Legal
Privacy & Cookie Policy
Last updated: 3 November 2026 · Applies to: plusclouds.com · Controller: Neonix Networks LLC
1. Data Controller
Depending on your region, the entity responsible for processing your personal data is:
| Region | Entity | Address |
|---|---|---|
| Global / Qatar | Neonix Networks LLC | 445 Corporation LN STE 264, Virginia Beach, VA 23462, USA |
| Turkey | Şef Bilişim Hizmetleri A.Ş. | Büyükdere Cad. Nurol Plaza 257/21A, Sarıyer, İstanbul, Türkiye |
| Netherlands / EU | PlusClouds BV | Keizersgracht 620, 1017 ER Amsterdam, Netherlands |
2. Data We Collect
We collect personal data in the following categories:
Account & Contact Data
- Name, email address, company name, and phone number provided at registration or via contact forms.
- Billing address and VAT number for invoicing purposes.
Usage & Technical Data
- Pages visited, features used, clicks, and session duration.
- IP address, browser type and version, operating system, and device type.
- Referral URL and UTM / affiliate parameters.
Google User Data (only if you connect Google Workspace)
- Calendar events and attendees, contacts, and permission to send email from your own Gmail address. See Section 5 for exactly what we access and why.
Support Data
- Messages sent via the Chatwoot live-chat widget.
- Ticket content and correspondence history.
3. How We Use Your Data
- Provide, operate, and improve our cloud and software services.
- Process orders, generate invoices, and manage subscriptions.
- Send transactional emails (deployment confirmations, invoices, alerts).
- Send marketing communications where you have opted in or where we have a legitimate interest.
- Provide the Google Workspace features you choose to connect (see Section 5).
- Detect, investigate, and prevent security incidents and abuse.
- Analyse product usage to prioritise development and improve user experience.
- Comply with legal and regulatory obligations.
4. Legal Basis for Processing
| Processing Activity | Legal Basis (GDPR Art. 6) |
|---|---|
| Service delivery and account management | Contract (Art. 6(1)(b)) |
| Google Workspace integration (Gmail send, Calendar, Contacts) | Consent (Art. 6(1)(a)) — you connect and can disconnect at any time |
| Invoicing and tax obligations | Legal obligation (Art. 6(1)(c)) |
| Self-hosted analytics (Matomo) | Legitimate interest (Art. 6(1)(f)) — data stays on our servers |
| Third-party analytics (GA4, Hotjar) | Consent (Art. 6(1)(a)) |
| Marketing cookies and ad platforms | Consent (Art. 6(1)(a)) |
| Live chat support (Chatwoot) | Consent (Art. 6(1)(a)) |
| Affiliate referral tracking | Legitimate interest (Art. 6(1)(f)) |
| Security monitoring and fraud prevention | Legitimate interest (Art. 6(1)(f)) |
5. Google User Data and How We Protect It
If you connect your Google account in Settings > Integrations > Google Workspace, PlusClouds accesses the Google user data described below. Signing in with Google uses only the basic openid, profile and email scopes. The three scopes below are requested only when you connect Google Workspace.
PlusClouds uses Google user data only to provide user-facing features within PlusClouds. We do not sell Google user data, use it for advertising, or use it to train AI or machine learning models. We transfer it to third parties only where needed to provide these features, for security, or to comply with the law. Humans do not read this data except with your consent, for security, or to comply with the law. Our use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.
Gmail — send only (gmail.send)
What we collect: nothing is read. We send emails that you choose to send from PlusClouds (campaigns, automations, CRM replies) from your own address, so they appear in your Sent folder. Why: to deliver those emails on your behalf. Only the send function of the Gmail API is called; your mailbox content is never read or modified.
Google Calendar — read only (calendar.readonly)
What we collect: your calendars and events: title, time, location, attendees and meeting link. Why: to show your meetings in Agenda and on matching CRM accounts. On your own click, attendee details help you prepare for a meeting: the company's domain is analysed by PlusClouds' AI service, and you can add attendees to a CRM account or create one. When events sync, their attendees are also saved as contacts in your own Global Address Book. Nothing is created, edited or deleted in Google.
Google Contacts — read only (contacts.readonly)
What we collect: names, emails, phone numbers and organisations. Why: so you can import your Google contacts into PlusClouds contacts. Nothing is modified or deleted in Google.
