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This Privacy Policy describes how Conundrum Solutions, LLC ("we," "us," or "our") collects, uses, stores, shares, and protects your personal information when you use Solved — our AI-powered CRM mobile application available on iOS and Android. By using Solved, you agree to the practices described in this Policy. Please read it carefully.
Solved is built on a single principle: your sales data is processed on your hardware, under your control. The AI that analyzes your calls, emails, and meetings runs locally on your own machine. We do not operate cloud AI servers that store or process your relationship data.
Solved is an intelligent, privacy-first contact relationship management (CRM) application designed for sales professionals. Solved automatically captures relationship data — including phone calls, emails, text messages, and meetings — and uses a locally-running AI ("Apache") to help you manage relationships, draft communications, and understand your pipeline.
Solved is operated by Conundrum Solutions, LLC and is intended for individual professional use. Our architecture is designed to keep your data under your control at all times.
With your explicit permission, Solved captures communication activity to build your relationship timeline. This includes:
We do not collect advertising identifiers (IDFA/GAID). We do not sell your data to third parties. We do not run behavioral advertising. We do not collect biometric data. We do not continuously record audio in the background. We do not access your microphone except when you explicitly initiate call recording.
Solved requests access to your email account(s) to automatically log email communications with your contacts. We use OAuth 2.0 authorization flows — we never store your email password.
| Permission | Purpose |
|---|---|
| Gmail Read Access | Read email headers, subject lines, body content, and attachments to identify communications with CRM contacts and build relationship timelines. |
| Gmail Send (Optional) | Draft and send emails on your behalf when you approve AI-drafted messages within the app. |
| Gmail Labels/Folders | Read folder structure to organize synced communications; optionally create Solved-specific labels. |
| Gmail Metadata | Access timestamps, recipient lists, and thread IDs to reconstruct conversation history. |
| Email Forwarding Setup | If you enable the forwarding integration, Solved configures a forwarding filter to route copies of designated emails to a secure inbound address for processing. You may revoke this at any time. |
| Other Email Providers | IMAP/SMTP access with OAuth or app-specific passwords for Outlook, Yahoo Mail, Apple Mail, and other providers. Same data scope applies. |
Our use of Gmail data complies with Google's API Services User Data Policy, including the Limited Use requirements. Specifically:
Emails fetched from Gmail or other providers are transmitted over an encrypted connection to your designated Solved server — hardware you own and operate. They are then processed by the locally-running Apache AI model. Raw email content is deleted from the processing pipeline within 24 hours of ingestion. Structured summaries (sender, recipient, subject, summary, timestamp) are retained per your retention settings.
If you enable automatic email capture via forwarding, Solved establishes a filter in your email client that forwards copies of relevant emails to a secure inbound processing address. Forwarded emails are processed for contact matching and stored in your account's encrypted data store. Raw email content is deleted from our inbound processing pipeline within 24 hours of ingestion. You may disable forwarding at any time.
📞 Recording telephone conversations may be subject to federal and state laws. You are solely responsible for complying with all applicable recording laws in your jurisdiction before using this feature. In many jurisdictions, including Colorado (a one-party consent state), only one party to a call must consent to recording. In two-party (all-party) consent states and countries, ALL parties must be informed and consent before a call is recorded. Solved does not provide legal advice. Consult an attorney if you are uncertain about your obligations.
On iOS 18.1 and later, Apple provides a native call recording capability accessible through the Phone app. Solved integrates with this capability as follows:
| Permission | Purpose |
|---|---|
| Microphone Access | Required by iOS for any application that processes audio. Solved only accesses the microphone when you explicitly share a recording — not during background operation. |
| Contacts Access | To match caller/recipient phone numbers with your CRM contacts for automatic association. |
| Shortcuts Automation | To enable the iOS Shortcuts integration that automates the workflow after calls complete. |
| Calendar Access | To read calendar events and correlate meetings with your sales activity. |
| Notifications | To deliver draft-ready alerts and follow-up reminders. |
Regardless of local law, Conundrum Solutions strongly recommends:
| Permission | Purpose |
|---|---|
| READ_CONTACTS / WRITE_CONTACTS | Read and update your Contacts to match communications with CRM records and sync contact details. |
| READ_CALL_LOG | Read call history to automatically log inbound and outbound calls with matched contacts. |
| PROCESS_OUTGOING_CALLS | Detect when calls are placed to CRM contacts to initiate automatic call logging. |
| READ_SMS | Read SMS messages from CRM contacts to include in relationship timeline (optional; user-controlled). |
| RECEIVE_BOOT_COMPLETED | Restart background sync services when the device reboots so no communications are missed. |
| CAMERA | Scan business cards to create new contacts (optional feature). |
| RECORD_AUDIO | Process call audio files you explicitly share with Solved for transcription. Not used for background recording. |
| FOREGROUND_SERVICE | Run background sync tasks as a visible foreground service per Android requirements. |
| POST_NOTIFICATIONS | Send reminders, follow-up prompts, and Apache AI suggestions. |
| USE_BIOMETRIC | Protect access to Solved with Face ID, fingerprint, or device PIN. |
| INTERNET / ACCESS_NETWORK_STATE | Communicate with your designated Solved AI server over encrypted connections. |
| SCHEDULE_EXACT_ALARM | Schedule precise reminder and follow-up notifications. |
Android call recording capabilities vary by device manufacturer, Android version, and region. Solved supports Android call recording where permitted by the device and applicable law. A persistent notification is displayed whenever Solved is recording audio, as required by Android policy. Audio processing and transcription follow the same local-first architecture described in Section 4. Solved complies with Google Play's Sensitive Permissions policy and Call Recording API guidelines.
