aperAI Cartho

Privacy Policy

aperAI Cartho · Last updated: September 13, 2026

Cartho is a customizable customer relationship management (CRM) service. We process personal information to help your organization manage customer relationships, coordinate work and use its CRM securely. We do not sell personal data or use Google account information for advertising or AI model training.

This policy explains how we handle information about Cartho users and people recorded in an organization’s CRM, including customers, prospective customers, partners and other business contacts. The information processed depends on the records your organization supplies, its configuration and the features it uses.

Public website: visiting these pages does not create a Cartho account. The web infrastructure handles connection information, such as your IP address and the requested URL, to deliver and protect the website. The home page loads shared navigation, styling and branding from aperai.eu, whose website privacy policy also describes that site. Fonts are served locally; these pages do not use advertising trackers or analytics cookies.

1. Who is responsible for your data

Cartho is operated by aperAI OÜ, registration number 17446295, Narva mnt 5, 10117 Tallinn, Estonia. Contact us about privacy or the service at hello@aperai.eu.

aperAI is the controller for information used to operate user accounts, secure the service, manage our customer relationship and respond to enquiries. For personal data in your organization’s CRM records, your organization determines why that information is used and its lawful basis. We process those records on its instructions under the applicable service agreement and data processing agreement. The organization’s own privacy information explains its use of customer and contact data.

2. Information we handle

Customer relationships and CRM records

Depending on your organization’s configuration, CRM records may contain personal information such as:

These records come from information you or your organization supplies, including records added by colleagues, supplied data files and authorized connections to other services. They may concern people who do not have a Cartho account. Your organization is responsible for choosing appropriate information, keeping it reasonably accurate and informing the people concerned about its purposes and sources.

Accounts and identity providers

When you choose Google or Microsoft sign-in, we receive your name, email address, provider account identifier and relevant identity claims, such as whether an email address is verified. Google may also provide a profile picture URL. For Microsoft work or school accounts, we use tenant and account identifiers to distinguish identities.

We store account information and authentication records needed to recognize you and manage access. These records can include identity, access or refresh tokens returned by the provider. Access and refresh tokens stored by the authentication service are encrypted. Cartho does not receive or store your Google or Microsoft password.

Security and support

We handle session identifiers and expiry times, account status, IP address and browser information where available, sign-in and security events, and abuse-prevention counters. If you enable multi-factor authentication, we store a protected TOTP secret, protected recovery codes and records of successful verification. We also process information you send us when requesting support; do not include passwords or recovery codes in those messages.

Workspace administration

We handle organization names, memberships, roles, invitations and workspace settings needed to organize access and apply your organization’s configuration. Information about task ownership and activity may also identify the colleague responsible for a customer relationship or piece of work.

3. Google user data

Cartho requests only the basic sign-in scopes openid, email and profile. We use the resulting information to identify your account, display your profile and secure access. Signing in does not give Cartho access to Gmail messages, Google Drive files, Google Calendar or Google Contacts.

Google identity data is stored with your Cartho account. It is available to you and, where necessary, authorized service personnel and organization administrators for account or membership management. Hosting providers process the stored information to operate the service. We do not sell it, use it for targeted advertising, transfer it to data brokers, or use it to train AI models. We do not send Google sign-in tokens to connected services or AI agents as credentials.

You can remove Cartho’s Google authorization in your Google Account connections. This stops future use of that authorization; it does not by itself delete your Cartho account or end an existing Cartho session. Sign out and contact us to request account deletion or revocation of all sessions. Our use of information received from Google APIs adheres to the Google API Services User Data Policy, including its Limited Use requirements where applicable.

4. Purposes and legal grounds

We process CRM records on your organization’s instructions to organize customer information, maintain relationship history, coordinate activities and provide the search, workflow and AI assistance it uses. For information we handle as a controller, the applicable grounds are:

Your organization must determine its own lawful basis for the personal data in its CRM and provide the required information to the people concerned. A workspace role, technical access permission or enabled workflow does not replace that lawful basis or authorize unrelated processing.

5. How your CRM data is used and accessed

Team access

Workspace access is based on explicit membership and roles. Authorized colleagues can access the records and activities permitted by their role, for example to coordinate a customer follow-up or continue a relationship after a handover. A Google email domain or Microsoft tenant does not automatically grant membership, and access to one organization does not grant access to another organization’s records.

AI assistance and workflows

Where AI assistance is enabled, requests and the relevant CRM information may be processed to find records, summarize relationship history, prepare meeting context, draft communications or suggest next steps. Inputs and outputs can contain personal information from the records involved. A workflow or agent must stay within the requesting user’s current permissions, the organization’s instructions and any required approvals.

