OpenCRM legal necessities.
It’s important to us that, as a customer, you feel happy with the legalities of where your information is going — so we’ve gathered all the legal detail you may need in one place.
Looking after your data, securely
We are Software Add-ons Limited, company registration number 05387424, registered in England & Wales. Our registered office is 1 Bailey Court, Colburn Business Park, Richmond, North Yorkshire, DL9 4QL.
While on our website we gather some information about you. None of this information is ever sold, rented or gifted outside our own research. By using this site and the materials on it, you agree to our Terms of Use. Should you receive any confidential information from us, you’ll be subject to our confidentiality agreement — all detailed below.
Our commitment to your privacy
We promise that we do not sell, rent or gift any of your personal information to anyone, ever.
We value your privacy, and we reinforce this belief throughout our organisation. Your information will be protected as described here and only processed in compliance with the General Data Protection Regulation (DPA 2018 – GDPR 2021). This policy summarises the main elements and how we apply these to the way we work together. If you have further questions, please contact us.
Responsibility for processing personal data
Software Add-ons Limited are responsible for the legitimate processing of the data we collect. Software Add-ons & OpenCRM only collects, retains and processes personal data that is essential for the fulfilment of customer contracts and enquiries. It does not collect, retain or process sensitive personal data as defined by section A-3-12 in The Guide to Data Protection published by the Information Commissioner’s Office (ICO).
The personal data we collect, retain and process includes first and surname, phone number, email address, mailing address, organisation URL, product serial numbers and control codes, and/or account number. Our order forms securely collect contact information and financial information (such as billing information), used for order fulfilment and shared with integration suppliers only where necessary to fulfil an order.
We promise to
- Safeguard user information from unauthorised access.
- Collect, maintain and use information only as necessary to provide targeted products and services to meet user needs.
- Honour user requests to be removed from our telephone, fax or mail lists in a timely manner.
- Maintain confidentiality of user information when undertaking projects with other companies.
Delivery of products purchased through our website
When you purchase OpenCRM subscriptions and services, your payment is made using the Stripe online payment gateway. On successful payment your OpenCRM subscription is created immediately, with all URL, username and password details emailed to you within a few minutes. This is an automated delivery service. Should you have any problems, please contact support@opencrm.co.uk with URGENT in the subject line and one of our support team will be notified immediately.
Information we gather / track
Statistics collected as you browse
As you browse the site, our web servers collect information about your visit, not about you personally. Via web server logs we monitor statistics such as how many people visit, which pages they visit, which domains visitors come from, and which browsers and devices people use. None of this is associated with you as an individual — we use it to improve and monitor the website.
Remarketing
We use third-party software to track and analyse the performance of our advertisements and to provide advertisements tailored to your interests. These third parties use cookies to ensure ads are accurately targeted. You can opt out via Google’s Ads Settings or the Network Advertising Initiative opt-out page.
Information you knowingly give us
You may be asked to give us personal or organisational information in order to receive information about a product or service. This may range from your postcode to a specific phone number, email address, mailing address, organisation URL or account number.
Your IP address and host name
Our website and systems log host names (or IP addresses when the host name is not available) for systems administration and security purposes. These logs are monitored to maintain security and improve availability. This is anonymised and not associated with any personal information — except where you eSign an order, when we hold your eSigning IP address as part of our security audit against that order.
Registration & order forms
Registration forms require accurate contact information which help us better serve you; your name and email may be used to send company information, product updates, special offers and newsletters, with unsubscribe options provided. Order forms securely collect contact and financial information used only to process your order and may be shared with partners or resellers only where necessary to fulfil it.
Credit card details when subscribing
We do not store credit card details within any OpenCRM or Software Add-ons system. If you sign up to a subscription via our website we use Stripe as our payment gateway; Stripe hold the card details for recurring payments, securely and in accordance with their terms. Stripe are fully PCI compliant.
Cookies
- We use cookies to help improve your experience while visiting our site.
- We use cookies to help understand anonymous usage of our site.
- When you are referred from a partner, we track sales so we can compensate partners accordingly.
- We hold information once you have logged in that helps identify your unique ID and deliver content specific to you.
Your data, your rights
You have certain rights around the data we hold, including requesting a copy of any personal information in a common machine-readable format, the right of rectification or correction, and the right of erasure (the “right to be forgotten”). Requests will be actioned as promptly as possible but no later than 28 days from written receipt. You can withdraw consent at any point, though some information may need to be retained to comply with legal and financial obligations.
