Privacy Policy for GAiA

Effective Date: 1st April, 2025

Thank you for choosing GAiA Connect! This Privacy Policy explains how we collect, use, disclose, and process your personal information in connection with our services. When we use the terms “GAiA”, “we”, “us”, or “our” in this Privacy Policy, we are referring to the GAiA Connect app and its parent company, Global Consulting United.

GAiA as a Data Controller

For purposes of data protection laws, GAiA Connect is the "data controller" (or similar term under applicable laws) and is responsible for processing your personal information collected through our services. This Privacy Policy applies only to instances where GAiA Connect acts as a data controller.

GAiA as a Data Processor

In providing our services, our customers may collect data within our platform, including personal information or data about their end users (“Customer Data”). In such cases, GAiA Connect acts as a "data processor" (or similar term under applicable laws) and processes Customer Data solely on behalf of and under the instructions of the respective customer, who is the data controller. This Privacy Policy does not apply to the processing of Customer Data.

How We Collect Your Personal Information
How We Use Your Personal Information
How We Share Personal Information
Online Advertising
Control Over Your Information
Your Privacy Rights (GDPR & Other Regulations)
Data Retention & Security
Children's Privacy
Third-Party Services
Changes to Privacy Policy
Contact Information

1. How We Collect Your Personal Information

We collect your personal information in the following ways:

Personal Information You Provide

Account Creation: When you register for an account, we collect your email, password, company name, company URL, and office address.
Contract Data: If your company enters a contractual relationship with us, we collect your name, job title, email address, signature, and customer information.
Communications: When you contact us, we collect your name, email, phone number, and any message content.
Marketing & Newsletters: If you subscribe to our newsletter, we will collect your email and preferences.

Personal Information Collected Automatically

Log Data: Includes IP address, browser details, session information, and service errors.
Analytics Data: Tracks pages viewed, links clicked, and service usage patterns.
Location Data: We collect general geographic location via your IP address.

Personal Information from Third Parties

Business Partners & Social Media: If you interact with us via third parties, we may receive related data.
Service Providers: Our service providers collect and process information on our behalf.

Google Account Data

Data We Collect

By signing in through a Google account, the GAIA application collects and uses the following information:

Access Token – Used for authentication with the Gmail SMTP server to send emails on behalf of the user.
Refresh Token – Used to automatically renew access when the Access Token expires.
Expires In – Information about the validity duration of the Access Token.
Token Type – The type of access token (e.g., Bearer), used in the authentication process.
Scope – Describes the permissions granted to the application during login.
Email Address – Used as the sender address for emails sent via the application.
Full Name – Used to display the user's identity within the application interface.

How We Use This Data

GAIA uses the collected data exclusively to enable its core functionality — sending email messages via the user's Gmail account. Specifically:

Access Token and Token Type are used to authenticate with the Gmail SMTP server to allow email sending on behalf of the user.
Refresh Token and Expires In are used to renew access automatically, without requiring the user to sign in again.
Scope is used to define the exact permissions the application has within the Google API.
The user's email address is used as the sender for messages sent from the application.
The user's full name is shown in the application interface to represent the user's identity.

The data is not used for marketing purposes, is not shared with third parties, and is not used to access any other parts of the user’s Google account (such as inbox, contacts, calendar, etc.).

Data Security and Retention

All collected data (Access Token, Refresh Token, email address, full name) is stored in an encrypted format, in accordance with industry best practices for data security.

User data is retained as long as the user actively uses the application. If the user is inactive for more than 90 days, all associated data will be automatically deleted, and the user will be notified in advance via email.

User data is not included in backup archives and cannot be recovered once deleted.

Data Sharing and Usage

GAIA does not use collected data for marketing purposes.
Collected data is not shared with any third parties.
The application does not access or use any other information from your Google account.
Data is used solely for authentication and sending email messages on your behalf.

User Rights to Data Deletion

Users have the right to request the deletion of all their stored data at any time. This includes:

Access and Refresh Tokens
Email Address
Full Name
Any other related information

Users may initiate the deletion process directly through the application interface.

If the user clicks the “Delete” option within the application, all collected data will be automatically and permanently deleted from our database.

2. How We Use Your Personal Information

We process your personal data based on the following legal bases:

Contractual Necessity: To provide and maintain our services.
Legitimate Interests: To improve our platform and user experience.
Legal Obligations: To comply with regulations and legal requirements.
Consent: Where required, we will obtain your consent before processing data.

3. How We Share Personal Information

We do not sell your personal information. However, we may share it in the following cases:

Legal Compliance: To comply with legal obligations.
Service Providers: With third-party service providers who assist us.
Business Transfers: In case of a merger, acquisition, or asset sale.
With Your Consent: If you explicitly allow us.

4. Online Advertising

We may use online advertising services and cookies to provide relevant ads based on your interests. You can opt out via your browser settings or third-party tools.

5. Control Over Your Information

Email Communications: Unsubscribe via the “unsubscribe” link in emails.
Modifying Account Information: Update your details in your account settings.

6. Your Privacy Rights (GDPR & Other Regulations)

If you are located in the EU/EEA, you have the following rights under GDPR:

Right to Access: Request details about the data we hold.
Right to Rectification: Correct inaccurate or incomplete data.
Right to Deletion: Request deletion of your personal data.
Right to Restriction: Limit how we use your data.
Right to Data Portability: Receive a copy of your data.
Right to Object: Opt out of certain processing activities.
Right to Withdraw Consent: Withdraw consent at any time.

To exercise your rights, contact us at team@globalconsultingunited.com.

7. Data Retention & Security

We retain your personal information for as long as necessary to fulfill our contractual and legal obligations. We implement technical and organizational measures to protect your data.

8. Children's Privacy

Our services are not directed at children under 16. If we learn that we have collected information from a child under 16, we will delete it.

9. Third-Party Services

Our services may contain links to third-party websites. We are not responsible for their privacy practices and recommend reviewing their policies.

10. Changes to Privacy Policy

We may update this Privacy Policy periodically. Any significant changes will be communicated via email or a notice on our website.

11. Contact Information

If you have any questions regarding this Privacy Policy, you can contact us at:

Email: team@globalconsultingunited.com
Phone: +1 (844) 995-1199