Privacy Policy

Effective: 18 November 2024

1. Introduction

Collabit Software Ltd (“Collabit”, “we”, “us”, or “our”) is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, and protect your personal information when you use our website, our applications (“apps”), and our services (collectively, the “Services”).
This Policy applies to both our website and our SaaS platform/app.

We comply with the UK Data Protection Act 2018 and the General Data Protection Regulation (GDPR). Please read this Policy carefully to understand how we treat your personal data.

2. Who We Are

• Data Controller: Collabit Software Ltd, Cannon Place, 78 Cannon Street, London, EC4N 6HL, United Kingdom.
• Company Number: 06045839
• Contact: info@collabitsoftware.com

3. What Data We Collect

We may collect and process the following types of personal data:

• Contact details: Name, email address, phone number, organisation
• User account details: Username, password (encrypted), roles/permissions
• Usage information: IP address, browser type, device information, operating system, access times, activity logs
• App/service data: Information provided through our forms, communications, support requests, and any data uploaded by users to our platform/app (which may include PII, depending on client configuration)
• Cookies and tracking: See our Cookie Policy for details

4. Legal Basis for Processing

We process your personal data only where at least one lawful basis applies:

• Performance of contract: To provide our services and fulfil our obligations to you or your employer
• Consent: Where you have given explicit consent (e.g., marketing)
• Legitimate interests: For service improvement, security, and business operations (not overridden by your rights)
• Legal obligations: To comply with applicable laws or respond to lawful requests

5. How We Use Your Data

We use your information to:

• Provide and operate our website, app, and services
• Create and manage user accounts
• Respond to your queries and support requests
• Monitor and improve our Services
• Send service updates and important notifications
• Comply with legal and regulatory obligations

We do not use your data for automated decision-making or profiling, except as required for security (e.g., access logs, fraud prevention).

6. Data Sharing and Sub-Processors

Your data may be shared with trusted sub-processors (such as Amazon Web Services for hosting, Google Maps API for address lookups, and OpenAI or other authorised AI/integration providers where you enable connected integrations), solely to deliver our services. All third parties are required to comply with strict data protection and confidentiality obligations. A full list of current sub-processors is available upon request.

AI and connected integrations

When you connect Collabit to ChatGPT, OpenAI, or another authorised AI/integration provider, Collabit may process and transmit the Collabit records needed to fulfil your request, such as user account details, customer/contact details, tickets, jobs, reports, notes, communications, attachments, timestamps, and audit/security metadata. These providers act as service providers/subprocessors for the requested integration. We do not sell this data or use it for advertising.

We do not sell or rent your data to any third parties.

6A. Connected Gmail and Google Calendar Accounts

Connecting your account

You may choose to connect your Google account to Collabit to use its email and calendar features. Access is authorised through Google’s permission screen. Collabit does not receive your Google password.

Depending on the permissions granted and features enabled, Collabit may access:

• Your connected account’s email address.
• Email messages, including subjects, message bodies, senders, recipients, timestamps, conversation identifiers, labels and attachments.
• Your calendar list and calendar events, including titles, descriptions, dates, locations, attendees and invitation responses.
• Authorisation tokens that allow Collabit to maintain the connection.

How we use this information

We use this information to provide the email and calendar features you or your organisation enable. These include:

• Displaying and sending email through your connected mailbox.
• Importing selected messages and attachments into Collabit and linking them to relevant business records, such as opportunities or tickets.
• Importing subsequent replies where conversation tracking is enabled.
• Applying labels to identify messages linked to Collabit.
• Synchronising calendar events in the configured direction and creating, updating or cancelling meeting invitations.

Background processing may continue while the connection and relevant tracking or synchronisation settings remain enabled.

Storage, access and sharing

Collabit stores connection information and may temporarily cache mailbox information to provide these features. Messages, attachments and calendar information imported into Collabit become part of your organisation’s Collabit records. Authorised users may access them according to the permissions applied to those records.

We protect this information using the security measures described in this policy. Service providers may process it on our behalf where necessary to deliver the enabled features, subject to appropriate confidentiality and data-protection obligations.