Solved's AI assistant, Apache, is designed with a local-first architecture that prioritizes your data privacy. This is a core architectural decision, not merely a feature.
Apache uses a local ChromaDB vector database to maintain relationship memory across sessions. This database resides exclusively on your local server, is never transmitted to or replicated by Conundrum Solutions, and can be fully deleted by the user at any time via the app's data management settings.
| What | How |
|---|---|
| Data in Transit | All communication between the Solved app and your server uses TLS. Tailscale Funnel provides end-to-end encrypted transport for remote access. |
| Data at Rest (Device) | Sensitive data on your device is encrypted using iOS Data Protection (NSFileProtectionComplete) or Android Keystore-backed AES-256 encryption. |
| Data at Rest (Server) | Account credentials are stored as bcrypt hashes in a local SQLite database on your server. You control the hardware and its security. |
| Call Transcripts | Processed on your local server. Raw audio deleted immediately after transcription. Transcript text stored per your retention settings. |
| Email Content | Raw email content processed locally on your Apache server. Raw content deleted within 24 hours. Structured summaries retained per your settings. |
| Authentication | JWT tokens with 30-day expiry, signed with a secret key that lives only on your server. |
We do not sell, rent, or trade your personal information. We share data only as follows:
We use limited third-party service providers to operate Solved. These providers are contractually bound to handle data only as instructed:
We may disclose your information if required by law, subpoena, or court order, or to protect the rights, property, or safety of Conundrum Solutions, our users, or the public. We will notify you of such requests to the extent legally permitted.
In the event of a merger, acquisition, or sale of assets, your data may be transferred to the successor entity. You will be notified prior to any such transfer, and the successor will be bound by this Privacy Policy.
We may share data for purposes not described here if you provide explicit, informed consent at the time of sharing.
| Right | How to Exercise |
|---|---|
| Right to Access | Request a copy of all personal data Solved holds about you. Export available via Settings > Export My Data. |
| Right to Correction | Request correction of inaccurate personal data. |
| Right to Deletion | Request deletion of your account and all associated data. Processed within 30 days. |
| Right to Portability | Export your CRM data in standard formats (JSON, CSV) at any time. |
| Right to Restrict Processing | Request that we limit how we process your data in certain circumstances. |
| Right to Object | Object to processing of your data for specific purposes. |
| Right to Withdraw Consent | Withdraw any consent you have provided at any time without affecting lawfulness of prior processing. |
| California (CCPA/CPRA) | California residents have additional rights including the right to know, delete, correct, and opt out of sale. We do not sell personal information. |
| European (GDPR) | EU/EEA/UK residents have rights under GDPR including the right to lodge a complaint with a supervisory authority. |
To exercise any of these rights, contact us at privacy@conundrumsolved.tech or visit Settings > Privacy > Submit Privacy Request within the app. We will respond within 30 days.
Solved is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from minors. If we become aware that a user is under 18, we will promptly delete their account and associated data. If you believe a minor has provided us with personal information, please contact us immediately at privacy@conundrumsolved.tech.
Conundrum Solutions is headquartered in the United States. Because your data is processed on hardware you own and operate, international data transfer obligations are primarily yours to manage in relation to your own infrastructure. Account registration data (email, hashed password) is stored on your server. If you use Solved from outside the United States and contact our support team, that communication may be processed in the United States.
Solved complies with Apple's App Store Review Guidelines and App Privacy requirements. Our App Privacy nutrition label accurately reflects all data types collected and their purposes. We comply with Apple's requirements for apps using Call Recording, Contacts, Calendar, Microphone, and Notifications entitlements.
Solved complies with the Google Play Developer Program Policies and User Data Policy. Our Data Safety section accurately reflects data collection, sharing, and security practices. We comply with Google Play's policy on sensitive permissions including RECORD_AUDIO, READ_CALL_LOG, READ_CONTACTS, and READ_SMS, and provide prominent in-app disclosure for all sensitive data access.
Solved's use of Google APIs (Gmail, Google Contacts, Google Calendar) is subject to the Google API Services User Data Policy. Our use complies with the Limited Use requirements. We do not use Google user data for advertising and do not allow humans to read Google user data without your explicit consent.
Solved uses push notifications to deliver draft-ready alerts, Apache AI suggestions, and follow-up reminders. You may control notification delivery in your device's system settings. Disabling notifications does not disable data collection but will prevent delivery of alerts.
Background processing (email sync, call log refresh) is performed as a scheduled background task. On iOS, this uses BGTaskScheduler. On Android, this uses WorkManager with a persistent foreground service notification when actively syncing. You may disable background sync in Settings > Sync > Background Refresh.
When we make material changes, we will:
Your continued use of Solved after the effective date of any changes constitutes your acceptance of the updated Policy.
Conundrum Solutions, LLC — Privacy Team
Email: privacy@conundrumsolved.tech
Website: conundrumsolved.tech/privacy.html
In-App: Settings > Privacy > Contact Privacy Team
Response time: within 5 business days.
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