Privacy Policy: Google user data

Who we are

Mail Merge is provided by worqinc, Northlink Business Centre, Office 7, Level 2, Triq Burmarrad, Naxxar NXR 6345, Malta. worqinc is the controller of the personal data described in this policy. You can contact us at info@worqinc.com.

1. Google user data we access

Mail Merge sends personalised emails from your own Gmail account, using recipient details and email templates stored on your monday.com boards. When you connect your Google account, Mail Merge asks for permission to:

• Send email on your behalf through the Gmail API (https://www.googleapis.com/auth/gmail.send), so that messages are sent from your own Gmail address and appear in your Sent folder.
• Read your “Send mail as” addresses (https://www.googleapis.com/auth/gmail.settings.sendas.readonly), so you can pick one of your verified Gmail aliases as the Send from address in Settings. This only reads that list; Mail Merge cannot change your Gmail settings or read your emails with it.
• Know your Google email address (openid and email), so we can show which account is connected and use it as the sender of the emails you send. If you choose a Send from address in Settings (one of your verified Gmail Send mail as addresses), we keep it with your connection and use it as the sender instead; it is deleted when you disconnect.

Mail Merge does not read, search, modify or delete the emails already in your mailbox, and it does not access your contacts, Google Drive, Calendar or any other Google service.

2. How we use Google user data

We use the Google user data described above only to provide the Mail Merge features you choose to use:

• Sending the emails you create in Mail Merge, to the recipients you select from your monday.com board, using the template you choose.
• Showing which Google account is connected and reporting whether each email was sent successfully.

We do not use Google user data for advertising, we do not sell it, we do not use it to build profiles of you, and we do not use it to develop, improve or train generalised artificial intelligence or machine learning models.

No worqinc employee reads your Google user data, except where you have given us explicit permission (for example, to investigate a support request), where it is necessary for security purposes such as investigating abuse, or where required by law.

3. Sharing, transfer and disclosure

We do not sell, rent or share Google user data with third parties for their own purposes. Google user data is only shared or transferred:

• With the recipients you choose, as the emails you send through Mail Merge.
• With monday.com, which hosts Mail Merge on its monday code platform and stores the app’s data in its secure storage, acting on our instructions.
• When required by law, or to protect the rights, safety or security of our users, worqinc or others.
• As part of a merger, acquisition or sale of assets, in which case we will notify you before your data becomes subject to a different privacy policy.

Google user data, including your mailbox and email address, is never sent to any AI service, including the monday.com AI service behind Mail Merge’s optional AI assist, and is never used to train AI models.

4. How we protect sensitive data

• All data is encrypted in transit using TLS (HTTPS) between your browser, Mail Merge, Google and monday.com.
• The OAuth token that lets Mail Merge send email on your behalf is encrypted with AES-256-GCM before it is stored, and is then held in monday.com’s secure storage, which is itself encrypted at rest. It is never sent to your browser or shown to other users.
• Stored data is separated by monday.com account, so one account can never read another account’s data.
• Access to production systems is restricted to authorised worqinc staff who need it to operate the service, and is protected by multi-factor authentication.
• Each personalised email is built at send time and is not stored after it has been sent. Only the campaign template you saved, and the send record described in section 5, are kept.
• Mail Merge requests only the permissions it needs to send email, so it cannot read your existing messages.

5. Retention and deletion

• OAuth token and connected email address: kept only while your Google account is connected to Mail Merge, and deleted when you disconnect it.
• Personalised email content: not stored after the email is sent.
• Campaign templates (subject, body, signature and attachments you save in Mail Merge): kept until you delete the campaign.
• Send records (recipient address, send time, status and any error): kept so you can see delivery results, and deleted automatically 7 days after the send, or sooner if you ask us to.
• Uninstalling Mail Merge from your monday.com account automatically deletes all of the data above, including your stored token.

You can disconnect your Google account at any time from Mail Merge, or by removing worqinc Mail Merge from your Google account permissions at myaccount.google.com/permissions. When access is revoked, Mail Merge can no longer send email for you, and disconnecting in Mail Merge deletes your stored token.

To ask us to delete all Google user data related to your account, email support@worqinc.com. We will delete it within 30 days and confirm when it is done.

Your rights

Under the EU General Data Protection Regulation (GDPR) you have the right to:

• access the personal data we hold about you;
• have inaccurate data corrected;
• have your data erased;
• restrict or object to how we process your data;
• receive your data in a portable format.

To use any of these rights, email support@worqinc.com. You also have the right to complain to Malta’s Information and Data Protection Commissioner at idpc.org.mt.

Changes to this policy

If we change this policy, we will update the date at the top. If a change affects how we use Google user data, we will tell you in Mail Merge before it takes effect.