1. Who we are, and which of us is responsible for what
Psalm is operated by Jordan Labs Ltd, a company registered in England and Wales under company number 17358646, whose registered office is 40 Randolph Road, Southall, UB1 1BN, United Kingdom ("we", "us"). You can reach us at info@psalmcrm.com.
The split of responsibility matters, so it is worth being precise about it:
- Your account with us. Your name, email address, company details and billing record. We decide how that is used, so we are the controller of it.
- The records you keep inside your workspace. Your customers, your staff, your quotations and invoices. You decide what goes in and why, so you are the controller of that information and we are your processor: we hold it and act on it only to run the Service for you. What we owe you in that role is set out in our Data Processing Agreement, which forms part of your contract with us and needs no separate signature.
2. What we collect
- Account information: your name, email address, company name and role. Passwords are never stored in a readable form. Our authentication provider keeps a one-way hash, and nobody at Jordan Labs Ltd can see or recover your password.
- Business records you enter: leads, contacts, quotations, invoices, payments, purchases, stock, projects, letters and notes. These will usually include personal data about your own customers and staff.
- Files you upload: your logo, documents attached to records, and images sent in Psalm Connect. These are held in private storage readable only from your own workspace.
- Technical and security data: sign-in events, IP address, browser type, rate-limiting counters and error reports. These keep the Service running and keep other people out of your workspace.
- Notification subscriptions: if you turn on reminders, the technical token needed to deliver a push notification to your device.
- Billing information: your plan, invoices and payment status. Card details are entered directly with our payment processor and never reach our servers.
We do not buy personal data about you, we do not sell yours, and we do not use your business records for advertising or to train anybody's AI models.
3. Why we use it, and our legal basis for doing so
- To provide the Service you asked for, including your workspace, documents, reminders and email sending. Basis: performance of our contract with you.
- To keep the Service secure through authentication, access control, rate limiting, error monitoring and fraud prevention. Basis: our legitimate interest in operating a service that other businesses depend on.
- To take payment and keep proper accounts. Basis: performance of our contract, and our legal obligations under UK company and tax law.
- To support you when you contact us or raise a ticket. Basis: performance of our contract.
- To send you optional extras such as a morning summary, where you have switched them on. Basis: consent, which you may withdraw by switching them off again.
Where you put personal data about other people into your workspace, you are responsible for having your own lawful basis for holding it, and for telling those people what you do with it.
4. Where your data lives
Your database, your files and the application itself are hosted in the United Kingdom (London). That is a deliberate choice rather than a default: it keeps your records under UK data protection law, in a jurisdiction the EU recognises as providing adequate protection.
A few of the suppliers below operate from outside the UK. Where personal data reaches them, the transfer is covered by the UK International Data Transfer Addendum or Standard Contractual Clauses, alongside the supplier's own technical protections.
5. The suppliers who process data for us
We keep this list short on purpose. Every supplier on it is bound by a written contract to process data only on our instructions:
- Supabase (United Kingdom, London): the database, sign-in and file storage that hold your workspace.
- Vercel (United Kingdom, London): hosting and delivering the application itself.
- Anthropic (United States): the AI model behind the assistant, used only when you use it, and never for training.
- AssemblyAI (United States and the European Union): turning your dictated speech into text, only when you choose to dictate.
- Stripe (United States and Ireland): taking subscription payments. Card details go to them directly and never reach us.
- Resend (United States): delivering the emails you send from Psalm, and our own service emails.
- Cloudflare (Global network): protecting the sign-in pages from automated attacks.
- GitHub (United States): storing the nightly encrypted backups. The backups are encrypted with a key GitHub does not hold, so they cannot read them.
If we add or replace a supplier that handles personal data, we will update this page before the change takes effect. We may also disclose information where the law requires it, or to protect our rights or the safety of users. If our business is ever sold or transferred, your data moves with it subject to this policy, and we will tell you before that happens.
6. Artificial intelligence, and how to switch it off
Psalm includes an assistant that can answer questions about your own figures, check spelling and wording, draft a quotation and write a summary. You should know exactly how it behaves.
- It runs on our account, not yours. You never supply an AI provider key. Requests go to Anthropic, our model provider.
- Only what the task needs is sent. A grammar check sends the sentence you are writing. A question about overdue invoices sends the figures needed to answer it. Your database is not uploaded, and no bulk copy of your records goes anywhere.
- Your data is not used to train models. Anthropic does not train its models on data submitted through its business API, and our agreement with them reflects that.
- It cannot act behind your back.The assistant may change a setting only from a fixed list held in our database, and only when a company owner asks it to. It cannot write database queries, reach another company's workspace, alter a financial figure, consume an invoice number, or send anything to your customers. Where it proposes a change to text you wrote, it shows you the suggestion and waits: nothing is rewritten unless you accept it.
- Support tickets are read by it too. When you raise a ticket with us, its subject and description go to the model so it can be classified and a reply drafted for us to review. A person always sends the answer. We are telling you because it is the one place the assistant reads something you wrote to us rather than something you keep in your workspace.
