Privacy Policy

This policy applies to staff members of teams that subscribe to PERSE and who use the application to manage venue outreach for bar-crawl events. It does NOT apply to the venue contacts they communicate with through the service — those individuals' data is governed by the subscribing team's own contractual relationships with the venues.

From you when you sign in: name, email address, role within your team, and an authentication credential (password hash or OAuth token from Google). We use this to identify you across sessions and gate access to your team's data.

From your Google account when you connect a Gmail inbox: see Section 4 for the specific Google data scopes and how they're used. In short: email messages, message metadata, labels, and your contacts list — only for the inboxes you explicitly connect.

Operational data you create: venue contact records, outreach history, notes, tasks, and campaign metadata you enter into PERSE. This is your team's data; we process it on your behalf.

Technical logs: server access logs (IP address, user agent, request path, timestamp) retained for up to 90 days for security monitoring and operational debugging.

To provide the service:

• Authenticate you and authorize access to your team's data — we do not have access to other teams' data and other teams do not have access to yours.
• Send outreach emails to venues on your behalf, when you compose and send through the connected Gmail inbox.
• Surface incoming venue replies inside the in-app inbox so your team can respond from one interface.
• Suggest recipient autocompletions from your Google contacts list when you address a new outreach message.
• Compute analytics for your own team: open rates, reply rates, send-time histograms, template performance. Analytics are scoped to your team only.

We do not use your email content, contacts, or any data obtained via Google APIs to serve advertising, train machine-learning models, sell to third parties, or for any purpose unrelated to providing the PERSE service to you.

When you connect a Gmail inbox to PERSE, Google asks you to authorize specific scopes. Here is exactly what each scope is, why we request it, and what we do with the data:

openid + .../userinfo.email

Identifies which Google account you connected. Used so we associate the inbox with your PERSE user record and display the correct sender address on outgoing messages.

.../auth/gmail.send

Sends outreach emails to venues from your connected inbox when you compose and click Send within PERSE. Messages are sent as you, from your address, and appear in your Gmail Sent folder exactly as if you had sent them from Gmail directly.

.../auth/gmail.readonly

Reads incoming messages so PERSE can surface venue replies inside the in-app inbox, and so it can show your conversation history with each venue when you draft a reply. We only read messages in connected inboxes you explicitly authorized; we do not read messages from inboxes you did not connect.

.../auth/gmail.modify

Modifies non-content metadata on your messages — specifically: applies Gmail labels (so triage state is preserved in Gmail itself), marks threads as read when you read them in PERSE, and moves threads to Archive/Trash when you trigger those actions from PERSE. We do NOT use this scope to delete message content, edit message bodies, or change anything beyond the labels and read/archive state.

.../auth/contacts.readonly

Reads your saved Google contacts so PERSE can autocomplete recipient addresses when you start typing a name in the compose form. Used only for recipient autocomplete; the contact list is not stored on our servers beyond a short in-memory cache during your session.

.../auth/contacts.other.readonly

Reads your Google "Other Contacts" list — people you have emailed but have not explicitly saved as contacts. Same use case as the line above: recipient autocomplete. This scope improves autocomplete quality because most venue contacts live in Other Contacts (Gmail puts them there automatically after the first reply).

You may revoke PERSE's access to any of the above at any time from your Google account settings at myaccount.google.com/permissions. Revoking access stops PERSE from reading, sending, or modifying anything in that Gmail inbox going forward. Data that PERSE already received before revocation is subject to the retention rules in Section 7.

PERSE stores the following data derived from your connected Gmail inbox in our database for operational purposes:

• Email thread identifiers, subject lines, sender/recipient addresses, and dates
• Cached message bodies for threads you have opened in PERSE (so the in-app inbox is fast)
• Operator-added notes, labels, and status fields attached to each thread
• An encrypted copy of your Gmail OAuth refresh token, used to authenticate subsequent API calls

All data is stored on encrypted disk volumes in a hosted environment we control. Refresh tokens are additionally encrypted at the application layer with a key separate from the database credentials. Database backups are encrypted at rest and access is restricted to the operations team listed in our security documentation (available on request).

PERSE's use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Specifically:

• Limited use: We use Google user data only to provide and improve the user-facing features of PERSE that the user explicitly chose to use. We do not use the data for any other purpose.
• No transfer: We do not transfer Google user data to others except as necessary to provide the service, comply with applicable law, or as part of a merger, acquisition, or sale of assets with notice to users.
• No advertising: We do not use Google user data for serving advertisements, including remarketing, personalized, or interest-based advertising.
• No human reading: Humans on the PERSE team do not read Google user data unless we have explicit consent from the user for specific messages, we need to do so for security purposes (e.g. investigating abuse), to comply with applicable law, or for operational debugging where the data is aggregated/anonymized.
• No machine-learning training: We do not use Google user data to train generalized machine-learning or AI models. (PERSE does use AI features — see Section 8 — but those features apply prompts to data only within the scope of the user's own session and we do not retain user data in any training corpus.)

We retain data as long as your account is active. When you or your team administrator delete your PERSE account, we delete the following within 30 days:

• Your user profile and authentication credentials
• Your Gmail OAuth refresh tokens (after we revoke them with Google)
• Cached email content associated with your inbox
• Your contacts cache

We may retain anonymized server logs for up to 90 days for security and operational purposes. We may retain aggregated, non-identifying metrics indefinitely (e.g., "active users per month") for product analytics.

You may request deletion at any time by emailing privacy@barcrawlconnect.com.

PERSE uses third-party AI services (currently Anthropic Claude and selectively OpenAI for specific features) to power the following user-facing features:

• Triage classification of incoming venue replies
• Suggested response drafts when you reply to a thread
• Smart follow-up suggestions when you write a remark with a future date phrase
• Venue-type tagging from venue name + address

When PERSE sends data to an AI provider, only the minimum content needed for the feature is sent. We have contractual commitments from these providers that they do not retain or train on the content of API calls. AI providers are not given persistent access to our database or to your Gmail inbox.

PERSE uses TLS 1.2+ for all data in transit, AES-256 for data at rest, and role-based access controls within the application. We perform routine dependency vulnerability scans and apply security patches on a regular cadence. We do not store credit card information; billing is handled by the team administrator outside the application.

If we discover a data breach affecting your personal information, we will notify affected users without undue delay and in accordance with applicable law.

You may access, correct, or export the data PERSE holds about you at any time through the in-app account settings, or by emailing privacy@barcrawlconnect.com. If you are located in the European Union, United Kingdom, or California, you have additional rights under GDPR / UK-GDPR / CCPA respectively, including the right to object to processing and to lodge a complaint with a supervisory authority.

PERSE is a business tool for event-promotion staff. It is not directed to children under 13 and we do not knowingly collect personal information from children.

We may update this policy from time to time. When we do, we will update the effective date at the top of the page and, where the change is material, notify users via email or in-app banner before the change takes effect.

For privacy questions, data subject requests, or to report a concern, contact privacy@barcrawlconnect.com.