Privacy policy

Last updated 2026-09-30

DRAFT skeleton. Have it reviewed before submitting for Google verification. Every section must match what the code actually does.

This policy explains what GlintCRM ("we") collects when you use the GlintCRM Chrome extension and service, how we use it, and your choices.

1. Information we collect

• Google account profile: your name, email address and profile picture, from Google sign in.
• Gmail data, limited to the one Gmail permission we request:
  • gmail.send lets us send the mail merge emails you create, from your account. Emails you write in Gmail's own compose window are sent by Gmail as usual. We request no permission to read your mailbox through Gmail's API: what we receive about your email comes from the Gmail page you have open, as listed below.
• What the extension reads from the Gmail page you have open:
  • the thread and sender details needed to show the matching contact;
  • for an email you send with tracking on: its subject, its first recipient and its Gmail thread and message IDs;
  • for activity logging on saved contacts and the "Backfill from Gmail" action: the recipients, thread IDs, subjects, message counts and dates of those threads;
  • for emails you sent with tracking on, whether a reply has arrived: the thread ID, the replier's email address and the time, and no message bodies or attachments;
  • when you open a thread that holds an email you tracked: its thread ID, so that your own view of your message is not counted as an open;
  • for the AI features: the messages in the open thread (section 4).
  Nothing is read while Gmail is closed.
• CRM data you create: contacts, pipelines, deals, tasks, notes, templates, mail merge lists, and the mail merge emails rendered from them.
• Email tracking events: opens and clicks on tracked emails you send, including recipient IP address and user agent. Opens in the ten seconds before, or the minute after, you open the same thread yourself are not counted.
• Billing: your plan and license status. Payments are processed by Freemius. We never see or store card details.
• Technical data: extension version and server logs used for security and debugging.

TODO: confirm this list against the data model (docs/DATA_MODEL.md) and add retention periods for each item.

2. How we use information

We use it only to provide and improve the features you use: showing your CRM inside Gmail, sending the email you ask us to send, detecting replies, reporting opens and clicks, running AI features you invoke, and billing.

3. Google API Services: Limited Use

GlintCRM's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

• We use Google user data only to provide or improve user-facing features that are visible in the product.
• We do not transfer Google user data to others except as needed to provide those features, to comply with the law, or as part of a merger or acquisition.
• We do not use Google user data for advertising, and we do not sell it.
• Humans do not read Google user data unless you give us permission, it is needed for security or to comply with the law, or it is aggregated and anonymized for internal operations.
• We do not use Google user data to develop, improve or train generalized AI or machine learning models.

4. AI processing

When you use AI features (briefs, questions, drafts, lead and stage suggestions, column autofill), the extension sends us the email thread you have open, up to its 20 most recent messages, each with its sender's address and date, together with your own address. We send it with the relevant CRM data to our AI provider, Anthropic, to generate the result. Two of these run without a click: the brief, when you open a thread that is linked to a CRM record, and the stage suggestion, after you send a reply on such a thread (it reads your reply and the latest messages). The provider processes this data on our behalf and does not use it to train its models.

We store the results (for example a brief, suggested values and their short explanations) with your CRM data, so they can be shown again without another AI request. We do not keep the thread text itself, except for an autofill request: it waits in our job queue, stored encrypted, and the queue removes it within an hour of the job finishing, or within 14 days if the job fails.

TODO: confirm the provider's data use terms and retention, and list exactly which fields go into AI prompts (app/Modules/Ai).

5. Service providers

• Hosting and database. TODO: provider and region.
• Anthropic, for AI features.
• Freemius, for payments and licensing.
• Google, for sign in and Gmail.
• InboxSDK (maintained by Streak), the library the extension uses to work inside Gmail. When the library itself hits an error it reports that error to its maintainer, with the extension's identifier and a one-way hash of your email address.

6. Retention and deletion

We keep your data while your account is active. You can delete your account in the extension (Settings → Delete account). This revokes our Google access and deletes or anonymizes your data after a short grace period. You can also revoke access at any time at myaccount.google.com/permissions.

TODO: state the grace period and purge window from spec 0002 once account deletion ships.

7. Security

Data is encrypted in transit (TLS). OAuth tokens are encrypted at rest. Access to production systems is restricted.

8. Your rights

Depending on where you live, you may have the right to access, correct, delete or export your data, or to object to processing. Email support@glintcrm.com to make a request.

TODO: GDPR/CCPA specifics: legal basis, controller details, EU representative if needed.

9. Children

GlintCRM is not directed to children under 16.

10. Changes

If we change this policy materially, we will update the date above and notify you in the extension.

11. Contact

GlintCRM · support@glintcrm.com

TODO: postal address.