Google User Data Notice

Effective date: July 20, 2026

Purpose and requested access

This notice explains how EasyEnroll accesses, uses, stores, shares, protects, retains and deletes Google user data when an authorized user connects a Google account.

EasyEnroll requests basic OpenID, email and profile access together with the Gmail modify, Google Calendar owned-events and Google Drive per-file permissions needed for its connected user-facing features.

Basic Google account information

EasyEnroll accesses the connected user's Google account identifier, email address and basic profile information to identify the connected account, complete authorization and display connection status.

Gmail data and functionality

When Gmail is connected, EasyEnroll may access mailbox labels, message and thread identifiers, sender and recipient information, subjects, message content, attachment metadata and selected attachment content.

This access is used to display mailbox information, search and read messages selected by the user, download selected attachments, save drafts, send emails and perform user-authorized actions such as marking messages read or unread, applying or removing labels, archiving, moving messages to trash or spam, and starring or unstarring messages.

The connected Gmail address and encrypted OAuth credentials are stored while the connection is active. Selected messages and attachments are retrieved from Google on demand for display or download. The reviewed Gmail integration does not create a permanent local copy of the connected mailbox's message or attachment contents.

Google Calendar data and functionality

EasyEnroll creates and updates CRM appointment events in the connected user's primary Google Calendar, which is owned by the connected user. Data sent to Google Calendar may include the appointment title, client name, client email, appointment notes, meeting link, start and end times, time zone and location.

EasyEnroll locally stores the corresponding Google event identifier, Google Calendar link, synchronization status, synchronization timestamps and limited error information so the CRM appointment and Google event can remain synchronized.

Google Drive data and functionality

EasyEnroll creates and manages an EasyEnroll folder hierarchy in the connected Google Drive. It may create, read, update and move to trash files and folders that EasyEnroll creates or manages for the connected organization.

Data sent to Google Drive may include a generated Client Information PDF, client identity and contact details, date of birth, address, notes, immigration or study-related expiry information, process and workflow information, document metadata, CRM-uploaded client documents and approved enrolment documents.

EasyEnroll stores Google Drive file and folder identifiers, paths and synchronization metadata needed to maintain those files. Portal-submitted enrolment documents are not synchronized to Drive until an authorized CRM user approves them.

How Google user data is used

EasyEnroll uses Google user data only to provide visible Gmail, Calendar and Drive features requested by the user or organization, maintain the authorized connection, secure the service, troubleshoot an authorized support request and comply with applicable law.

EasyEnroll does not use Google user data for advertising, retargeting, personalized marketing, creditworthiness decisions, lending, email warming, unsolicited bulk-email services or sale to data brokers or information resellers.

Sharing and transfer

EasyEnroll does not sell Google user data. Google user data may be processed by cloud hosting, database, security and operational infrastructure providers acting on EasyEnroll's behalf only as necessary to operate, secure or support the connected features.

Google user data may otherwise be disclosed only when directed by the authorized user or customer, when necessary for security or abuse investigation, or when required by applicable law.

AI and machine-learning use

EasyEnroll does not automatically route raw, aggregated, anonymized or derived Gmail, Google Calendar or Google Drive API data into OpenAI, Hiva or another third-party AI or machine-learning service.

A user may choose to submit content to a separate AI support feature; any such user-directed submission is handled as part of that support request. EasyEnroll does not use Google Workspace API data to develop, improve or train generalized or third-party artificial intelligence or machine-learning models.

Human access

EasyEnroll personnel are not permitted to read Google message, file or calendar content except when the user affirmatively requests and authorizes support involving specific data, when access is necessary to investigate a security or abuse issue, or when required by applicable law.

Storage and protection

OAuth access and refresh tokens used by active Google integrations are encrypted before database storage. Google API communications use HTTPS. Access is restricted through authenticated tenant, user-role, mailbox and integration permissions.

Retention and deletion

OAuth credentials are retained while the associated Google integration remains connected. Disconnecting Gmail clears EasyEnroll's stored Gmail credentials. Disconnecting Google Calendar attempts to revoke the authorization and deletes the local Calendar token record. Disconnecting Google Drive clears EasyEnroll's stored Drive credentials.

Disconnecting Google Drive does not automatically delete files already created in the user's Drive. When related clients, tickets or synchronized documents are removed in EasyEnroll, corresponding EasyEnroll-managed Drive items may be moved to the connected user's Google Drive trash. Final deletion from Drive trash remains under the control of the Google account owner and Google.

Limited integration mappings, security records or backup copies may remain where required for security, audit, legal or operational backup purposes until removed through ordinary retention and backup cycles.

Limited Use compliance

EasyEnroll's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Disconnecting or deleting data

Users may disconnect integrations within EasyEnroll or revoke EasyEnroll from their Google Account security settings. See the Data Deletion Instructions.

Contact

Questions about Google user data may be sent to support@easyenroll.ca.