Who can see what

KretaOS is one shared book of clients, with one important exception: messages that arrive by themselves from a person's own inbox or phone.

Shared with the whole team

Anything someone deliberately logs is shared with every teammate:

• notes, calls and meetings you log by hand
• the facts KretaOS learns from a recorded meeting once it is attached to a client
• imports from a spreadsheet
• clients, people, deals, tasks, comments and custom fields
• the client's memory built from those shared touches
• activity signals such as last touch, scores and counts

Synced messages and recordings follow your workspace's privacy

Mail that KretaOS syncs from a teammate's own Gmail, meetings pulled from their own Google Calendar and Google Meet transcripts, and chats on their own WhatsApp number are synced: nobody typed them in. A recorded meeting is personal in the same way: one person was in the room. A transcript you add as text, or one your notetaker sends in, follows the same rule as a recording. Who can read each of these is decided per source — email, calendar, your own WhatsApp, recorded meetings — by one of these modes:

• Participants only (the default for messages) — a synced message is visible only to the teammate whose account it came from and to teammates who were on the From, To or Cc line. This applies to admins too.
• Recorder only (the default for recordings) — a recorded meeting's audio, transcript and notes are visible only to the person who recorded it. Admins cannot listen to it or read it. The facts KretaOS learned from the meeting are still on the client's page for the whole team.
• Admin oversight — as above, and workspace admins can also read or listen.
• Everyone — the whole team sees it.

KretaOS sets each mode for your workspace by agreement with your company. To learn yours, or to change one, ask your admin, or write to us.

What is said in a private thread does not leak through the AI either: Ask AI, drafts, client summaries and suggested updates only use the messages you are allowed to see, and an outside AI assistant you connect — or /kretaos in Slack — sees only what you can.

WhatsApp

• Your WhatsApp (your own number) is private to you, like your own mail. Admins do not see it.
• A team number has its own access list. Admins and the person who connected it always see it; it is either open to everyone or to the people chosen for it.

Roles change what you can do, and a little of what you see

• Admin — sees every teammate's full client list on the Team page and can pick any person on Analytics.
• Manager — sees the numbers and client lists of the people who report to them. Never their private mail.
• Member and Viewer — see the shared book. On the Team page they see only the clients they have in common with each teammate. A viewer changes nothing.

A client's team is not a key

Adding someone to a client's team changes whose list the client is on. It never opens a synced thread they were not on. The same is true of a handover: the new owner gets every logged note, call, meeting and the client's memory, but private threads stay with the people who were on them.