What we collect
Only what you give us. The contact form takes your name, email, and optionally a phone number and company. Signing in to a Facto Suite application stores the account details your organisation created. We do not buy data, and we do not build profiles from third-party sources.
Why we hold it
An enquiry is held so we can reply to it and keep a record of the conversation. Application data is held to run the service your organisation has bought. We do not use either for advertising.
Who else sees it
Contact form messages are delivered through EmailJS. Application data is stored in our database and is not shared with other customers or sold to anyone. We use no advertising or data-broker services.
How long we keep it
Enquiries are kept while the conversation is live and for as long as we have an ongoing relationship. Application data is kept for the life of your subscription and deleted on request after it ends.
Connected mailboxes
The CRM can connect your own Gmail or Microsoft mailbox so you can read and reply from inside it. You choose to connect it, it is connected with your own account, and it belongs to you alone: each mailbox is tied to one user, and colleagues, including administrators, cannot open it through the application. For Google we ask for four permissions. Read (gmail.readonly), to show your inbox and conversations and so you can link a conversation to a lead, customer or other record. Send (gmail.send), to send the messages and replies you write, from your address, when you press send. Modify (gmail.modify), used only to mark a conversation read when you open it and to star or unstar a message when you ask; we never delete, archive, move or label your mail. Your email address (userinfo.email), to label the connection and to notice if you reconnect as a different account. For Microsoft we ask for Mail.ReadWrite, Mail.Send, User.Read and offline_access, and use them in the same limited ways: reading, sending what you write, marking read, flagging, your address, and staying connected without asking you to sign in again.
What we keep from your mailbox
Your mail is read live from Google or Microsoft each time you open it and is not copied into our database: we store no message bodies, attachments or recipient lists. What we do store is the mailbox address, the permissions you granted, and the access tokens that let the application keep reading on your behalf. Those tokens are encrypted before they are written (AES-256-GCM), with a key held outside the database, so a copy of the database alone does not give access to anyone's mailbox. If you link a conversation to a record, we store the provider's conversation id, the record it is linked to, who linked it, and the subject line at that moment, so the record can list it; colleagues who can see that record see that subject line, but cannot open the conversation. Our audit log records that a mailbox was connected or disconnected, and for each message sent, the conversation id and how many recipients and attachments it had, never what it said. Files you attach to an outgoing message pass through our server to your provider and are not stored.
Disconnecting a mailbox
Disconnect it any time under Settings, then Mail, in the CRM. For Google, disconnecting revokes the application's access at Google as well as deleting our stored tokens. If Google cannot be reached at that moment, the tokens are still deleted and the screen tells you to finish the job at myaccount.google.com/permissions. Microsoft offers no way for an application to withdraw only its own access, so for Microsoft we delete our tokens and ask you to remove the app at account.microsoft.com/privacy/app-access. You can also remove access from either page at any time, and the application stops being able to read or send from your mailbox.
Google user data
Facto Suite's use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. In particular: we use data from your Google mailbox only to provide the mail features you see in the application; we do not transfer it to anyone except as needed to provide those features, for security, or to comply with the law; we do not use it for advertising, including personalised, retargeted or interest-based advertising; and no person at ElevateIQ Digital reads it unless you have given us your explicit permission for specific messages, it is needed to investigate security or abuse, or the law requires it.
Your rights
You can ask what we hold about you, ask for it to be corrected, or ask for it to be deleted. Write to info@elevateiqdigitals.com and we will respond within one working day.