Privacy Policy

Sales OS (the Platform) is an internal sales operations platform operated by Brain Station 23 PLC. (we, us). This policy explains what the Platform does with data when you use it as an authorised member of a workspace.

It covers two distinct kinds of data, and they are treated differently throughout this document:

• Account data — information about you as a user: your name, work email, role, workspace membership and settings.
• Workspace content — the business records you and your colleagues put into or connect to the Platform: clients, contacts, opportunities, email threads, calendar events, meeting notes, documents and their attachments. This content belongs to the workspace, not to any individual user.

You give us

• Account details supplied at sign-up or by invitation — name, work email address and password credentials handled by our authentication provider.
• Anything you type or upload: pipeline entries, client and contact records, meeting notes, targets, templates, and documents you attach.
• Integration credentials you configure for your workspace, such as Odoo connection details and the authorisation granted to Microsoft 365.

Connected systems provide

• Microsoft 365, via Microsoft Graph — email messages and threads, calendar events and attendance, and task items, for the mailbox you connect. Access is delegated by you through OAuth 2.0 and limited to the scopes each feature requires.
• Odoo CRM — leads, opportunities, companies, contacts and related activity, imported and kept in sync with the workspace pipeline.

The Platform generates

• Derived records: deal signals and stage health, matches between email threads and deals, generated tasks, meeting summaries, and drafted documents.
• Operational logs: job runs, agent runs and their steps, activity history, and AI usage including token counts and cost.

Data is processed only to operate the Platform for your workspace. Specifically, to:

• authenticate you and enforce your role and permissions;
• assemble and maintain the deal record — linking threads, meetings and documents to the client and opportunity they belong to;
• produce AI-assisted drafts, briefs, estimates, proposals and statements of work grounded in the workspace content you have access to;
• run scheduled synchronisation with the systems you have connected;
• report on pipeline, targets and AI usage and cost; and
• diagnose faults, secure the Platform, and meet our legal obligations.

We do not sell workspace content or account data, and we do not use it for advertising.

Several features send workspace content to a large language model to produce a draft. When that happens:

• Requests are routed through OpenRouter, which passes them to the model provider selected for that feature in your workspace settings.
• The content sent is the context that feature needs — for example, the email thread, client history and meeting notes behind a draft reply.
• Research features may use web-grounded models, which will issue searches based on the company or contact being researched.
• Every call is logged with its feature, model, token counts and cost so a workspace administrator can see exactly what has been sent and what it cost.

Model providers process this content under their own terms. Workspace administrators choose which models are enabled per feature and can restrict that choice for members.

We use a small number of service providers to run the Platform. They process data on our instructions and for no other purpose:

• Supabase — database, authentication and file storage.
• OpenRouter and the model providers it routes to — AI generation.
• Microsoft — the source of mail, calendar and task data you connect.
• Odoo — the CRM instance your workspace connects, operated by or for your organisation.
• LlamaParse — parsing of documents you upload for import.

Beyond these, we disclose data only where the law requires it, or to establish or defend a legal claim.

• Access is enforced by the database. Every table holding workspace content has row-level security enabled, so a query returns only the rows the caller is entitled to — regardless of which part of the application issued it.
• Integration credentials are encrypted. Per-user connection keys are sealed with AES-256-GCM before storage and decrypted only inside server-side code.
• Secrets stay on the server. Service keys and provider API keys are never exposed to the browser.
• Transport is encrypted. Traffic to the Platform and to every connected service uses TLS.
• Access follows membership. When a member is deactivated their session is ended and their access to workspace content stops.

No system is perfectly secure. We ask that you use the Platform only for the business purpose it was built for, and report anything that looks wrong.

Workspace content is retained for as long as the workspace exists, because the value of the record is its history. Some categories are trimmed automatically — synchronised mailbox content is purged according to the retention window configured for your workspace.

Account data is retained while your membership is active. When your membership ends, your access is removed; records you authored remain part of the workspace history, attributed to you, unless the workspace owner requests otherwise.

Disconnecting an integration stops further synchronisation and removes the stored credentials for it.

• Access and correction — most of your account data is editable directly in Settings.
• Disconnection — you can revoke the Platform's access to your Microsoft account at any time, from Settings or from your Microsoft account directly.
• Copies and deletion — because workspace content is controlled by your organisation, requests for a copy or for deletion are handled through the workspace owner. Contact us and we will route it appropriately.

Where local law grants you further rights over personal data, we will honour them. Write to us and we will respond within the period the applicable law requires.

If this policy changes materially, we will update the effective date at the top of this page and notify workspace administrators. Continuing to use the Platform after a change means the updated policy applies to you.