Retention period
We store information for as long as necessary in line with the purpose we originally collected it. Data not required to fulfil our services, and which you have not specifically requested we remove, will be removed no later than 2 years from the last access date.
Changes to this policy
We will occasionally update this Privacy Policy and revise the “last updated” date at the top of the page. The most recent version will govern how we manage data and our practices for collecting, processing and disclosing organisational and personal data.
↑ Back to topWebsite terms of use
Acceptance of terms
The services and/or materials OpenCRM provide to you in connection with this website (“Site”) are subject to these Terms of Use (“Terms”). By accessing, using, or registering to use the Services and/or Materials from this Site you agree to follow and be bound by these Terms. If you do not accept all of these Terms, do not use this Site.
Description of services
OpenCRM may provide you with access to a variety of resources, materials and downloads, including business, educational and technical news and information (collectively, “Services”). The Services, including any updates and enhancements, are subject to the Terms.
Use of software
Any software made available to download from this Site is the copyrighted work of OpenCRM and/or its licensors. You must be a registered OpenCRM subscriber in order to download and/or use the Software, subject to the OpenCRM End User License Agreement. Any use, reproduction or redistribution not in accordance with that Agreement is prohibited.
Materials available via the Site
Subject to the Terms, OpenCRM authorises you to view and use information and materials obtained from this Site, provided that you retain all copyright and proprietary notices on any copies, and that your use is subject to the limitation-on-use restrictions set out here.
Limitation on use
Unless otherwise specified, the Services are for your personal and non-commercial use. You may not modify, copy, distribute, transmit, display, perform, reproduce, publish, license, create derivative works from, transfer, or sell any information, products or services obtained from the Services. If you breach these Terms, your authorisation to use this Site terminates automatically and you must immediately destroy any Materials in your possession.
Confidentiality
You may obtain direct access to certain confidential information of OpenCRM and its suppliers — including technical, contractual, product, program, pricing and marketing information (“Confidential Information”). You must hold it in strict confidence; title remains with OpenCRM and its suppliers. Your obligations expire three (3) years after the date of disclosure, subject to the usual exceptions (information already known to you, publicly available, lawfully obtained from a third party, independently developed, or required by law).
eSign of sales orders
All sales orders eSigned through opencrm.co.uk, add-ons.co.uk or the Software Add-ons Customer Service Portal are subject to the Terms and Conditions of Sale provided with the order by email. These supersede any terms not implicitly provided as a signed addendum.
User information & communications
You agree to provide accurate, complete information during registration and to keep it current. You are responsible for maintaining the confidentiality of your password and account and for all activity under it. The Services may contain communication features; you understand you may be exposed to content that is offensive, and agree to use them properly. We may, but are not obliged to, monitor these areas, and may remove material that violates community standards.
Submissions
OpenCRM does not claim ownership of materials you provide or post. By posting a submission you grant OpenCRM and its affiliates a non-exclusive, royalty-free, worldwide licence to use it in connection with operating their businesses. No compensation is paid for such use, and OpenCRM is under no obligation to post or use any submission.
Jurisdiction & general
This Site is controlled and operated from the United Kingdom. These Terms are governed and interpreted under the laws of England, and any dispute must be brought in an English court. Any claim must be filed within one (1) year of arising. OpenCRM may update these Terms at any time by updating this posting — please review it from time to time, as it is binding on you.
↑ Back to topConfidentiality
Confidential information
You may obtain direct access via the Site to certain confidential information of Software Add-ons Limited — the home of OpenCRM — and its suppliers, including without limitation technical, contractual, product, program, pricing, marketing and other valuable information that should reasonably be understood as confidential (“Confidential Information”). You must hold Confidential Information in strict confidence. Title to Confidential Information remains with OpenCRM and its suppliers.
Your obligations regarding Confidential Information expire three (3) years after the date of disclosure. Upon termination of the Terms or on OpenCRM’s written request, you must cease use of Confidential Information and return or destroy it.
The Terms impose no obligation on you with respect to Confidential Information that you can establish by legally sufficient evidence: (a) you possessed prior to receipt from OpenCRM without an obligation of confidentiality; (b) is or becomes generally known to the public through no act or omission by you; (c) you obtained from a third party with the right to disclose it; (d) you independently developed without use of the Confidential Information; or (e) you disclosed in response to a valid order by a court or governmental body, as required by law, after prior notice to OpenCRM.
