Effective Date: 06/05/2025
CleanLink (“we”, “our”, or “us”) is committed to safeguarding the privacy of our website visitors and software users. This policy outlines how we collect, use, and protect your personal information, including the specific handling of data related to our integration with Google’s Gmail API.
By using our website and software products, you agree to this policy and consent to our use of your data in accordance with its terms.
- Information We Collect
We may collect, store, and use the following types of personal information:
(a) Information about your computer and about your visits to and use of this website (including your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation).
(b) Information relating to any transactions carried out between you and us on or in relation to this website, including information relating to any purchases you make of our goods or services.
(c) Information that you provide to us for the purpose of registering with us.
(d) Information that you provide to us for the purpose of subscribing to our website services, email notifications and/or newsletters.
(e) Any other information that you choose to send to us.
1.1 Gmail API Data Collection
For users who authorise our application to access their Gmail accounts, we may collect and process the following Gmail-related data:
- Email metadata (e.g. sender, recipient, subject, timestamp).
- Email labels and content (only for modification as required by our software functionality).
- Status updates (e.g. marking emails as read/unread, categorisation).
Before you disclose to us the personal information of another person, you must obtain that person’s consent to both the disclosure and the processing of that personal information in accordance with the terms of this privacy policy.
- Use of Cookies
We use cookies to enhance user experience, improve security, and analyse site usage.
A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server.
We may use both “session” cookies and “persistent” cookies. Session cookies will be deleted from your computer when you close your browser. Persistent cookies will remain stored on your computer until deleted, or until they reach a specified expiry date.
Cookies may be used to:
- Track navigation across the website
- Prevent fraud and increase website security
- Store preferences
We use Google Analytics to analyse website use. Google’s privacy policy is available at: http://www.google.com/privacypolicy.html.
Most browsers allow you to reject all cookies, although blocking all cookies will negatively impact website usability.
- How We Use Your Information
We use your personal information to:
(a) Provide and maintain our services
(b) Improve user experience and security
(c) Process transactions and customer support enquiries
(d) Administer the website
(e) Send notifications and updates
(f) Comply with legal obligations
(g) Send you goods purchased and/or services
(h) Send invoices and statements to you, and collect payments
(i) Send general (non-marketing) communications
(j) Send email notifications requested by you
(k) Provide third parties with anonymised statistical data
(l) Handle enquiries and complaints
(m) Keep services secure and prevent fraud
(n) Verify compliance with usage terms
3.1 Gmail API Data Usage
If you authorise our Gmail integration, we may use the Gmail send scope to:
- Read, compose, and send emails from your Gmail account
- Modify email labels for inbox organisation
- Add content (e.g. signatures, categorisation)
- Manage email statuses (e.g. mark as read/unread)
We do not use Gmail data for advertising, do not share it with unauthorised third parties, and do not rent or sell it.
- Data Sharing & Disclosure
We may disclose your personal information to:
- Employees, officers, agents, suppliers or subcontractors, as reasonably necessary
- Members of our corporate group
Additionally, we may disclose your data:
(a) If legally required
(b) With trusted third-party service providers under strict confidentiality
(c) In relation to legal proceedings
(d) To protect legal rights
(e) To a potential purchaser of our business
(f) Under lawful order by a court or authority
We never share Gmail data with third parties except as necessary to provide our services and in line with Google’s policies.
- Data Security
We take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information, including:
- OAuth 2.0 authentication for Gmail API access
- Encryption of data in transit and at rest
- Access controls for authorised personnel only
- Secure servers (password- and firewall-protected)
You are responsible for safeguarding your login credentials. Transmission of data over the internet can never be guaranteed 100% secure.
- Data Retention & User Control
We retain personal data only as long as necessary to fulfil the purposes outlined in this policy, or as required by law. After the retention period expires, data will be deleted or securely destroyed.
6.1 Revoking Gmail API Access
You can revoke Gmail access at any time:
- Visit Google Account Settings
- Navigate to “Third-party apps with account access”
- Remove access for our application
To request deletion of your data, contact us at: admin@cleanlink.co.uk
- Compliance with Google API Policies
We comply fully with:
- Google API Services User Data Policy
- Google’s Limited Use Requirements
We do not use Gmail data for:
- Advertising
- Marketing
- Unrelated data analysis
- Your Rights
You have the right to:
- Request access to your personal data (subject to a fee and ID verification)
- Request correction of inaccurate data
- Withdraw consent for data processing (subject to legal obligations)
- Opt-out of marketing communications
To exercise these rights, contact us at: admin@cleanlink.co.uk
- Changes to This Privacy Policy
We may update this policy from time to time. Significant changes will be communicated via our website or email notifications.
- Contact Us
For questions or concerns about this policy:
📧 Email: admin@cleanlink.co.uk
🌐 Website: https://www.cleanlink.co.uk/contact