Privacy Policy

Privacy Policy

Effective: 29 October 2026

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

3. What Data We Collect

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

4. Legal Basis for Processing

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

5. How We Use Your Data

We use your information to:

We do not use your data for automated decision-making or profiling, except as required for security (e.g., access logs, fraud prevention) and, if you allow Advertisement cookies on our website, to show you relevant adverts (see section 12).

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:

How we use this information

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

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:

9. Data Retention

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

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:

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

Data protection complaints

If you are concerned about how Collabit handles your personal data, you can complain to us at info@collabitsoftware.com or through any of our usual contact channels. You do not need to use a particular form or the word “complaint”.

We will acknowledge your complaint within 30 days of receiving it. We will make appropriate enquiries, keep you informed of progress and explain the outcome and any remedy without undue delay. You can also complain to the Information Commissioner’s Office. Where your complaint concerns data we handle on another organisation’s behalf, we will refer it to that organisation and assist with its response as appropriate.

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:

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

12. Cookies

Cookies are small files that a website or app saves on your device. This section also covers similar technologies, such as your browser’s local and session storage.

Strictly necessary cookies on our website

These are needed for our website to work, so they do not need your consent:

Optional cookies on our website

We use optional cookies only with your consent, and they stay off until you switch them on. You can accept or reject them all, or choose by purpose:

These providers may set cookies or store information in your browser, and they receive details such as your IP address, device and browser type, and the pages you visit. Google may also use this information for its own purposes, as it explains in How Google uses information from sites or apps that use our services. Their cookies last from a few minutes to up to two years, depending on the provider and your browser, and anything they keep in your browser’s local storage stays until you clear it.

Other services on our website

Some pages load fonts, icons and code libraries from Google Fonts, Font Awesome, unpkg and cdnjs, which receive your IP address and browser details in order to deliver them. When you send an enquiry form, it may also record how you found our website (for example, a search engine, an AI assistant, another website or a campaign link). This is worked out when you press send, and nothing is saved on your device.

The Collabit platform

The platform, in your browser and in our app, uses cookies and similar storage only to provide the service: to sign you in and keep your session secure, to protect your account and data, to remember choices you make, and to let the app work offline and keep its data in sync. These are strictly necessary, so they cannot be switched off, and deleting them will sign you out. The cookie that keeps you signed in lasts up to 100 days. The platform does not use analytics or advertising cookies.

Changing or withdrawing your consent

You can change your choices or withdraw consent at any time using “Cookie settings” on our website. When you withdraw consent, the services you switched off stop loading, and we delete the cookies and browser storage that our website can remove. Cookies that a provider has set on its own domain stay until they expire or you delete them in your browser. Blocking cookies in your browser can also stop parts of our website or platform from working.

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: 29 October 2026