- You can turn it off entirely. A company owner can switch the assistant off for the whole company in Settings. With it off, nothing from your workspace is sent to a model at all: the switch is enforced in the database, on the one path every AI request takes, so it covers the daily summary and everything else rather than just the chat box. The daily summary is a separate switch, and it is off unless you turn it on.
7. How long we keep things
Your workspace and its records are kept for as long as your account is open, because holding them is what you are paying us for. Around that, specific data expires automatically:
- Encrypted backups: 90 days, then the snapshot stops existing.
- Error reports: 90 days.
- Notification delivery diagnostics: 90 days.
- Completed and cancelled reminders: 60 days after they finish.
- Inbound web-form submissions: 45 days.
- Security rate-limiting counters: 2 days.
- The activity history inside your workspace: 18 months.
When you close your account, your workspace and its records are deleted from our live systems straight away. Encrypted backups are the one thing that lags, and they roll off within 90 days, after which the data is gone from those too. Beyond that we keep only what UK law requires, which in practice means billing records for six years.
8. How we protect it
- Separation between companies is enforced by the database, not by our code.Every table carries a rule that makes another company's rows unreadable, and every change that touches the database is tested against it automatically. We consider this the most important protection we have, because it is the one that does not depend on an application bug being absent.
- Encrypted in transit and at rest. Traffic is TLS only, and the database and file storage are encrypted on disk.
- Encrypted backups. Nightly backups are encrypted with a key our own build system cannot decrypt, so a compromise of our infrastructure does not expose them.
- Least privilege inside a company. Roles and per-person access control who sees what, and secrets are held in storage the application itself cannot read.
- Monitored. Errors are recorded and grouped by fault so a new problem is visible rather than buried, failures on the payment path are kept separately because money errors must outlive an ordinary log, and sign-in is rate limited and protected against automated attacks.
No system is perfectly secure and we will not pretend otherwise. If a breach affects personal data and is likely to present a risk, we will report it to the Information Commissioner's Office within 72 hours of becoming aware of it, and tell affected people without undue delay where the risk to them is high. Where we hold data as your processor, we will notify you promptly so you can meet your own obligations.
9. Your rights
Under UK data protection law you have the right to:
- Access the personal data we hold about you.
- Correct anything inaccurate.
- Erase your data, where we have no overriding legal reason to keep it.
- Take your data with you, in a common machine-readable format.
- Restrict or object to processing based on our legitimate interests.
- Withdraw consent for anything you switched on by choice.
Two of these you can exercise yourself, immediately, without asking us. In Settings a company owner can export the company's records as a spreadsheet, and can delete the company and every record in it. Most other information can be corrected directly in the app.
Two things the export does not cover, so that you are not surprised: files you uploaded are not in the spreadsheet, and can be downloaded from the records they are attached to; and private to-dos and reminders belong to the person who made them rather than to the company, so an owner's export contains only their own. Ask us if you need either in another form.
For anything else, write to info@psalmcrm.com. We respond within one month. We may need to verify your identity first, which protects you rather than us. There is no charge unless a request is manifestly unfounded or excessive.
If you are a customer of a business that uses Psalm, that business is the controller of your data and you should contact them first. We will help them respond, but we cannot amend or delete their records on our own initiative.
If you are unhappy with how we have handled your data, you can complain to the UK Information Commissioner's Office at ico.org.uk or on 0303 123 1113. We would rather you told us first, so we can put it right.
10. Cookies and tracking
We use only what the Service needs to work: a cookie that keeps you signed in, and local storage that remembers preferences such as your theme and holds your data on your device so the app keeps working offline. That is the entire list.
There are no advertising cookies, no analytics trackers and no third-party pixels on our website or in the app. We do not follow you across other websites and we do not build a profile of you. It is also why you have never seen a cookie banner from us: essential storage does not require consent, and we have nothing else to ask you about.
11. Automated decisions
We do not make decisions about you with legal or similarly significant effects by automated means. The assistant described above suggests and drafts; a person decides.
12. Children
The Service is intended for businesses and is not directed to anyone under 18.
13. If you are in India
The Digital Personal Data Protection Act, 2023 gives you comparable rights of access, correction, erasure and grievance redressal, and the routes above serve them. Your data is stored in the United Kingdom, which the Act permits. Write to info@psalmcrm.com marked for the attention of the Grievance Officer, and we will respond within the timelines the Act requires.
14. Changes to this policy
Any updated version is posted here with a new date at the top. For a change that materially affects your rights, we will tell you in the app or by email before it takes effect.
15. Contact
For any privacy question, request or complaint, write to Jordan Labs Ltd, 40 Randolph Road, Southall, UB1 1BN, United Kingdom, or email info@psalmcrm.com. We are not required to appoint a Data Protection Officer and have not appointed one. Privacy questions come to the company directly and are answered by a person.