Effective Date: Friday, April 17th, 2026

This Privacy Policy describes how DocuTrack HR ("the Add-on", "we", "our") collects, uses, and handles your data when you install and use our Google Sheets™ Add-on.

Our core philosophy is simple: Your data belongs to you. DocuTrack HR is designed to operate entirely within your own Google Workspace™ environment.

1. The Core Principle: What We Do NOT Do

To ensure the utmost security for your administrative and human resources data, we want to be completely transparent about what this Add-on cannot do:

• No External Databases: We do not transmit, upload, or sync your spreadsheet data, employee names, emails, or document dates to any external servers owned by the developer.
• No Developer Access: The developer of DocuTrack HR has zero access to your spreadsheets, your settings, or your email history.
• No Data Selling: We do not collect, sell, rent, or share any of your personal or organisational data with third parties. Ever.

2. Data We Access and Why We Need It

To automate your document tracking, DocuTrack HR requires specific permissions (known as OAuth Scopes) to interact with your Google Workspace™. The Add-on will ask for permission to:

• View and manage your spreadsheets
• (Scope: https://www.googleapis.com/auth/spreadsheets.currentonly)
• Why it is needed: The Add-on needs to read the dates, names, and email addresses in the active spreadsheet to calculate document expiration statuses. It also needs permission to write "Valid/Urgent" statuses and timestamp logs directly back into your sheet. It can only access the specific spreadsheet where you actively open the Add-on.
• Send email as you
• (Scope: https://www.googleapis.com/auth/script.send_mail)
• Why it is needed: The Add-on uses Google's standard mail service to send automated reminders to the staff addresses listed in your spreadsheet, as well as the weekly digest to your HR team. We cannot read, delete, or manage your inbox; we only have permission to send these specific automated messages.
• Allow this application to run when you are not present
• (Scope: https://www.googleapis.com/auth/script.scriptapp)
• Why it is needed: This allows the Add-on to set up automated, time-driven triggers (e.g., waking up to check expiration dates every day at 8:00 AM) so you do not have to keep the spreadsheet open.
• Display and run third-party web content
• (Scope: https://www.googleapis.com/auth/script.container.ui)
• Why it is needed: This allows the Add-on to display its custom settings menu natively inside your Google Sheets™ sidebar.

3. Data Protection Mechanisms

Because DocuTrack HR operates entirely within the Google ecosystem, all data processing occurs directly within Google's secure infrastructure. Data is protected in transit using industry-standard HTTPS/TLS encryption and encrypted at rest by Google Workspace™. At no point is sensitive HR data or user information transferred to, or processed on, external non-Google servers.

4. Data Storage, Retention, and Deletion

All settings you configure in the DocuTrack HR sidebar (such as your target columns, custom email messages, and toggle preferences) and internal logs are saved using Google’s PropertiesService.

• Retention: This data is stored locally as hidden document properties attached directly to your specific Google Sheet™. We retain this configuration data only for as long as the spreadsheet exists.
• Deletion: You have full control over your data. You can completely delete all stored data, settings, and logs at any time by:

1. Using the built-in "Clear System Data" option within the Add-on's sidebar, which instantly wipes all stored properties and triggers.
2. Deleting the Google Sheet itself.
3. Uninstalling the Add-on will also immediately cease any future data processing or background triggers.

5. Google API Services User Data Policy (Limited Use)

DocuTrack HR's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. We strictly limit our API usage to providing the core functionality of HR document automation.

6. Changes to this Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or Google's requirements. Any modifications will be posted on this page with an updated effective date.

7. Contact Us

If you have any questions, concerns, or require clarification regarding this Privacy Policy or the security of your data, please contact us at:

sethi+docutrack@eduflip.net