AI processing
Only when you click to analyse a company, the company domain of a meeting attendee is sent to an AI service to produce the company analysis. Personal email domains and your own domain are not sent, and no other Google data is sent for this. Google data is never used to train AI models. We do not send your Gmail content to any AI service: Gmail is used only to send emails you choose to send.
Sharing
We do not sell Google data, use it for advertising, or use it to train AI or machine learning models. We do not share it with third parties except as described in this section.
Human access
Only authorised administrators can have access to synced Google data, and they may read it only in the cases named at the start of this section: with your consent (for example, support you have asked for), for security purposes, or to comply with the law. We do not otherwise read or browse it.
How we protect Google user data
- Google access and refresh tokens are stored encrypted at rest.
- Data exchanged with Google is encrypted in transit (TLS).
- Access to tokens and synced Google data is restricted by account-level authorisation controls: data is scoped to the account and user that connected Google.
- No AI feature accesses Gmail data. We use Gmail only to send emails you choose to send, and we do not read your mailbox.
Storage, retention and deletion
- Past synced calendar events are kept for 36 months, then deleted.
- Imported Google contacts are kept while Google is connected.
- You can disconnect at any time in Settings > Integrations > Google Workspace. Disconnecting deletes the stored tokens immediately, and your synced Google data (calendars and their events, attendees, and imported Google contacts) is deleted within 30 days of disconnect.
- Contacts saved to your Global Address Book from meeting attendees are your own contacts. Disconnecting Google does not delete them; they stay until you delete them.
- You can also revoke PlusClouds’ access at any time in your Google Account permissions (myaccount.google.com/permissions).
- To have your synced Google data deleted without disconnecting, email legal@plusclouds.com. We will delete it within 30 days, unless we are legally required to keep it.
CRM records you create from a meeting
Records you create from a meeting (CRM accounts, and users you add to an account) belong to the CRM account. They are separate from Google data, are kept until the customer closes their account, and disconnecting Google does not remove them.
Questions about Google data or deletion requests: legal@plusclouds.com.
7. Third-Party Services
We use the following sub-processors. Where data is transferred outside the EEA, appropriate safeguards are in place. This table does not apply to Google user data received through the Google Workspace integration, which is never shared with these or any other third parties (see Section 5).
| Processor | Purpose | Location | Safeguard |
|---|---|---|---|
| Google LLC (GA4, GTM, Ads) | Analytics and advertising | USA | EU–US Data Privacy Framework |
| Meta Platforms Inc. | Facebook Pixel / advertising | USA | Standard Contractual Clauses |
| Hotjar Ltd | Heatmaps / session recording (AutoQuill only) | Malta (EU) | EU–EU (no transfer) |
| Matomo (self-hosted) | Product analytics | Our servers | No transfer — first-party |
| Chatwoot (self-hosted) | Live chat support | Our servers | No transfer — first-party |
8. Data Retention
- Account data: duration of account plus 1 year after closure.
- Google user data (synced events, imported contacts, tokens): see Section 5. CRM records created from meetings: kept until the customer closes their account.
- Analytics data (GA4): 14 months (Google default).
- Analytics data (Matomo, self-hosted): 24 months.
- Support conversations (Chatwoot): 2 years.
- Billing records: 7 years (legal / tax obligation).
- Cookie consent records: 7 days (matches re-consent cycle).
9. Your Rights
Depending on your jurisdiction you have the following rights. To exercise any of them, email legal@plusclouds.com. We respond within 30 days.
Access
Request a copy of the personal data we hold about you.
Rectification
Ask us to correct inaccurate or incomplete data.
Erasure
Request deletion of your data, including synced Google data, where there is no legal obligation to retain it.
Restriction
Ask us to pause processing while a dispute is resolved.
Portability
Receive your data in a structured, machine-readable format.
Objection
Object to processing based on legitimate interests or for direct marketing.
Withdraw Consent
Withdraw consent at any time via Cookie Settings in the footer. This does not affect prior processing.
Lodge a Complaint
File a complaint with your supervisory authority (ICO, CNIL, AP, KVKK, or equivalent).
10. Contact
For questions about this policy or to exercise your rights, contact our Data Protection team:
This policy may be updated periodically. Material changes will be communicated via a banner on the site or by email where required by law.