Privacy Policy

1Who We Are

Otto (“Otto,” “we,” “us,” or “our”) is an AI-native CRM platform operated by Otto AI, accessible at ottosales.ai. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform and services (collectively, the “Service”).

If you have questions about this policy, contact us at privacy@ottosales.ai.

2Information We Collect

Account information. When you register, we collect your name, email address, and any profile information you provide.

Usage data. We automatically collect information about how you interact with the Service, including log data (IP address, browser type, pages visited, timestamps), device information, and feature usage patterns. This helps us improve reliability and performance.

Content you provide. This includes CRM records, notes, call data, contacts, and any other content you create, upload, or input into the Service.

Communications. If you contact us for support or feedback, we retain those communications to resolve your request and improve the Service.

3Google API Services & User Data

When you authenticate with Google, we may receive the following data depending on the OAuth scopes you grant:

• openid — Confirms your identity with Google
• email — Your Google account email address, used for account creation and login
• profile — Your public Google profile (name and profile picture), used to personalise your account

We do not request access to your Gmail, Google Drive, Google Contacts, or any other Google Workspace data unless you explicitly grant additional scopes during a specific feature flow, and each such flow will clearly describe what data is accessed and why.

Data obtained via Google APIs is used only to:

• Authenticate you and maintain your session
• Identify you within the Otto platform
• Display your name and profile image inside the app

We do not use Google user data to serve advertising, we do not transfer it to third parties except as necessary to provide the Service (e.g., our authentication infrastructure), and we do not use it for purposes unrelated to the Service.

4How We Use Your Information

We use the information we collect to:

• Provide, operate, and maintain the Service
• Authenticate you and manage your account
• Power AI features such as pipeline analysis, meeting preparation, and sales coaching
• Send transactional emails (e.g., account confirmations, security alerts)
• Send product updates and feature announcements — you can opt out at any time
• Analyse usage patterns to improve the Service
• Prevent fraud, abuse, and security incidents
• Comply with legal obligations

We do not use your data to train third-party AI models or sell it to advertisers or data brokers.

5Data Sharing & Third Parties

We do not sell, rent, or trade your personal data. We may share your information with:

• Service providers. Trusted vendors who assist us in operating the Service (e.g., cloud hosting, authentication, analytics). These providers are contractually required to process data only as instructed by us and in accordance with this policy.
• Legal requirements. If required by applicable law, regulation, legal process, or governmental request.
• Business transfers. In connection with a merger, acquisition, or sale of assets, your data may be transferred. We will notify you before your data is subject to a different privacy policy.
• With your consent. In any other circumstances where you have given explicit consent.

6Data Retention & Deletion

We retain your personal data for as long as your account is active or as needed to provide the Service. You may request deletion of your account and associated data at any time by emailing privacy@ottosales.ai.

Upon a verified deletion request, we will delete or anonymise your personal data within 30 days, except where retention is required by law or for legitimate business purposes such as fraud prevention.

7Security

We implement industry-standard technical and organisational measures to protect your data, including encryption in transit (TLS) and at rest, access controls, and regular security reviews. However, no method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.

If you discover a security vulnerability, please disclose it responsibly to security@ottosales.ai.

8Cookies & Tracking

We use essential cookies and similar technologies to maintain your session and remember your preferences (e.g., theme). We also use analytics tools (such as Google Analytics) to understand aggregate usage patterns. You can disable non-essential cookies in your browser settings; this may affect some Service functionality.

9Your Rights

Depending on your location, you may have the following rights regarding your personal data:

• Access — request a copy of the data we hold about you
• Correction — request correction of inaccurate data
• Deletion — request deletion of your data
• Portability — receive your data in a structured, machine-readable format
• Objection / Restriction — object to or restrict certain processing activities
• Withdraw consent — where processing is based on consent, withdraw it at any time

To exercise any of these rights, email privacy@ottosales.ai. We will respond within 30 days.

10Children's Privacy

The Service is not directed to children under 13 (or 16 where applicable under local law). We do not knowingly collect personal data from children. If you believe we have collected data from a child, please contact us immediately.

11Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the new policy on this page with an updated effective date and, where appropriate, by email. Your continued use of the Service after changes take effect constitutes acceptance of the revised policy.

12Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or the handling of your data, please contact us:

• Email: privacy@ottosales.ai
• Website: ottosales.ai