BOOKS TO GIFTS PUBLISHING

CRM PRO privacy policy

Last updated: October 8, 2026.

Books to Gifts Publishing provides CRM PRO to help organizations manage customer contacts and prepare and send email campaigns. This policy explains how CRM PRO handles information received through Google APIs and the CRM records associated with your email connection.

Google information we access and use

Connecting Gmail is optional and requires an active paid CRM plan. Google asks you to authorize your Google account email address and permission to send email. This integration does not request permission to read your inbox, search messages, or delete Gmail messages. CRM can be used without connecting Gmail.

When you authorize the connection, we verify the Google account identity and save the connected email address, an encrypted authorization credential (refresh token), and connection identifiers and status. We use that credential to obtain short-lived access tokens and send the campaigns you request through Gmail. The CRM application does not save those access tokens or Google identity tokens as persistent connection records.

To send a campaign, we transmit your selected recipients, sender information, subject, message, attachments or links, and unsubscribe information to Google for delivery. Contacts, campaign drafts, attachment links, and per-recipient delivery records are stored with your CRM organization. These CRM records are created from the information you enter and the delivery results; they are not imported from your Gmail inbox.

Who receives, processes, or can access this information

• Google Gmail: Google receives authorization requests and credentials needed to authenticate the connection, and the message information needed to send your requested email.
• Google Cloud: CRM PRO uses Google Cloud hosting, Firestore database storage, and Cloud Storage to operate the application and store CRM records and uploaded files. These services process the data on behalf of Books to Gifts Publishing.
• Your chosen recipients and their email providers: Sending an email discloses your sender address and the message and files or links you include to those recipients and the services that deliver their email. Authorization credentials are not included in outgoing messages.
• Your organization and platform administration: Authorized CRM staff can access their organization’s contacts, campaign information, and delivery records. Books to Gifts Publishing platform operators can access these records to administer the service and respond to support or security issues. Saved Google authorization credentials are not exposed in the CRM interface.

Google account information and authorization credentials are used to operate the email connection. We do not sell this information or use it for advertising. Gmail data is not used to train AI models. CRM’s separate media-creation features do not read your Gmail inbox.

Optional AI follow-up reviews

Eligible paid organizations can ask Google’s Vertex AI service to review recorded follow-up signals, notes, and dates. Reviews run only when a staff member chooses the review action. A contact review covers one contact; a Pro queue review covers up to 20 eligible due follow-ups. This feature does not read a Gmail inbox or send messages.

Before requesting a review, staff should check that their organization is authorized to share the selected notes for this purpose. We substitute labels such as C1 for contact names and omit separate email addresses and phone fields from the AI request. Free-text notes may still contain information you entered; avoid including sensitive or unnecessary personal information. Contacts currently blocked from email outreach are excluded from these reviews.

The AI response is displayed for staff to review and may contain mistakes. Suggestions are not facts or guarantees that someone will buy. Review usage and request-status records are stored to enforce allowances and prevent duplicate charges; the feature does not save generated review text as a CRM record. Follow-up notes and their recent change history remain stored until administrative deletion is requested. Closing a follow-up or deleting a contact does not automatically delete its follow-up history. Include follow-up and AI-usage records when requesting organization-data deletion.

How we protect the information

• Encrypted connections: The public CRM and its Google authorization and Gmail API connections use HTTPS.
• Encrypted saved credentials: Google refresh tokens are encrypted before database storage using AES-256-GCM. The encryption is bound to the organization and connection. The encryption key and Google client secret are supplied to the server through Google Cloud Secret Manager, separately from the connection records.
• Organization access controls: Protected CRM operations check the staff identity and organization. Starting or disconnecting a Gmail connection and sending campaigns require administrator access or authorized platform-owner access.
• Authorization protections: The Gmail connection uses an expiring, single-use authorization state, a secure HTTP-only cookie, and PKCE verification to check that the Google response belongs to the connection request.

How long information is retained

Active Gmail connection: The saved email address, encrypted refresh token, and connection information remain in the active CRM database until you disconnect Gmail, replace the connection, or request their administrative deletion. Replacing the connection overwrites its saved credential. Revoking permission at Google or ending a paid subscription does not, by itself, delete the saved CRM connection record.

Connection attempts: The authorization request is valid for 10 minutes and can be used only once. Its technical record, including the organization identifier and encrypted verification value, can remain stored after expiration until administrative cleanup. Expiration stops the request from being used; it is not an automatic deletion schedule.

CRM records: Contacts, campaign drafts and delivery history, attachment links, and related organization records remain stored until deleted through the applicable CRM controls or an administrative deletion request. Removing a file from an asset listing does not necessarily delete the underlying uploaded file; include uploaded-file deletion in your request to us. Disconnecting Gmail does not delete these records or files. CRM does not currently apply a fixed automatic retention period to them.

Delivered emails: Copies held in Google accounts, recipients’ mailboxes, or recipients’ email-provider systems are controlled by those account holders and providers. Deleting CRM records does not recall or delete delivered messages.

Disconnecting Gmail and requesting deletion

1. Disconnect in CRM: An organization administrator can open CRM Settings and disconnect Gmail. This deletes the active saved Gmail connection record, including its encrypted refresh token, and clears the connected email address from the organization’s current connection settings. Gmail sending through that connection is paused. Previously sent messages and campaign history remain.
2. Revoke Google permission: You can also remove CRM PRO from your Google account’s third-party connections. This revokes the app’s permission at Google. Use the CRM disconnect control or contact us as well if you want the stored CRM connection record removed.
3. Delete remaining CRM data: Use the available contact-deletion controls, or email shawn@bookstogiftspublishing.com to request deletion of your organization’s stored Google connection information, authorization-attempt records, contacts, campaigns, delivery history, or uploaded files. Include your organization ID and the account email; do not send passwords or authorization tokens. We verify the requester’s authority and handle organization deletion administratively. Contact us for the status of a deletion request.

The in-app disconnect action removes the active connection record; it does not itself purge historical infrastructure records, any copies retained by infrastructure providers, campaign data, or messages already delivered to another service. If your deletion request covers records beyond the active connection, contact us so we can review the scope and confirm what has been removed and any remaining records.

Google API Limited Use

Books to Gifts Publishing’s use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including its Limited Use requirements.

Questions and requests

For questions about Google data, privacy, or deletion, contact Books to Gifts Publishing at shawn@bookstogiftspublishing.com.

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