Trademarks
“OpenCRM Trademarks” means all names, marks, brands, logos, designs, trade dress, slogans and other designations OpenCRM uses in connection with its products and services. You may not remove or alter any OpenCRM Trademarks, or co-brand your own products with them, without prior written consent. The names of actual companies and products mentioned on the Site may be the trademarks of their respective owners.
Policy on privacy
Please see the Privacy Policy disclosures relating to the collection and use of your information. By using the Site, you consent to the processing of your data by OpenCRM and to our Privacy Policy.
↑ Back to topTerms of Supply — summary of changes
When a new version of our trading “Terms and Conditions of Supply” is created, including minor changes and amendments, we post a summary of those changes here so existing clients can easily see what has changed. For a full copy of the current terms, please click here. The most recent version of these terms will govern our contractual relationship.
V34 – V35 · March 2026
13.2 Reminder to include extensions to Business Insurance, including AI-assisted decision making.
13.5 Introduction of indemnity clauses for Artificial Intelligence.
V33 – V34 · August 2024
Addition of the 18th as a possible direct debit date for subscription payments; all other content, rights and obligations remain the same. Formatting changes reduced the document from 23 to 16 pages. (3.3 Addition of new payment date 18th for Direct Debits.)
V32 – V33 · November 2023
No change — annual review.
V31 – V32 · September 2023
3.2 Removal of reference to RPI. 3.3 Correction of typo “Guarantee”.
V30 – V31 · February 2023
2.5 Changes to legacy pricing — from April 2023 legacy subscriptions cease and switch to current pricing. 3.2 Annual increases in line with RPI released each February. 3.4 Live mandates can clear outstanding balances. 3.5 Interest on overdue invoices changed to statutory interest.
V29 – V30 · July 2021
New heading: Fair Usage Policy. Removal of Internet Explorer as a QA-supported browser. GDPR references updated to GDPR 2021.
V28 – V29 · February 2021
Change to warranty % clause based on 99.97% uptime with a 0.03% period and equal % refund on monthly subscription based on % of downtime.
V27 – V28 · September 2020
Change of wording from Data Protection Act 1998 to Data Protection Act 2018.
V26 – V27 · August 2019
Point 7.3 confirms the minimum screen resolution for any minimum hardware specification: 1200 × 800.
V25 – V26 · October 2018
New point 7.11 highlighting how “deleting records” works and the importance of Retention Rules to permanently delete data.
V24 – V25 · May 2018
Renamed “Data Protection” to “Data Processing” and moved it from section 13 to section 5 for prominence. Added default GDPR 2021 definitions clause.
V23 – V24 · April 2018
Fully embraced GDPR 2021 (effective 25th May 2018); most changes clarify terms and outline your rights over personal data. We advise reviewing the current Terms of Supply in full.
V22 – V23 · June 2017
2.0 New “per user” pricing including Premium Support (clauses 2.4–2.7). 3.0 Credit cards accepted for monthly subscriptions; new clauses 3.6 & 3.7. 4.0 Data available for a maximum of 30 days after termination. 8.0 All monthly subscriptions include Premium Support.
V21 – V22 · December 2015
Terms of Supply rewritten in plain English — no fundamental change to liability or terms, but major changes to presentation and ease of use.
Anti-slavery policy
Our position
Modern slavery is illegal and completely unacceptable. It includes forced labour, human trafficking, servitude and exploitation.
We have a zero-tolerance approach. We are committed to running our business ethically and making sure modern slavery has no place in our work or supply chain.
Who this applies to
- All employees and directors.
- Contractors, partners and suppliers.
- Anyone working with or on behalf of OpenCRM.
What we do
- We work with reputable suppliers and expect them to act lawfully and ethically.
- We do not knowingly work with any organisation involved in modern slavery.
- We include expectations around ethical conduct in our supplier and partner relationships.
- We will take action or end relationships if concerns are identified.
Even though not all businesses are legally required to publish a formal statement, organisations are still expected to take sensible steps to understand and manage risk in their operations and supply chains.
Reporting concerns
If anyone working with us has a concern about modern slavery or unethical behaviour, we expect it to be raised — internally with a manager or director, or externally by contacting us directly via our website. All reports are taken seriously and handled appropriately.
Responsibility & review
The Managing Director, supported by the management team, is responsible for this policy and ensuring it is followed across the business. We review this policy periodically and update it where needed.
Simple summary
- Treat people properly.
- Work with organisations that do the same.
- Act quickly if something isn’t right.