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.

1. 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.

2. 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. This enables the web server to identify and track the web browser.

We may use both “session” cookies and “persistent” cookies on the website. 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.

We will use the session cookies to keep track of you whilst you navigate the website, keep track of items in your shopping basket, prevent fraud and increase website security.

We will use the persistent cookies to enable our website to recognise you when you visit and to keep track of your preferences in relation to your use of our website.

We use Google Analytics to analyse the use of this website. Google Analytics generates statistical and other information about website use by means of cookies, which are stored on users’ computers. The information generated relating to our website is used to create reports about the use of the website. Google will store this information. Google’s privacy policy is available at: http://www.google.com/privacypolicy.html.

Most browsers allow you to reject all cookies, whilst some browsers allow you to reject just third party cookies. For example, in Internet Explorer version 9, you can refuse all cookies by clicking “Tools”, “Internet options”, “Privacy”, and selecting “Block All Cookies” using the sliding selector. Blocking all cookies will, however, have a negative impact upon the usability of many websites.

3. How We Use Your Information

We use your personal information to:

• Provide and maintain our services.
• Improve user experience and security.
• Process transactions and customer support enquiries.
• administer the website.
• Send notifications and updates.
• Comply with legal obligations.
• Send you goods purchased and / or services.
• Send invoices and statements to you, and collect payments from you.
• Send you general (non-marketing) commercial communications.
• Send you email notifications which you have specifically requested
• Provide third parties with statistical information about our users – but this information will not be used to identify any individual user.
• Deal with enquiries and complaints made by or about you relating to your use of our products, goods or services.
• keep our products and services secure and prevent fraud.
• Verify compliance with the terms and conditions governing the use of our products, goods and services.

3.1 Gmail API Data Usage

If you authorise our Gmail integration, we will use the modify scope to:

• Read, compose and send emails from your Gmail account.
• Modify email labels to help organize your inbox efficiently.
• Update email content as per the functionality you choose (e.g., adding signatures, categorisation).
• Manage email statuses, such as marking emails as read/unread or archived.

We do not sell, rent, or trade your Gmail data or use it for advertising purposes or share it with unauthorised third parties.

4. Data Sharing & Disclosure

We may disclose your personal information to any of our employees, officers, agents, suppliers or subcontractors insofar as reasonably necessary for the purposes set out in this privacy policy.

We may disclose your personal information to any member of our group of companies (this means our subsidiaries, our ultimate holding company and all its subsidiaries) insofar as reasonably necessary for the purposes set out in this privacy policy.

In addition, we may disclose your personal information:

• To the extent that we are required to do so by law;
• With trusted third-party service providers under strict confidentiality agreements.
• In connection with any ongoing or prospective legal proceedings.
• In order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk).
• To the purchaser (or prospective purchaser) of any business or asset that we are (or are contemplating) selling.
• To any person who we reasonably believe may apply to a court or other competent authority for disclosure of that personal information where, in our reasonable opinion, such court or authority would be reasonably likely to order disclosure of that personal information.
• Except as provided in this privacy policy, we will not provide your information to third parties.

We never share Gmail data with third parties unless required for providing our services and in compliance with Google’s policies.

5. Data Security

We implement industry-standard security measures, including:

• OAuth 2.0 Authentication to securely request and manage Gmail API access.
• Encryption of data in transit and at rest.
• Access controls to ensure only authorised personnel can access sensitive information.
• We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information.
• We will store all the personal information you provide on our secure (password- and firewall-protected) servers.
• You acknowledge that the transmission of information over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet.
• You are responsible for keeping your password (and other login details) confidential. We will not ask you for your password (except when you log in to the website).

You are responsible for safeguarding your login credentials.

6. Data Retention & User Control

We retain personal data only as long as necessary to fulfil the purposes outlined in this privacy policy unless a longer retention period is required or permitted by law.

When the data retention period expires for a given type of data, we will delete or destroy it.

6.1 Revoking Gmail API Access

You can revoke our access to your Gmail account at any time by:

1. Visiting Google Security Settings.
2. Navigating to “Third-party apps with account access.”
3. Removing access for our application.

To request deletion of your data, contact us at admin@cleanlink.co.uk.

7. Compliance with Google API Policies

Our use of Gmail data strictly follows:

• Google API Services User Data Policy (Link)
• Limited Use Requirements, ensuring data is used only for intended, user-facing features.

We do not use your Gmail data for:

• Advertising
• Marketing
• Unrelated data analysis

8. Your Rights

You have the right to:

• Request access to the personal data we hold about you. Provision of such information may be subject to:

(a)  the payment of a fee; and

(b)  the supply of appropriate evidence of your identity (for this purpose, we will usually accept a photocopy of your passport certified by a solicitor or bank plus an original copy of a utility bill showing your current address).

• We may withhold access to such personal information to the extent permitted by law.
• Request corrections to inaccurate information.
• Withdraw consent for data processing (subject to legal requirements).
• You may instruct us not to process your personal information for marketing purposes, by sending an email to us. In practice, you will usually either expressly agree in advance to our use of your personal information for marketing purposes, or we will provide you with an opportunity to opt out of the use of your personal information for marketing purposes.

To exercise these rights, contact us at admin@cleanlink.co.uk.

9. Changes to This Privacy Policy

We may update this policy periodically. Significant changes will be communicated through our website or via email notifications.

10. Contact Us

For questions about this Privacy Policy, please contact:

📧 Email: admin@cleanlink.co.uk
🌐 Website: https://www.cleanlink.co.uk/contact