CloudOffix Privacy Policy

Overview & Consent

This Privacy Policy describes how your personal information is collected, used, and shared when you visit or make a purchase from https://www.cloudoffix.com (the “Site”).

This Privacy Policy may be updated from time to time for any reason. We will notify you of any material changes to our Privacy Policy by posting the new Privacy Policy on our Site. You are advised to consult this Privacy Policy regularly for any changes. Your continued use of the Services following any changes to this Privacy Policy constitutes your acceptance of any such changes made.

By using CloudOffix Services you are consenting to the processing of your information as set forth in this Privacy Policy now and as amended by us. Please note that personal data about you may be processed and stored in the United States or countries in Europe region. You hereby consent to the transfer of any personal data to the United States or any other country outside of your country of residence in accordance with the terms of this Privacy Policy. CloudOffix does not represent or warrant that the Services, or any part thereof, are appropriate or available for use in any particular jurisdiction. When you choose to access CloudOffix Services, you do so on your own initiative and at your own risk, and you are responsible for complying with all local laws, rules and regulation.

1. Personal Information We Collect

When you visit the Site, we automatically collect certain information about your device, including information about your web browser, IP address, time zone, and some of the cookies that are installed on your device. Additionally, as you browse the Site, we collect information about the individual web pages or products that you view, what websites or search terms referred you to the Site, and information about how you interact with the Site. We refer to this automatically-collected information as “Device Information.”

We collect Device Information using the following technologies:

• “Cookies” are data files that are placed on your device or computer and often include an anonymous unique identifier. For more information about cookies, and how to disable cookies, visit http://www.allaboutcookies.org.
• “Log files” track actions occurring on the Site, and collect data including your IP address, browser type, Internet service provider, referring/exit pages, and date/time stamps.
• “Web beacons,” “tags,” and “pixels” are electronic files used to record information about how you browse the Site. “Google Analytics and Other Third Party Analytics Providers” are used to give you the best service. We use Google Analytics for usage tracking. Google Analytics collects and stores data on your use of the Services, including without limitation time of visit, Site pages visited or opened and for how long are they used, the Internet Protocol (IP) address and information on the device used to access the Site. We may also use other third party data analytics service providers. These service providers may use cookies, web beacons and other technologies to collect information about your use of the Services. Analytics service providers enable us to collect, monitor and analyse data regarding the use of the Services, in order to understand how users use the Services and to increase the functionality and user-friendliness of the Services, as well as to better tailor the Services to users’ needs. Accordingly, some automatically collected data is shared with such third party service providers, who have their own privacy policies applicable to their operations.

Additionally when you start a Free Trial or make a purchase or attempt to make a purchase through the Site, we collect certain information from you, including your name, billing address, shipping address, payment information (including credit card numbers, email address, and phone number. We refer to this information as “Trial Request and Order Information.”

When we talk about “Personal Information” in this Privacy Policy, we are talking both about “Device Information” and “Trial Request and Order Information”.

2. How Do We Use Your Personal Information?

We use the “Trial Request and Order Information” that we collect generally to fulfill any trial requests or orders placed through the Site (including processing your payment information, arranging for shipping, and providing you with invoices and/or order confirmations). Additionally, we use “Trial Request and Order Information” to:

• Communicate with you;
• Create a demo instance;
• Screen our orders for potential risk or fraud; and
• When in line with the preferences you have shared with us, provide you with information or advertising relating to our products or services.

We use the Device Information that we collect to help us screen for potential risk and fraud (in particular, your IP address), and more generally to improve and optimize our Site (for example, by generating analytics about how our customers browse and interact with the Site, and to assess the success of our marketing and advertising campaigns).

3. Sharing Your Personal Information

We are committed not transferring consumer data to external organizations without consent. We always prevent unauthorized data sharing.

We may only share your Personal Information with third parties to help us use your Personal Information, as described above. Personal data, including mobile information, will never be shared with third parties for marketing. Data sharing is limited to business purposes only.

• For example, we use Stripe to power our online store--you can read more about how Stripe uses your Personal Information here.
• We also use Google Analytics to help us understand how our customers use the Site--you can read more about how Google uses your Personal Information here. You can also opt-out of Google Analytics here.

We may also share information to our subsidiaries and affiliates; or a subsequent owner, co-owner or operator of the Services and their advisors in connection with a corporate merger, consolidation, restructuring, the sale of substantially all of our stock and/or assets, or in connection with bankruptcy proceedings, or other corporate reorganization. CloudOffix may sell, transfer or otherwise share some or all of its assets, including your personal data, in connection with a merger, acquisition, reorganization or sale of assets or in the event of bankruptcy.

Moreover, we may disclose information to third parties in an aggregate and/or anonymized format that does not constitute personal data and does not allow the identification of individual users.

Finally, we may also share your Personal Information to comply with applicable laws and regulations, to respond to a subpoena, search warrant or other lawful request for information we receive, or to otherwise protect our rights.

