What RareMachine stores and what it doesn't
Your CRM stays the system of record, and RareMachine stores connection details, captures, conversations and an audit trail.
Updated · Admin and member
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What RareMachine stores
- Your account: name, email and workspace, so you can sign in and be invited by colleagues.
- A CRM connection token: an encrypted access token for the CRM you connect, encrypted with a key unique to your workspace. It is kept until you disconnect.
- Identity mappings: the link between a WhatsApp number, a RareMachine user and a CRM owner record, so actions are attributed to the right person.
- Conversations: web and WhatsApp messages, including tool results and CRM values, for seven days. A daily sweep then deletes them.
- Captures and product content: the lead details, notes, photos and attachments your team submits, plus team cards, events and branding. This is data RareMachine owns, not a copy of your CRM.
- An audit trail: a record of every action taken or denied. It records the action, the ID of the CRM record it touched and a redacted copy of the input, never a copy of the record.
What it does not store
- A synchronized copy of your CRM. When RareMachine needs a contact, deal or company, it asks your CRM at that moment.
- Your CRM password. It never receives one.
CRM values that a tool returns can sit in a conversation until the seven-day sweep removes them.
What happens when you disconnect
Disconnecting a CRM deletes the saved connection and every person's CRM sign-in. It does not erase conversations or captures, and everything already in your CRM stays there. Remove RareMachine's access inside your CRM too. The steps are in Reconnect or disconnect a CRM.
For retention, deletion requests and the full list of providers, see the privacy policy and the sub-processors page.
Frequently asked questions
Does RareMachine copy my CRM into its own database?
No. CRM reads are fetched live rather than synchronized into a separate CRM database.
Do you ever see my CRM password?
No. RareMachine stores an encrypted access token for the CRM you connect, never your CRM password.
Where is my workspace hosted?
In Mumbai, India, by default. The sub-processors page lists the other providers that handle data.