App privacy notice
Last updated 30 October 2026. This notice covers the private CRM at crm.abfiaccounting.com and the connections it makes to Google (YouTube, Gmail and Drive), Meta (Facebook and Instagram), Threads and LinkedIn, and the AI assistant it uses. For visitors to the website, the website terms and privacy policy apply.
Short version. The CRM is a private tool used by ABFI Accounting to run its own marketing. It connects to accounts ABFI Accounting owns and, for clients who choose to, to accounts those clients connect themselves (their social pages and, if they wish, their Google mailbox). Each client's data is kept in its own separate workspace. It reads comments, messages, lead forms and statistics from these accounts so they can be answered and measured in one place. An AI assistant (Anthropic's Claude) helps draft replies, and nothing is posted or sent without a person approving it. The data is never sold, never used for advertising profiles, and never used to train AI models.
1. Who is responsible
Build With Umaima (also written ABFI Accounting), the marketing business run by Umaima. Contact: info@abfiaccounting.com.
2. What the CRM reads from each platform, and why
| Platform | What is read or stored | Why |
|---|---|---|
| Facebook Page | Comments on the Page's posts, Messenger messages sent to the Page, lead form answers, Page and post statistics, ad account statistics. | To reply to people who wrote to the Page, follow up on leads they sent, and see which posts and ads work. |
| Instagram (professional account) | Comments on the account's posts and reels, direct messages sent to the account, account and post statistics. | Same as above. |
| Threads | Replies to the account's posts and post statistics. | Same as above. |
| YouTube | The channel's own videos, comments on them, and channel and video statistics. Videos the account owner approves are uploaded to the channel. | To publish the owner's videos, answer comments and measure results. |
| Gmail (a mailbox its owner connects) | Permission to send email as that mailbox, and to read the messages in conversations the CRM started (replies and delivery failures). Other email in the mailbox is not copied into the CRM. | To send the one-to-one emails the mailbox owner (or, if they choose, Build With Umaima) approves, and to show replies to them. Never used for newsletters, mass mailings or advertising. |
| Google Drive (the account owner's own) | Only files the CRM itself creates (the "drive.file" permission): one folder of nightly backups. It cannot see, open or change any other file in the Drive. | To keep encrypted nightly backups of the CRM in the owner's own Drive, and to restore one if needed. |
| LinkedIn profile | The signed-in member's name and profile ID (to know which account is connected) and posts the member approves for publishing. | To publish posts the member wrote and approved. |
| LinkedIn company page | The page's name and ID, posts the page admin approves for publishing, and the page's post and follower statistics. If comments on the page's own posts are shown in the CRM inbox, the CRM displays each commenter's name, headline and profile photo as LinkedIn shows them. | To publish the page's approved posts, see which posts work, and answer comments on them. |
| Email (own mailbox) | A copy of ABFI Accounting's own mailbox, kept in the CRM's database: the messages in every folder, the names and email addresses of the people in them, and attachments once opened. It goes back up to 12 months, and anything deleted from the mail server is deleted from the copy too. It is never shared or sold. | To run the business: keep every conversation (sent and received) next to the right contact, search it, and answer from one place. |
The CRM asks each platform only for the permissions these jobs need. It does not read personal profiles of people beyond the name, handle and text of what they sent to ABFI Accounting's accounts. It does not automate actions on anyone else's account.
3. Google user data and the Limited Use requirements
The CRM's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Google data is used only to provide the features described above for the account that connected it. It is not transferred to anyone else except to service providers needed to provide those features (such as the AI assistant in section 6), to comply with the law, or as part of a merger or sale with notice. It is not used for advertising, not sold, and not read by people except with the account owner's permission, for security, or where the law requires it. It is not used to develop, improve or train generalised AI or machine learning models. Gmail data in particular is used only to send the emails the mailbox owner approved and to show replies to them; people do not read it unless the mailbox owner asks, for security, or where the law requires it.
The CRM uses YouTube API Services. By connecting a YouTube channel you also agree to the YouTube Terms of Service, and the Google Privacy Policy applies to what Google does with your data. You can remove the CRM's access at any time at Google security settings. If access is removed on Google's side, the CRM deletes the YouTube comments and statistics it holds within 3 days unless the channel is connected again.
4. Meta (Facebook, Instagram, Threads) data
Meta data is used only for the features above, in line with the Meta Platform Terms and Developer Policies. It is not sold, not shared with data brokers, and not used to build profiles of people. Access can be removed in Facebook under Settings, Business integrations, and in Instagram under Settings, Apps and websites.
Conversions API. When the setting "Tell Meta who became a client" is switched on, and only for people who came in through a Meta lead form or ad, the CRM sends Meta the stage that person reached (for example, became a client) together with their email address, phone number and first name, each scrambled with SHA-256 before it leaves the CRM, and the Meta lead ID. Meta uses this only to measure and improve ABFI Accounting's own ads. It is off by default.
