How SoloKeeper Uses Google Data

This page explains what SoloKeeper accesses from Google, why that access is requested, how it is stored, and how users can disconnect or request deletion.

Effective date: Last updated:

Back to home Privacy

Operator and contact

SoloKeeper operates the service under the SoloKeeper product and service name. Questions about Google data use, privacy, or deletion can be sent to privacy@solokeeper.app .

1. Google Sign-In

SoloKeeper uses Google Sign-In so users can create and access their accounts with Google. During sign-in, SoloKeeper receives basic Google account information such as name, email address, account identifier, and profile details through the openid, email, and profile scopes. This identity data is sent to and stored by the SoloKeeper server as the account record. Signing in does not grant Gmail or Google Docs access.

2. Separate Gmail application

Gmail is optional and is connected separately inside the app. SoloKeeper requests https://www.googleapis.com/auth/gmail.modify (gmail.modify) so the Gmail integration can find messages associated with email addresses in the user's SoloKeeper client list, display those messages, mark them read, manage the SoloKeeper "Need reply" label, and move messages to or from Gmail trash. The UI also displays whether a message has attachments, but SoloKeeper does not download attachment files.

Gmail connects through the separate SoloKeeper Gmail application. That application handles Gmail authorization, tokens, and message data. The main SoloKeeper application sends it your client names, email addresses, selected client, and display preferences. Gmail tokens, messages, connection status, and counts are not returned to the main application. Refresh tokens are encrypted in the Gmail application's separate storage.

When a user creates a session notification, SoloKeeper uses account and workspace data to open a prefilled compose window in Gmail. The user reviews and sends it in Gmail; this compose action does not send through the Gmail API.

3. Server-side Google Docs connection

Google Docs is also optional and separate. SoloKeeper requests https://www.googleapis.com/auth/drive.file (drive.file). The user chooses a Google Docs template through Google Picker. The SoloKeeper server then uses the stored Docs OAuth connection to read that selected document, extract placeholders such as {{client.name}}, create a copy in the user's Drive, and replace placeholders in the copy when the user generates an invoice. SoloKeeper does not request broad Drive access and does not modify the source template.

SoloKeeper stores the Docs access token, refresh token when Google provides one, token expiry, granted scope, and token type in server-side primary storage while the connection remains active. It also stores the selected document URL and identifier, template title, placeholder keys, each placeholder's selected SoloKeeper data source, and any user-entered starting value. The full document body is processed when requested and is not persisted by SoloKeeper. Generated copies remain in the user's Drive.

4. Storage and deletion

  • Google Sign-In identity data remains in the SoloKeeper account record while the account is active and is removed from live storage through the verified account/data deletion process.
  • Gmail token and message data is handled by the separate Gmail application. Disconnect Gmail in Settings to revoke access and remove the stored connection. Closing the main SoloKeeper tab does not disconnect Gmail.
  • Google Docs tokens remain in server-side primary storage while the connection is active. A successful disconnect revokes the current access token and deletes the local connection record, including its access and refresh tokens. Access can also be revoked from the user's Google Account permissions.
  • Derived Docs template data remains until the SoloKeeper template is deleted or an account/data deletion request is completed. Deleting or disconnecting in SoloKeeper does not delete the selected source document or generated copies from Google Drive.
  • Deleted server-side records may remain in encrypted, access-controlled backups until expiry: up to 48 hours for hourly logical backups, 30 days for daily backups, 84 days for weekly backups, and 5 days for new pre-deployment volume snapshots.

5. Account and Google-data deletion procedure

  1. 1. Disconnect Gmail or Google Docs in Settings to stop future integration access. The user may also revoke SoloKeeper from Google Account permissions.
  2. 2. To delete the SoloKeeper account or specified Google-derived records, email privacy@solokeeper.app from the Google email address linked to the account and state the requested scope.
  3. 3. SoloKeeper will reply to verify control of the account and confirm the requested scope. Deletion begins only after the user confirms that reply. Eligible account, template, placeholder, and Docs connection records are then manually removed from live storage.
  4. 4. The user deletes any source templates or generated document copies directly in Google Drive. Backup copies expire on the schedule above.

6. Limited Use and prohibited uses

  • SoloKeeper does not sell Google user data or use it for advertising.
  • SoloKeeper does not disclose Google user data to advertising platforms, data brokers, or information resellers, and does not use it for credit or lending decisions.
  • SoloKeeper does not use Google Workspace API data to develop, improve, or train generalized or non-personalized AI or machine-learning models.
  • SoloKeeper does not modify unrelated Drive files or the user's source Google Docs template. Gmail queries and actions are limited to the user-facing inbox workflow described above.
  • SoloKeeper's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy , including the Limited Use requirements. This disclosure applies to raw Google data and data derived from it.

7. Sharing and security

Gmail tokens and message data are excluded from the main SoloKeeper server. The separate Gmail application's hosting and Google API services process Gmail data. Server-side Google Sign-In and Docs data may be processed by hosting, backup, error-monitoring, authentication, and Google API providers only as needed to operate or protect the user-facing service, respond to a user's request, or comply with law. SoloKeeper uses HTTPS in production, restrictive browser security headers, access controls, and environment-managed application credentials; no storage or transmission method eliminates all risk.

8. Questions or requests

For Google-data or privacy questions, contact privacy@solokeeper.app . For general product support, contact support@solokeeper.app .