# 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 27 Oct 2026 · Admin and member

## 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](/help/crm-connections/reconnect-or-disconnect-a-crm).

For retention, deletion requests and the full list of providers, see the [privacy policy](/privacy) and the [sub-processors](/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.