5. LinkedIn data
LinkedIn data is used only to show which account or page is connected, to publish posts that were approved, and, for the company page, to read the page's statistics and, where page comments are shown in the inbox, to answer them, in line with the LinkedIn API Terms of Use. The company page uses a separate LinkedIn app with its own login. If page comments are shown in the inbox (with the commenter's name, headline and photo), they are kept under the rules in section 8. Page statistics are kept for up to 3 years. Disconnecting the company page ends the login at LinkedIn and deletes the page's comments and statistics from the CRM. The CRM does not scrape LinkedIn or automate connection requests, messages or likes, and every reply to a comment is approved by a person first. Access can be removed at LinkedIn permitted services.
6. The AI assistant (Anthropic's Claude)
ABFI Accounting uses Claude, an AI assistant made by Anthropic PBC, as a service provider to help draft replies, posts and outreach. Claude connects to the CRM through a secured connection that ABFI Accounting approves with its own login and authenticator code.
- What it can read: contacts, comments, messages and lead answers held in the CRM (including ones from Facebook, Instagram, Threads and YouTube), and post and video statistics. It cannot see passwords, access tokens or mailbox credentials.
- Email: when ABFI Accounting uses the Claude connection with mailbox reading switched on, Claude (Anthropic) can read and search the CRM's copy of ABFI Accounting's own mailbox, including messages from the people ABFI Accounting writes to. It never sees spam or trash, or security emails such as login codes and password resets. Mailbox reading can be switched off in the CRM's settings at any time.
- What it can do: only draft. Every reply, post or email it writes waits for a person to approve it. It cannot send, post, publish, delete or change settings.
- Training: ABFI Accounting has switched off model training for its Claude account, so this data is not used to train Anthropic's models. Anthropic handles it under the Anthropic Privacy Policy.
- Google user data: data received from Google APIs is only shared with Claude to provide the features in section 2 for the account that connected it, in line with the Limited Use requirements in section 3.
The connection can be removed at any time in the CRM, which ends Claude's access straight away.
7. How it is kept safe
- Access to the CRM needs a password and a code from an authenticator app.
- Platform access tokens and mailbox passwords are encrypted (AES-256-GCM) with a key kept outside the database and outside the website folder.
- Cookies: the CRM sets only two, both for people who log in to it. A login cookie keeps the session open and is deleted when the user logs out or closes the browser. A device cookie (bwu_me) is set on a device used to log in and lasts up to 400 days, so the business's own visits to its website are not counted as visitors. Neither is used for advertising or tracking, and visitors to the public pages (this notice, the deletion page) get no cookies.
- All traffic uses HTTPS. Logins, failed logins, connection changes and settings changes are written to a security log.
- The AI assistant (section 6) can only draft. It cannot send, post, publish, delete, change settings or see passwords and tokens.
8. How long data is kept
- Comments, messages and lead answers: until they are deleted in the CRM, and at most 2 years after the last contact with that person.
- Contacts and leads who never became clients: their details and marketing history are deleted automatically 2 years after the last contact. If someone unsubscribed, only their email address stays, marked do-not-email, so they are never emailed again.
- Addresses that bounced, marked an email as spam, or asked to be left out: kept only as the address on a do-not-email list, so they are never emailed again.
- Clients and former clients: quotes, invoices, payments and shared files are kept as long as tax and accounting rules require (at least 6 years). Their marketing data is deleted or anonymised when they ask.
- Client workspaces: deleted, with every platform login ended, when the client asks or the work ends.
- Statistics: up to 3 years, for year-on-year comparisons.
- Platform access tokens: until the connection is removed in the CRM or on the platform. Disconnecting deletes the saved token straight away.
- Security log: 400 days.
- Backups: each night the CRM encrypts a copy of its database (AES-256, with a key that never leaves the CRM's server) and stores it in the owner's own Google Drive. The newest 14 are kept and older ones are deleted automatically. A deletion request also reaches backups as they roll off, within 14 days.
9. Deleting your data
If you commented on, messaged or sent a lead form to a ABFI Accounting account and want what the CRM holds about you deleted, you can:
- email info@abfiaccounting.com with the subject "Delete my data" and your name or handle on that platform, or
- remove the app in your Facebook or Instagram settings (Apps and websites) and choose to send a deletion request. The CRM receives it automatically and gives you a confirmation code you can check at https://crm.abfiaccounting.com/data-deletion.
Requests are completed within 30 days, and you will get a confirmation. Depending on where you live, you also have the right to see, correct or receive a copy of your data, and to complain to your local data protection authority.
10. Children
The CRM and ABFI Accounting's services are for businesses and are not directed at anyone under 16.
11. Terms
Use of the CRM is covered by the CRM terms.
12. Changes
The date at the top shows the latest version. Questions: info@abfiaccounting.com.