Your Business data
What the shared hub stores
CalHop Business stores your verified work email and name, company membership, recorded trips and visit details, confirmed calendar-to-CRM matches and report activity. Your phone and website use the same company workspace. The Business database is hosted on Cloudflare in its Oceania region.
Who can see it
Company owners and administrators can view and export company trip reports. Other members can view and export their own trips. Members see their own confirmed calendar matches; company owners and administrators can also see their team’s confirmed matches. Administrators manage team roles, invitations and seats.
CRM access
Your CRM connection is private to your CalHop account within each company. Credentials are encrypted in the service and are not returned to the phone or website. CalHop reads the contacts and notes permitted by the connected CRM credential. This access can be broader than the records visible in an individual CRM login.
HubSpot access: HubSpot credentials can allow account-wide access to contacts and notes. CalHop therefore allows only the company owner or users with the Administrator role who have an active travelling seat to connect and use HubSpot. The person connecting must explicitly acknowledge that account-wide access in the web hub and be authorised by their organisation to use it. Other members cannot use HubSpot. Earlier connections without this acknowledgement are blocked until an eligible owner or administrator reconnects through the web hub. A connection made in the web hub can then be used by that same authorised account in a supported mobile Business build. Role and seat requirements continue to apply when CRM records are requested.
Live CRM notes are retrieved when requested and are not stored as CalHop company notes. Confirming an appointment match stores its title, time and location with the selected CRM contact identifier, name, company and email. Other calendar information is handled only through the optional phone calendar sync described below.
Optional phone calendar sync
When you choose Refresh & sync appointments in the app, CalHop uploads the next 14 days of selected calendar appointments to your own Business login and chosen company workspace. This includes appointment titles, times, locations, calendar provider, attendee email addresses and online/all-day indicators. Google, Microsoft and other calendar passwords and tokens stay on your phone.
The upcoming Keep my website calendar synced option repeats this upload while CalHop is open after you enable it for a workspace. Turning it off stops automatic uploads; it does not erase the last uploaded snapshot. A complete successful refresh replaces that snapshot, including an empty refresh when no calendars or appointments are selected. Failed or incomplete refreshes preserve the previous snapshot.
Calendar snapshots are private to your login. Only explicitly confirmed CRM matches are visible to company administrators, unless you separately enable Enterprise calendar sharing. Signing into a different account or workspace does not transfer an existing snapshot. The separate CRM test website has its own accounts and does not receive calendars from the released app.
Optional AI setup assistance
When you choose to use AI setup help, CalHop sends your question, a short recent conversation and basic setup status (selected CRM, connection availability, role and seat status) to OpenAI. CalHop does not attach CRM contacts or notes, calendar contents, credentials or precise location. Do not type confidential information, passwords or customer records into the chat. Common credential patterns are rejected and email addresses and URLs are removed, but these checks cannot identify every kind of sensitive information.
The assistant provides guidance only and cannot connect accounts, grant permissions, change settings or perform CRM actions. Responses may be inaccurate. CalHop keeps the displayed conversation in page memory, not in the Business database; clearing the chat or reloading removes that local history. Only aggregate AI usage totals and temporary rate-limit counters are stored by CalHop. Requests use OpenAI’s store=false option; this does not remove OpenAI’s separate abuse-monitoring retention, which may last up to 30 days. Processing may occur outside Australia. See OpenAI API data controls. You can always use the standard setup guide without AI.
Exports and email
Excel downloads contain the report you selected, including client names, addresses, times and kilometres. Before emailing a report, you review its recipient and contents. CalHop submits the email and attachment through Cloudflare’s email service. Delivery to the recipient’s inbox is not guaranteed. Only send reports to authorised recipients.
Sign-in and deletion
Use your full name and individual email address for account setup. Shared info@ and support@ addresses cannot sign in. Passwords are stored as salted scrypt hashes. Email verification codes expire after ten minutes and are used for setup and password recovery. Normal sign-in uses email and password. “Keep me signed in” lasts up to 90 days; otherwise sessions expire after 12 hours and the browser uses a session cookie. Sessions can be revoked from Settings. Resetting a password revokes existing sessions. You can disconnect a CRM account at any time. Delete your Business account from the phone’s Team & company screen or website Settings to remove your sign-in, own trips, calendar matches, historical company notes and CRM credentials. If you own a company with other members, transfer ownership first. A company with no other members is deleted with its owner’s account. Historical shared client records and company activity references can remain for continuing company members. Backups may retain deleted data for the hosting provider’s recovery period.
Earlier on-device trial records remain on your phone unless you remove them. Importing trial trips requires a separate confirmation.
For company access, corrections or data questions, contact support@calhop.com.au. Read the CalHop privacy policy.