SalesOS / Trust
Trust and security
Where your data lives, how we protect it and who to contact if something is wrong.
Last reviewed: 2026-10-22 · Draft: some operational commitments are still being confirmed.
Hosting
Hetzner Online GmbH · Germany (EU)
Hetzner Online GmbH · Germany (EU)
Backups
30 days · RPO 24h · RTO 8h
30 days · RPO 24h · RTO 8h
Security incidents
security@salesoscrm.com · Customer notice 24 hours
security@salesoscrm.com · Customer notice 24 hours
Hosting and data location
- Application, database, files and backups are hosted in the EU (Germany (EU)) by Hetzner Online GmbH.
- Customer data is not moved outside the EEA by SalesOS itself; sub-processors outside the EEA are listed below and used only when the matching feature is switched on.
- EU-only AI processing (Settings > AI): Claude runs on Amazon Bedrock or Google Vertex AI in an EU region, and AI features with no EU option are switched off.
Encryption
- In transit: TLS 1.2 or later on every connection to the application and API.
- At rest: integration credentials, API secrets, two-factor secrets and personal data fields that are not searched (contact mobile number and address) are encrypted in the database with AES-256.
- Passwords are stored as bcrypt hashes; recovery codes and API keys as one-way hashes.
Access control
- Two-factor authentication (TOTP) for every user, which a company can make mandatory.
- Single sign-on with Microsoft Entra ID, Google Workspace or any OpenID Connect provider.
- IP allowlists for app sessions and API keys, session lifetime and idle timeout set per company.
- Role-based permissions; every company's data is isolated by tenant and every security event is written to the audit log.
Backups and continuity
- Daily encrypted database backups, kept for 30 days. Stored in the EU, separate from the application server.
- Restores are tested at least quarterly. Recovery point objective 24 hours, recovery time objective 8 hours.
Your data, your exit
- An owner can export all company data at any time (EU Data Act): one ZIP with every table as JSON plus all files, behind a signed link that expires.
- No exit fees. Data is deleted after the contract ends, per the data processing agreement.
Incidents
- Report a security issue to security@salesoscrm.com. We acknowledge within one business day.
- Affected customers are told about a personal data breach within 24 hours of it being confirmed, with what is known and what we are doing.
Sub-processors
| Provider | Purpose | Location |
|---|---|---|
| SalesOS hosting (EU data centre) | Application hosting, database and backups | EU |
| Resend | Sending transactional and campaign email | US |
| Google (Gmail, Calendar) | Email and calendar sync for connected users | US / EU |
| Anthropic | AI features: summaries, agents, drafting | US |
| Amazon Web Services (Bedrock) | AI features under EU-only AI processing (Claude in an EU region) | EU |
| Google Cloud (Vertex AI) | AI features under EU-only AI processing (Claude in an EU region) | EU |
| OpenAI | Speech-to-text and AI features where selected | US |
| Fathom | Call recordings and transcripts | US |
| Meta (WhatsApp Business) | WhatsApp messaging | US / EU |
| People Data Labs | Contact and company enrichment | US |
| Apollo.io | Contact and company enrichment | US |
| Hunter.io | Email finding and verification | EU |
| SmartBill | Invoicing and e-Factura | RO |
How we use AI
The features that use AI, the providers that process the data and what we keep. Messages written by AI agents are labelled as such.
| Feature | Provider | Data sent | What we store |
|---|---|---|---|
| Text agents (email, SMS, WhatsApp) | Anthropic (Claude) (United States) | The conversation so far, the contact's name, the agent's instructions and booked meeting details. | Every message (marked as AI-written), the AI disclosure given, drafts and reviewer decisions. |
| Voice agents (phone calls) | ElevenLabs (United States) | The phone number, the contact's first name, the agent's script and booked meeting details. | Call outcome, transcript and link to the recording, the AI disclosure and recording notice given. |
| Copilot and writing assistant | Anthropic (Claude) (United States) | Your instruction and the records you ask about (contacts, deals, email threads you open). | Copilot conversations and usage counts (tokens). |
| AI insights and digests | Anthropic (Claude) (United States) | Pipeline and activity summaries of the deals analysed. | Digests, analyses, recommendations and usage counts. |
| Voice deal capture | OpenAI (United States), Anthropic (Claude) (United States) | The audio recording and the deal fields to update. | The audio recording, its transcript and the proposed changes. |
| AI forecast narrative | Anthropic (Claude) (United States) | Aggregated pipeline figures and deal stages. | The generated narrative. |
| Quote and annex assistance | Anthropic (Claude) (United States) | Quote content, uploaded annex documents or signature images you submit. | The suggestions and extracted fields you accept. |
| AI presentations | Gamma (United States) | Quote content and company branding. | The generated presentation link or PDF. |
| Call intelligence | Fathom (United States) | Nothing is sent by SalesOS; it reads what your Fathom account recorded. | Transcripts, summaries and action items of imported calls. |
| Research agents | Parallel (United States) | Your target profile and company names or domains to research. | Candidates, sources and enriched fields. |
NIS2 / DORA answer pack
Answers to supplier security questionnaires, generated from the same source as this page.
PDF · Markdown · Security contact: security@salesoscrm.com