
• Correction and deletion: team members can correct or delete what they have entered. An Owner can close the account.
• Unsubscribing: every marketing email sent through ContactRoll has a one-click unsubscribe link.
• Your rights: depending on where you live, you may have the right to access, correct, delete, restrict or object to the use of your personal information, to receive a copy of it, and to withdraw consent. To use these rights, write to privacy@contactroll.com. We will answer within one month, or sooner if the law requires. We may need to confirm who you are first. We will not treat you differently for using your rights.
• California residents: we do not sell or share personal information, as those words are defined in California law, and we do not use sensitive personal information to infer anything about you.
• Complaints: if you are in the UK or the EU, you can complain to your data protection authority. We would appreciate the chance to put things right first.

11. If a business that uses ContactRoll holds your information

If you emailed, called or signed up with a business that uses ContactRoll, that business decides what happens to your information, and its own privacy policy applies. Please send requests about your information to that business. If you write to us instead, we will pass your request on to them, and help them answer it.

12. Security

We protect information with measures including:

• each organization’s data kept apart by the database itself, and checked by automated tests on every change;
• private file storage, with download links that expire after 60 seconds;
• encryption of data in transit, and of stored access keys for services our customers connect;
• two-factor sign-in, and roles that limit what each member can see and do;
• email authenticated with SPF, DKIM and DMARC.

No system is perfectly secure. If we learn of a security breach that affects personal information, we will tell the affected customers by email without undue delay, and notify authorities where the law requires.

13. Children

ContactRoll is for businesses and is not directed at children. Account holders must be at least 18. We do not knowingly collect personal information from children under 16. If you believe a child’s information has been given to us, write to privacy@contactroll.com and we will delete it.

14. Changes to this policy

If we change this policy, we will email our customers’ Owners at least 30 days before the change takes effect, and post a notice on contactroll.com. The date at the top shows when it was last updated.

15. Contact

Write to privacy@contactroll.com about privacy and your information, and to hello@contactroll.com about anything else. We do not take requests by post.