Privacy Policy

This Privacy Policy explains how Malleus CRM (“we”, “us”, or “our”) collects, uses, and protects the personal information you provide when you submit our contact form. By submitting the form, you agree to the practices described in this policy.

This policy applies only to information collected through our website contact form. It does not cover data you may share through other channels, third-party services, or any product you purchase from us separately.

When you submit our contact form, we collect:

• Name — so we know how to address you.
• Email address — to reply to your inquiry.
• Phone number — to follow up if needed, and to send you SMS marketing messages if you opt in (see “SMS messaging”). Providing your number is optional.
• Your message — the details of your inquiry or request.

We may also collect certain technical data automatically when you use our website:

• IP address and approximate location
• Browser type, version, and language
• Device and operating system
• Pages visited, referring URLs, and timestamps

Technical data is used to operate, secure, and improve our website. We do not collect sensitive personal data (such as health, racial origin, or biometric data) through the contact form — please do not include sensitive information in your message.

We use the information you submit to:

• Respond to your inquiry and provide the information or services you requested.
• Communicate with you about your message and any follow-up.
• Send you promotional and marketing text messages (SMS) where you have opted in to receive them.
• Improve our website, content, and services.
• Detect, prevent, and address technical issues, fraud, or abuse.
• Comply with our legal obligations.

With your consent, we may use the phone number you provide to send you promotional and marketing text messages (SMS). By providing your number and opting in, you agree to receive recurring SMS marketing messages from Malleus CRM.

• Message frequency — we typically send up to 5 messages per month.
• Opt out — reply STOP to any message to unsubscribe. We will confirm your opt-out and send no further marketing messages.
• Help — reply HELP for assistance or information about our SMS program.
• Costs — message and data rates may apply. Check with your carrier for details.
• Delivery — delivery is not guaranteed; carriers may filter or block messages, and we are not liable for delayed or undelivered messages.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Information sharing with subcontractors in support of our services, such as customer service, is permitted.

We process SMS marketing on the legal basis of your consent. You may withdraw consent at any time by replying STOP or by contacting us using the details in the “Contact us” section. Opting out does not affect messages you have already received.

Under the EU and UK GDPR, we process your personal information on the following lawful bases:

• Consent — where you have given us permission, such as for marketing communications, including SMS text messages where you have opted in.
• Contract — to take steps before entering into a contract or to fulfill a request you have made.
• Legitimate interests — to respond to inquiries and operate our business securely.
• Legal obligation — where required by law.

You may withdraw consent or object to processing at any time by contacting us using the details below.

We do not sell your personal information. We may share it only in limited circumstances:

• With service providers who act on our behalf (see below).
• When required by law or to comply with a legal process.
• To protect our rights, safety, or property, or those of others.
• In connection with a merger, acquisition, or asset transfer, subject to confidentiality safeguards.

We rely on trusted third parties to operate our website and respond to inquiries — for example, email and messaging providers and hosting infrastructure. These providers process data on our behalf under written agreements and may only use it for the purposes we specify. They are not permitted to use or disclose your information for their own purposes.

We keep your inquiry information for as long as needed to respond to your request, and for a reasonable period afterward for record-keeping, support, and legal compliance. When your information is no longer needed, we delete it or anonymize it. You may request deletion at any time.

Depending on where you live, you may have the following rights regarding your personal information:

To exercise any of these rights, contact us using the details in the “Contact us” section. We will respond within the timeframe required by applicable law.

We use reasonable administrative, technical, and organizational measures to protect your information, including encryption in transit, access controls, and regular reviews. No method of transmission or storage is fully secure, but we work to protect your data using safeguards appropriate to its sensitivity.

Our website may use cookies and similar technologies for essential functionality, analytics, and security. You can control cookies through your browser settings. Disabling some cookies may affect how the site functions.

Your information may be processed in countries other than your own, including countries that may not have the same data protection laws. Where this occurs, we use safeguards such as standard contractual clauses to help protect your data.

Our contact form is not directed at children under 16, and we do not knowingly collect personal information from them. If you believe a child has submitted data through our form, please contact us and we will delete it.

We may update this policy from time to time. We will post the updated version on this page and revise the “Last updated” date above. For material changes, we will provide a more prominent notice where appropriate.

If you have questions about this Privacy Policy or how we handle your personal information, please get in touch.