AI assistance supports your team’s work; people remain responsible for reviewing the information and deciding how to act. Cartho does not make solely automated decisions with legal or similarly significant effects on individuals. Processing is limited to the services configured for your organization and the permissions applicable to the request. We identify relevant providers and processing purposes before customer content is shared with them. Changes that add recipients or alter how personal data is used require appropriate notice and updates to this policy.

Optional connections

When your organization enables a connection, Cartho exchanges the search criteria, selected records or content needed for that request within the authorized scope. For example, a SeeVee connection provides read-only professional profiles, which can include names, contact details, education, skills and work history; a Distill connection processes submitted meeting recordings and transcripts. Connected services retain their own organizations and permissions. Access can be revoked; source records remain subject to the source service’s privacy and retention rules.

6. Recipients and international transfers

The public website is hosted with Hetzner Online GmbH on our infrastructure in the European Union. Shared website assets on aperai.eu are served through our Websupport hosting. Hosting providers process connection information to deliver those resources. Google and Microsoft provide the sign-in option you select and process information under their own privacy terms for their identity services. They are not simply Cartho’s processors for all of their activities.

Authorized aperAI personnel may access information where necessary for support, security or service administration. We may disclose information when required by law or necessary to establish or defend legal claims. We identify optional delivery, backup and AI providers before they process customer data.

Identity providers may process information outside the EEA. For transfers for which we are responsible, we use an applicable lawful mechanism, such as an adequacy decision or standard contractual clauses with any necessary supplementary measures. You can contact us for information about the safeguards relevant to your data. See also Google’s Privacy Policy and Microsoft’s Privacy Statement.

7. Retention and deletion

Account and organization records
Kept while needed to provide the account or agreed service. On a verified deletion or termination request, we delete or anonymize information that is no longer needed, subject to the organization’s instructions, legal obligations and the establishment or defence of claims.
CRM records and relationship history
Retention follows your organization’s documented instructions and the applicable service and data processing agreements. Relevant criteria include whether a relationship or activity is ongoing, the purpose for keeping the record and applicable legal obligations. An individual user leaving the organization does not automatically delete shared customer records or activity history. On termination, return or deletion follows the agreed process and applicable obligations.
Authentication records
Sessions have a seven-day validity period, which can be renewed during use, and may be revoked earlier. MFA verification authorizes sensitive actions for five minutes and protected reading for fifteen minutes. Unconfirmed MFA setup expires after ten minutes. Expiry prevents further use; stored authentication records are removed through cleanup or account deletion rather than necessarily at the instant they expire. MFA reset removes the old factor and its verification records.
Security and support records
Kept for the period needed to investigate incidents, resolve the request, prevent repeated abuse or meet applicable obligations. We assess necessity based on the incident or enquiry, open disputes and applicable legal deadlines; these records are not kept indefinitely for unrelated purposes.
Records in connected services
The relevant organization and source service control retention of their source records. Disconnecting a service or ending access from Cartho does not erase information held there.
Backups
Where backups are enabled, deletion from backups follows their documented rotation cycle; retained copies are restricted to recovery and required legal purposes.

For account deletion, correction or a copy of your information, write to hello@aperai.eu. We may need to verify your identity. Removing a user’s membership does not automatically delete the organization’s records.

8. Cookies and security

Cartho uses necessary cookies for signed sessions and protection of the sign-in flow. We do not add advertising pixels, marketing cookies or third-party analytics scripts to Cartho. Your chosen identity provider may use its own cookies on its sign-in pages. Blocking necessary cookies may prevent sign-in.

Safeguards include server-side session validation, revocation, access controls, rate limits, MFA for elevated access and protected authentication secrets. Public access uses HTTPS. Access to personal data is limited according to the purpose and the user’s permissions. No system can guarantee absolute security.

9. Your rights

Subject to the applicable conditions, you may request access, correction, deletion, restriction or portability of your personal data, object to processing based on legitimate interests, and withdraw consent for consent-based processing. Withdrawal does not affect earlier lawful processing. We normally respond within one month; if a lawful extension is necessary, we will explain it within that period.

If your information is in a CRM workspace controlled by a business you deal with, your employer or another organization, direct requests about that record to the organization. We will assist with routing requests and with our obligations as its processor. You may complain to your local data protection authority, including the Estonian Data Protection Inspectorate.

Basic identity information is necessary to create and secure an account. If you do not provide it, you cannot use authenticated features; you may still read our public pages.

10. Children, changes and contact

Cartho is intended for business use, not for children. Accounts must be used by people aged at least 16 who have the legal capacity and authorization required for their use of the service. Organizations must not submit children’s personal data unless a specifically agreed use and appropriate safeguards permit it.

We will update the date above when this policy changes. For material changes affecting existing users, we will provide an appropriate notice before new processing begins, unless an immediate change is legally necessary.

aperAI OÜ
Narva mnt 5, 10117 Tallinn, Estonia
Registration number: 17446295
Privacy and support: hello@aperai.eu