Privacy Policy

Workspace IQ (“we,” “us,” or “our”) provides a CRM and project-management platform that integrates with Google Workspace. This Privacy Policy explains what information we collect, how we use it, and your rights regarding your data.

By using Workspace IQ you agree to the collection and use of information as described in this policy. If you do not agree, please discontinue use of the service.

Workspace IQ’s use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Specifically:

• Google Meet data (accessed via meetings.space.readonly scope): Raw meeting transcript text is processed exclusively in-memory by our AI summarisation service. It is never written to our database, log files, or any persistent storage. Only the AI-generated meeting summary and extracted action-item titles are stored.
• Google Calendar data (accessed via calendar.events scope): Event metadata (title, time, attendees) is used to populate your CRM timeline. Event descriptions are not stored.
• Google Contacts data (accessed via contacts.readonly scope): Contact names and email addresses are used to match calendar and meeting activity to CRM records. This data is not stored beyond what you explicitly import.

We do not use Google user data to serve advertisements, train machine-learning models unrelated to the service, or sell or transfer data to third parties.

3.1 Account Data

When you sign in with Google we receive your name, email address, and profile photo. We store these to identify your account. We also store encrypted OAuth tokens required to access Google APIs on your behalf.

3.2 CRM Data You Create

Contact records, opportunities, projects, and notes that you manually enter are stored in our database as the core product functionality.

3.3 AI-Derived Insights (from Google Data)

After ephemeral in-memory processing of Meet transcripts, we store:

• A 2–3 sentence AI-generated summary of the interaction
• Structured action-item titles extracted by the AI
• Activity metadata: timestamp, activity type, and linked contact ID

The underlying raw transcript text is never stored.

3.4 Usage and Log Data

We collect standard server logs (request path, HTTP status code, response time). Our logging system is configured to explicitly redact request bodies and any fields that could contain Meet transcript content before writing to logs.

• To provide, maintain, and improve the Workspace IQ CRM service
• To display your meeting history, CRM activity, and follow-up tasks
• To generate AI coaching recommendations within the Workspace IQ Coach feature
• To detect relationship health signals and surface alerts
• To authenticate you and maintain your session

We do not sell your data. We do not use your Google Workspace data to train general-purpose AI models or to serve advertising.

AI-derived interaction summaries and task records are retained for the lifetime of your account to provide the core CRM functionality. Raw Google API content (transcript text) is never retained — it is discarded immediately after the in-memory AI processing step completes.

Upon account deletion (see Section 6), all stored data is permanently removed from our systems within 30 days.

You have the right to:

• Access the data we hold about you by contacting us at the address below.
• Delete your account and all associated data by navigating to Settings → Account → Delete Account within the Workspace IQ app. This action permanently removes all CRM records, interaction logs, tasks, and derived insights linked to your account and revokes our access to your Google account.
• Revoke Google access at any time via Google Account Permissions. This stops all future Google API access from Workspace IQ; previously stored AI-derived summaries remain until you delete your account.

Workspace IQ uses OpenAI-compatible language models to perform the in-memory AI summarisation described in Section 2 and 3. Meet transcript content is sent over TLS to the model API and is subject to OpenAI’s Privacy Policy. We use OpenAI’s API in accordance with their data processing terms, which prohibit training on API-submitted content by default.

Google OAuth tokens are encrypted at rest using AES-256. All data is transmitted over TLS 1.2 or higher. We apply defence-in-depth logging controls to prevent accidental persistence of restricted-scope content.

We may update this policy from time to time. Material changes will be notified via the email address associated with your account at least 14 days before taking effect. The “Last updated” date at the top of this page reflects the most recent revision.

For privacy inquiries, data access requests, or to exercise your deletion rights, contact us at:

Google, Google Calendar, Google Meet, and Google Workspace are trademarks of Google LLC. Workspace IQ is not affiliated with, endorsed by, or sponsored by Google LLC.