Restrictions on use

We handle information obtained through Google APIs in accordance with the Google API Services User Data Policy, including its Limited Use requirements.

We do not sell Google user data, use it for advertising, or use or allow its use to develop, improve or train general-purpose or non-personalised artificial intelligence or machine-learning models.

Any enabled AI integration involving Google-derived data must be limited to the specific user-facing functionality requested, comply with Google’s applicable policies, and be disclosed to the user. Connecting a Google mailbox or calendar does not, by itself, authorise unrelated AI processing.

Disconnecting, retention and deletion

You can disconnect your account through Collabit’s Mail & Calendar settings or revoke Collabit’s access through your Google Account settings.

Disconnecting disables Collabit’s stored connection so it can no longer access or synchronise new Google data through that connection. It does not itself revoke the authorisation in your Google Account, immediately erase stored connection information, or delete records already imported into Collabit. To also remove the authorisation in Google, revoke Collabit’s access through your Google Account settings.

Some mailbox metadata may remain cached for up to 24 hours. Imported records remain subject to your organisation’s access controls and the retention and deletion provisions in this policy.

To request deletion of retained information, contact info@collabitsoftware.com or use our data privacy and account deletion request form.

7. International Data Transfers

We primarily store your data in the United Kingdom or European Economic Area (EEA). If data is transferred outside the UK/EEA (for example, to AWS or Google), we ensure adequate safeguards are in place—such as Standard Contractual Clauses (SCCs) or reliance on adequacy decisions—to protect your data as required by law.

8. Data Security

We use appropriate technical and organisational measures to safeguard your personal data, including:

• Encryption at rest (AES-256) and in transit (TLS 1.2+)
• Access controls and authentication (including multi-factor authentication)
• Secure data backup and disaster recovery processes
• Regular security audits and staff training

9. Data Retention

We only keep your personal data as long as necessary to fulfil the purposes it was collected for, including:

• User account and service data: Retained for the duration of your contract/use of our services plus up to 12 months, unless a longer period is required by law or necessary for dispute resolution
• Support and communication records: Retained for up to 24 months
• Backups: Retained securely for up to 90 days before secure deletion

When no longer required, your personal data will be securely deleted or anonymised.

10. Your Rights

Under GDPR and UK law, you have the right to:

• Access your personal data
• Request correction or erasure of your data
• Restrict or object to processing
• Request data portability
• Withdraw consent at any time (where applicable)
• Lodge a complaint with the UK Information Commissioner’s Office (ICO) at www.ico.org.uk

To exercise any of these rights, please contact us at info@collabitsoftware.com.

11. Account Deletion and Data Erasure

You have the right to request deletion of your account and personal data at any time.

To submit a request, please use our dedicated online form at:
https://collabitsoftware.com/data-privacy-and-account-deletion-requests/

Alternatively, you can contact us directly at info@collabitsoftware.com.

Upon receiving your request, we will:

• Verify your identity to ensure the request is legitimate.
• Notify you of any data we are required to retain for legal reasons (and explain the retention period).
• Delete your account and associated data from our active systems and, once eligible, from backups.
• Confirm to you when the deletion process is complete.

Please note: Deleting your account is irreversible and will remove all access to your data and features.

12. Cookies

Our website and platform use cookies and similar technologies to improve your experience and analyze usage. Where required, we ask for your consent before placing non-essential cookies. For more details, please see our Cookie Policy.

13. Children’s Privacy

Our services are not directed at children under the age of 16. We do not knowingly collect personal data from children.

14. Changes to This Policy

We may update this Privacy Policy from time to time. The latest version will always be posted on our website/app, and material changes will be notified to users as appropriate.

15. Contact

If you have any questions or concerns about this Privacy Policy or how we handle your data, please contact:
Email: info@collabitsoftware.com
Post: Collabit Software Ltd, Cannon Place, 78 Cannon Street, London, EC4N 6HL, UK

This Privacy Policy was last updated: 28 September 2026