ClientOS: Privacy Policy

Effective Date: October 2026 | Version: 1.0 | Developer: OSandMac

Summary

ClientOS is an offline-first CRM for independent professionals: financial planners, lawyers, doctors, therapists and consultants. Your data is stored on your device. We do not operate servers, collect analytics, or transmit your data anywhere. This policy explains what data the app stores locally and how it is protected.

What Data Is Stored on Your Device

ClientOS stores the following information locally on your iPhone or iPad:

Your Profile

• Display name, username, email, phone number
• Company name and job title
• Profile avatar (photo or generated initials)
• Terms acceptance record

Client Information

• Client names, contact details (phone numbers, email addresses, physical addresses)
• Personal details (date of birth, occupation, employer, marital status, dependants)
• Financial details (income bracket, risk profile)
• Sensitive identifiers (ID numbers, BP IDs), encrypted with AES-256-GCM
• Notes and status

Lead and Pipeline Data

• Lead source, priority, status, estimated value
• Contact dates, meeting dates, follow-up actions
• Status history and conversion tracking

Your Work and Earnings

• Submitted business, cases, visits, sessions or engagements, depending on your role
• Product or service details, premiums, fees and commission values
• Policy or reference numbers, submission status, pay run tracking
• Payments, invoices, statements, expenses and other income

Interactions

• Meeting notes, phone call summaries, email records
• Interaction type, direction, duration, outcome
• Follow-up flags and dates

Calendar Events

• Event titles, descriptions, dates, locations
• Linked clients and leads
• Sync status with Apple Calendar

App Settings

• Theme preference, security settings, backup configuration
• Auto-lock timeout, notification preferences
• Your role, custom labels and service catalogue

Audit Log

• Record of all data operations (create, update, delete, export)
• Timestamps, old and new values, session information
• Stored locally for your compliance and accountability needs

How Your Data Is Protected

Encryption

• Sensitive fields (ID numbers, BP IDs) are encrypted with AES-256-GCM
• Encryption key is derived from your password using PBKDF2-HMAC-SHA256 with 600,000 iterations and a 16-byte random salt
• Backup files are fully encrypted before storage
• Encryption keys are stored in the iOS Keychain with WhenUnlockedThisDeviceOnly access, so keys cannot be extracted even from device backups

Authentication

• App is locked with a password you create during setup
• Optional Face ID or Touch ID for convenient unlock, bound to the iOS keychain
• Brute-force protection: 5 failed attempts trigger a 5-minute lockout
• Recovery key allows password reset without data loss
• Auto-lock after 5 minutes of inactivity (configurable)

No Network Transmission

• ClientOS does not connect to any server
• No data is transmitted over the internet
• The app functions completely offline
• The only optional network use is Apple iCloud: iCloud Drive backup and, if you turn it on, recovery-key sync through iCloud Keychain (both in your own Apple account)

On-Device AI

ClientOS uses Apple's Foundation Models (iOS 26 and later) for optional AI features:

• Note summarisation
• Action item extraction
• Email draft generation
• Lead scoring
• Next action suggestions
• Client needs analysis
• Lessons in the Learn tab

All AI processing happens on your device. No data is sent to any AI service: not to Apple, not to us, not to anyone. On devices without Apple Intelligence, the app uses rule-based alternatives with no AI involvement.

AI features never use your notes or client records for training. They process data only when you explicitly ask (for example, tapping "Summarise" or "Score Lead"). Lesson prompts include only your role and the lesson topic, never client data.

Voice Notes

When you log a call with a voice note:

• ClientOS records up to two minutes of audio and transcribes it on your device using Apple's on-device speech recognition
• Nothing is sent to Apple or to any server
• Recordings are deleted automatically after 90 days; the transcript stays on the interaction
• You can decline the microphone and speech permissions and still use every other feature

Calendar Sync

When you enable calendar sync:

• Events are synced with Apple's EventKit (your device's built-in calendar)
• Sync happens locally on your device
• Event details can include the client's name. Your device's calendar may itself sync with iCloud, Google or Exchange, depending on the calendar accounts you have set up
• ClientOS itself sends calendar data to no server
• You can revoke calendar access at any time in iOS Settings

Backups

iCloud Drive Backup

• Backup files are encrypted with AES-256-GCM before upload
• Files are stored in your personal iCloud Drive account
• We have no access to your iCloud account or backup files
• You control when backups occur and can delete them at any time

Recovery Key in iCloud Keychain

• Optional, off by default
• Your recovery key is stored in your own iCloud Keychain, end-to-end encrypted by Apple
• We have no access to it

Local Backup

• Backup files stored on your device
• Encrypted with the same AES-256-GCM standard
• Accessible only through the app with your password

Data Deletion

You have complete control over your data:

• Delete individual items: remove specific clients, leads, business entries, interactions or events at any time
• Reset All Data: permanently erase everything and return to the setup wizard
• Uninstall: deleting the app removes all local data. iCloud backup files remain in your iCloud Drive until you delete them manually

We cannot delete your data because we do not hold it on any server. It is stored on your device.

Children's Privacy

ClientOS is a professional practice-management tool for independent professionals. It is not intended for use by anyone under 18. AI features require users to be 18 or older. The app does not knowingly collect data from children.

Third-Party Services

ClientOS uses no third-party services:

• No analytics SDKs (no Google Analytics, Firebase, Mixpanel, etc.)
• No crash reporting (no Crashlytics, Sentry, Bugsnag, etc.)
• No advertising networks
• No social media SDKs
• No tracking pixels or identifiers
• No third-party authentication

The app is built entirely with Apple's native frameworks: SwiftUI, SwiftData, CryptoKit, Security, LocalAuthentication, EventKit, PDFKit, Speech, Foundation Models and UserNotifications.

Data Export

You can export your data at any time:

• Formats: CSV or PDF
• Scope: all data or filtered by date range
• Sensitive fields: option to include or exclude encrypted data
• Backup format: encrypted .clientosbackup files

Exported files are generated on your device and saved to a location you choose (Files app, email, AirDrop, etc.).

Changes to This Policy

If we update this privacy policy, we will update the effective date at the top and include the new version in the app update. Because we collect no data and have no way to contact users directly, policy changes will be communicated through App Store update notes.

Contact

If you have questions about this privacy policy or ClientOS's data practices:

Email Support
Developer: OSandMac
Website: osandmac.com