TBGCRM Privacy Policy

1. Information we access

After an account holder authorizes a Google connection, TBGCRM can access the information needed for its enabled features:

• Gmail: sender and recipient details, subjects, message text, dates, thread and message identifiers, mailbox labels, attachment details and attachments imported for authorized work. TBGCRM also requests permission to create and read Gmail drafts and send authorized email.
• Google Calendar: calendar and event identifiers, titles, descriptions, dates, times, locations, attendees and sharing settings. Authorized features can create or update events, create calendars and manage calendar sharing.
• Google Forms: form definitions and submitted responses, including contact information, registrations, RSVP details and communication preferences supplied by respondents.
• Google Contacts: contact names, email addresses, phone numbers, identifiers and related contact details for contact-management features, including publishing reviewed CRM contacts.

TBGCRM also stores information supplied by its users, such as contact records, notes, tasks, property and transaction information, and documents. Access to a Google account depends on the permissions its account holder grants.

2. How we use information

We use information to maintain contact history; associate correspondence with CRM work; organize appointments, registrations and follow-up; prepare briefings and drafts; manage real estate workflows; and carry out authorized communications. Newsletters may be sent under an approved standing policy, subject to recorded subscription and opt-out preferences.

When enabled, the email assistant checks Inbox and Sent on a schedule to process the authorized user’s requests and prepare activity summaries. It sends internal acknowledgments, results and reports to the configured user, prepares native Gmail drafts for that user to review and send, and records verified final sent correspondence for tracked drafts. It retains observed message content, requests, responses and processing receipts in the CRM. Routine observation preserves mailbox contents and Read/Unread status.

We also maintain access records, operational logs and backups to support security, troubleshooting and recovery. We do not sell Google user data or use it for targeted advertising, data brokerage, credit scoring or lending decisions.

3. Connected services and AI assistance

When authorized users use or schedule connected-assistant features, relevant CRM information may be sent to OpenAI to carry out that work. This can include selected Google account data, such as message text, imported attachments or appointment details. Assistant conversations and outputs may be retained by the assistant service under its applicable terms and account controls. This processing is not entirely local to the Mac.

Documents that users choose to save to a OneDrive folder may be processed and stored by Microsoft. Authorized messages and calendar actions transmit the necessary information to Google and their intended recipients or participants.

Service providers receive information for the authorized functionality described here. Additional optional integrations require separate configuration and appropriate notice before new uses of Google data.

TBGCRM does not use data obtained through Google Workspace APIs to develop, improve or train non-personalized or generalized artificial intelligence or machine-learning models. Connected AI processing must use account controls and service terms that preserve this restriction.

4. Storage and protection

The primary CRM database and current recovery backups are stored in a private folder on The Basta Group’s Mac. Access is protected by application authentication and operating-system permissions. Google authorization credentials are stored in macOS Keychain, and the Google connection uses OAuth with PKCE. Connections to Google’s APIs use HTTPS.

Stored CRM artifact files are encrypted. The current local database and backup archives are not separately encrypted, so their protection also depends on the Mac’s account access and device safeguards. Assistant conversation copies and documents deliberately saved to connected cloud services have their own storage and access controls.

Public TBGCRM information pages do not expose CRM records. The pages supplied by TBGCRM contain no advertising trackers or contact-data collection forms; the website host may process routine request information under its own practices.

5. Retention and deletion

CRM information is retained for ongoing relationship management, authorized real estate work, recordkeeping, security and recovery. There is no single automatic deletion deadline for all CRM records or imported correspondence.

Routine backup rotation keeps hourly copies for 24 hours, daily copies for 30 days and monthly copies for 12 months. Separately protected recovery copies can be retained longer. Deleting a current record does not immediately remove it from older backups, sent messages, exports or assistant conversations.

To request access, correction or deletion of information held in TBGCRM, email Sylvia at the address below and identify the information concerned. We review requests and any continuing recordkeeping needs, and explain what can be removed and whether retained copies remain. Data held by an external provider or recipient may need to be addressed separately.

6. Your Google connection

You can review or revoke TBGCRM’s Google permissions in your Google Account’s third-party connections. Revoking permission stops future authorized access after the revocation takes effect. It does not automatically delete information previously stored in the CRM, backups, exports or assistant conversations. Contact us separately for deletion requests.

TBGCRM uses Google authorization rather than asking users to provide their Google account password to the application.

7. Google API Limited Use

TBGCRM’s use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including its Limited Use requirements. Google data is used for the user-facing features described in this policy, rather than unrelated purposes.

8. Changes and contact

We will update this policy when our practices change. Material changes in how Google data is used will be communicated to affected users, with additional consent obtained where required.

For questions, support or privacy requests:
Sylvia Basta · The Basta Group
sylvia.thebastagroup@gmail.com