4. Your Rights

You have the right to access personal information we hold about you and to ask that your personal information be corrected, updated, or deleted. If you would like to exercise this right, please contact us by using the contact information provided below at the end of this Privacy Policy.

You also have the right to opt out of receiving electronic direct marketing communications from us. We may use your contact information to market to you, and provide you with information about, our products and services. If you decide at any time that you no longer wish to receive such information or communications from us, please follow the unsubscribe instructions provided in any of the communications.

Additionally, if you are a European resident we note that we are processing your information in order to fulfil contracts we might have with you (for example if you make an order through the Site), or otherwise to pursue our legitimate business interests listed above. Additionally, please note that your information will be transferred outside of Europe, including to Canada and the United States.

5. Data Processing Addendum (DPA)

To enable you to be compliant with your data protection obligations, we are prepared to sign an appropriate Data Processing Addendum (DPA). You can request a DPA from CloudOffix through legal@cloudoffix.com. Once we get your request, we'll forward the DPA to you for your signature.

6. Data Retention

When you place an order through the Site, we will maintain your Order Information for our records unless and until you ask us to delete this information.

7. Google Workspace (Gmail) Data

What we access

When you connect a Gmail account to CloudOffix, we access your mailbox over IMAP and send mail on your behalf over SMTP, using the permission you grant on Google's consent screen. This covers:

• message content and attachments;
• message headers — sender, recipients (including Bcc on messages you send), subject and date;
• folder structure, and read/unread and starred state;
• the email addresses you correspond with, which we cache to suggest recipients when you compose.

We also register a Gmail push notification so that Google tells us when your mailbox changes. That notification carries no message content; it only tells us to fetch.

Why we access it

CloudOffix provides an integrated business email experience inside the CloudOffix platform. You work with your mail alongside the contacts, customers and other business records it relates to, and use email-based productivity and AI-assisted features.

In practice that means reading your mail and folders, composing, sending, replying and forwarding, marking messages read or unread, moving them between folders, archiving them, and deleting them — including permanent deletion, described below.

We do not sell Google user data and do not use it for advertising. We share it only with service providers acting on our behalf to deliver the service, as described in this policy.

How we protect it

Security procedures are in place to protect the confidentiality of your data.

• Encryption in transit. All connections are encrypted. Mail is fetched over IMAP with TLS, sent over SMTP with TLS, and every call we make to a service provider is made over HTTPS.
• Separation between customers. Each customer organisation's data is held in its own separate database. Mail is never mixed between customers.
• Access control within your organisation. A message is readable only by the mailbox owner and anyone they explicitly share it with. Administrator and impersonation sessions are blocked from reading another person's mailbox.
• Credential handling. The access credentials Google issues are held on our servers, are never exposed to your browser, and are used only to connect to your mailbox.

How long we keep it, and how it is deleted

• Delete permanently. You can permanently delete any message from CloudOffix. It is erased from CloudOffix and from your Gmail mailbox immediately; it is not kept in Trash and cannot be recovered.
• Emptying Trash permanently deletes the messages in Trash, from CloudOffix and from your Gmail mailbox, straight away.
• Automatic clean-up. Messages left in Trash are permanently deleted 30 days after you move them there, in both places.
• Disconnecting a mailbox. You can disconnect at any time from CloudOffix settings. We ask Google to revoke our access, then delete the account together with all of its locally stored mail, folders and derived search data.
• Deleting your organisation removes all of it.

AI processing

CloudOffix uses AI models to classify your incoming mail into inbox tabs, analyse message intent, suggest replies, detect when a message you sent is awaiting a response, enrich contact cards, and answer your questions about your own mail.

This processing is carried out by two service providers, both on paid accounts whose terms prohibit the use of API data to train their models:

• Google (Gemini Developer API) — classification, intent analysis, suggested replies, follow-up detection, contact-card enrichment and assistant chat.
• OpenAI (OpenAI API Platform) — vector embeddings that make your own mailbox searchable by meaning. The embeddings are stored in your organisation's own database and are not shared with anyone else.

Only the message text, metadata and other fields required for the specific feature are sent to these providers. CloudOffix applies per-feature data minimisation: each feature sends a fixed list of fields and nothing else, attachments are not sent by automated processing, and mail in Trash, Spam, marketing and notification categories is excluded from the search index.

This data is processed only to provide the email and AI features you have enabled or use. It is never used to train, fine-tune or improve any AI or machine-learning model, ours or theirs, and it is never shared between customers.

8. Minors

The Site is not intended for individuals under the age of 13. We do not intend to collect personal data from children under 13. If you are under 13, please do not use the Services and do not send any information about yourself to us.

9. Changes

We may update this privacy policy from time to time in order to reflect, for example, changes to our practices or for other operational, legal or regulatory reasons.

10. Contact Us

For more information about our privacy practices, if you have questions, or if you would like to make a complaint, please contact us by e-mail at legal@cloudoffix.com or by mail using the details provided below: