Privacy and connected accounts
What CivicFolio keeps, who can see it, and how to disconnect an account.
Connecting Google
Only an administrator can connect an approved Google account. CivicFolio asks for read-only Gmail access and Google Drive access. It can review message and file details. A Drive move or rename happens only after the administrator approves it.
The connection cannot send email. CivicFolio follows the Google API Services User Data Policy, including its Limited Use requirements.
Microsoft 365 and ChatGPT
Connection availability is shown in Settings. When Microsoft 365 is enabled, an administrator can connect an approved account and choose a OneDrive or SharePoint file by its link. CivicFolio reads that file to verify its details and version. It does not request permission to edit, move, or delete Microsoft files.
When a ChatGPT connection is enabled, you choose the access you grant. Reading source file contents requires separate permission. If you grant it, the file contents are sent to ChatGPT when you request that read. Review your ChatGPT account’s data settings before using this connection.
What we keep
From Gmail, CivicFolio keeps the sender address, subject, received date, Gmail link, and the name, type, and size of attachments. Email bodies, snippets, and attachment files stay in Gmail.
From Drive, CivicFolio keeps the file name, type, link, modified date, folder, and the version reviewed. It may read the file contents to verify that version. Working files stay in Drive.
CivicFolio stores connected-account credentials in encrypted form. It keeps a record of approved file changes and checks the result with the provider.
Who can see it
The administrator who connected an account can review its messages and files in CivicFolio. When an item is linked to a grant, access follows that grant’s client and sharing settings.
CivicFolio does not sell Google user data. It shares that data only with service providers that operate or secure CivicFolio, at the administrator's direction, or when required by law or a security response.
Account connections require administrator access. Grant records are limited to authorized users for that client.
Disconnecting and deletion
Disconnecting asks Google to revoke access, deletes the encrypted credentials, and stops new Gmail reads and Drive actions. If Google does not revoke access, CivicFolio tells the administrator. Details already attached to a grant and records of completed Drive actions remain. Disconnecting Microsoft 365 removes CivicFolio’s saved credentials; revoke the app’s consent in Microsoft to remove the provider’s permission as well.
CivicFolio has no fixed retention period or self-service deletion option. To request deletion, contact us with the connected account and organization. We will verify the request and explain anything that must remain for legal, security, or operational reasons.
Privacy contact
For a privacy question or a deletion request, email contact@civicfolio.com.