Google to OpenCRM
Synchronisation: Privacy Policy

When you set up Google synchronisation, you will be prompted to enter your Google username, and then asked to connect your OpenCRM account to your Google account. This process provides OpenCRM with an access key which the OpenCRM synchronisation app can use to log in to your Google account automatically.

Once it has logged in, OpenCRM will have read and write access to your Google Contacts, Calendar and Tasks.  This simply means that it can transfer emails from Google to OpenCRM (read) and back again (write).

The access key is stored encrypted and cannot be used to gain access to your account outside of the OpenCRM to Google synchronisation app/process. 

Your Google username is stored against your OpenCRM user record. We do NOT store your Google password – or have any access to see or retrieve this during your authorisation of the OpenCRM synchronisation app to access your Google account.  

If we make updates to the integration or you do anything that require changes to the access OpenCRM has to your Google data, you will be prompted to re-authorise OpenCRM with your Google account.  

Once authorised, the OpenCRM app can then connect to your Google account at any time using a background process to retrieve and update details of your Google contacts, calendar entries, and tasks. This data is pushed directly into your OpenCRM system, there is no intermediary storage of this data and the data requests, retrievals and pushes are all done using secure (https) transport.  

Separately to this, if you have requested setup of Pop2OpenCRM in conjunction with a Gmail email account, OpenCRM will be able to connect to your Gmail account, read and download emails to an OpenCRM server in order to create a record of these emails in your OpenCRM system. This is done using a secure and encrypted POP3 connection (oAuth2). This is not part of the authorisation of the app as detailed above and is a separate setup process. 

OpenCRM uses access to your Google contact/calendar/task data to synchronise the data in these areas in Google with the areas in your OpenCRM system. You can choose which/any/all of these three areas to synchronise with your OpenCRM data. 

Depending on your OpenCRM security and record sharing configuration, this may allow other users of your OpenCRM instance to view your Google data.  

OpenCRM support services will be able to view your Google data in your OpenCRM system. This access would not be taken without prior consent and is logged/audited appropriately. 

No user of any other OpenCRM instance can gain any access to your Google data. 

You can remove the OpenCRM synchronisation application’s access to your Google account at any time by removing access from your Google security settings, or clearing the access key used to connect to Google from your OpenCRM user settings.  

For more information on the specific pieces of information which the OpenCRM app is able to access and update, please see the following section “What data is sent from Google to OpenCRM” 

For more information on OpenCRM’s general privacy policy surrounding your data once in OpenCRM, please see section below “Where can I read more about your policies on privacy and data protection?” 

Separately to this, if you have requested setup of Pop2OpenCRM in conjunction with a GMail email account, OpenCRM will use the email data retrieved from your Gmail account to create a record of the emails and attachments in your OpenCRM system. As per contact/calendar/task synchronisation, other users of your OpenCRM instance may be able to see this data dependant on your OpenCRM security/sharing configuration. 

When you first set up the integration, we will ask for your Google username and an access key you will get when you click to sign into Google from OpenCRM.

This access key will not be saved, but your Google username will be stored against your OpenCRM user. Only you and system administrators will be able to access this.

Depending on how you want to use this integration, you can have your Google Contacts, Calendar Items, and Tasks sent from Google to OpenCRM. The data sent from Google to OpenCRM will be:

• Contacts: Salutation, First Name, Last Name, Email, Email2, Phone, Home phone, Mailing Address, Other Address, Title, Description
• Calendar items: Subject, Start Date, Location, Description, Attendees
• Tasks: Subject, Start Date, Location, Description, Attendees

Again, depending on how you set up the integration, different data will be sent from OpenCRM to Google.

But it is possible to send:

• Contacts: Salutation, First Name, Last Name, Email, Email2, Phone, Home phone, Mailing Address, Other Address, Title, Description
• Activities (Type: Calls/Meetings): Subject, Start Date, Location, Description, Linked contact/Company/Related to
• Activities (Type: Tasks): Subject, Start Date, Location, Description, Linked contact/Company/Related to

As mentioned above, your Google username will be stored against your OpenCRM user record, as well the access key you enter (although that will no longer be visible on screen for security reasons).

But your Google password will not be saved.

You can find it all on our Legal page.

The data synced from your Google account to OpenCRM is self contained within a customers OpenCRM system. OpenCRM will not share or disclose this information with any third parties, as per our standard data policies.
The sharing of a customers own OpenCRM data with third parties is governed by the individual customers data sharing and processing policies.

A customers Google username is stored on their OpenCRM user record. OpenCRM does not share or disclose user information with any third parties.

The retention policy of any Google data synced to an OpenCRM system is under the control of the individual OpenCRM customer/system and the customers data policies. A customer will setup data retention rules and processes as part of the setup of their OpenCRM system.

A customers Google data is only synced to their own individual OpenCRM system. The data is secured by each customers OpenCRM security configuration to ensure only the right users are able to see or process this data.
Physically, the data is held and secured in the same way as any OpenCRM data. All data is encrypted at rest and in transit and stored in a secure and individual/isolated database. Full details and documentation of how your data is kept secure, and the security policies and procedures that are implemented by OpenCRM is available on request. Please email support@opencrm.co.uk