Outloop Privacy Policy

1. Information We Collect

Outloop may collect information you provide directly when creating or using an account, including:

• name;
• business or company name;
• email address;
• telephone number;
• login and account information;
• subscription information;
• billing-related information;
• campaign preferences and settings.

When you connect third-party services, Outloop may receive information necessary to provide the functionality you request. Depending on the permissions you authorize, this may include:

• email account information;
• email message content and metadata;
• message replies;
• calendar availability;
• calendar events;
• contact information;
• OAuth access tokens and refresh tokens;
• account identifiers.

Outloop may also process information created through your use of the service, including:

• prospect information;
• company information;
• lead qualification data;
• campaign information;
• outreach content;
• replies and responses;
• follow-up activity;
• meeting information;
• website or company research data;
• usage logs and platform activity;
• analytics and reporting data.

2. How We Use Information

We use information to provide and operate Outloop and to deliver the features requested by users.

This may include using information to:

• create and manage user accounts;
• connect authorized email and calendar accounts;
• identify and qualify prospects;
• generate personalized outreach;
• send messages on behalf of users;
• monitor replies to outbound communications;
• classify prospect responses;
• manage follow-up sequences;
• stop unnecessary follow-ups after a prospect responds;
• schedule and manage meetings;
• identify available meeting times;
• manage sales campaigns and leads;
• generate reports, insights, and recommendations;
• provide customer support;
• prevent fraud, abuse, spam, and unauthorized access;
• monitor and improve the reliability of the platform;
• comply with applicable laws and regulatory obligations.

Outloop does not use connected Gmail, Outlook, or calendar data for advertising purposes.

3. Google User Data

When a user connects a Google account, Outloop accesses Google user data only after the user grants permission through Google's OAuth authorization process.

Outloop accesses and uses Google user data only for functionality requested by the user.

Gmail

Outloop may use Gmail permissions to:

• send user-authorized outbound emails;
• send follow-up emails from the user's connected Gmail account;
• identify replies to outbound messages;
• display relevant replies within Outloop;
• classify responses from prospects;
• determine whether a prospect is interested, not interested, or requires further follow-up;
• stop or modify follow-up activity after a response has been received.

Outloop does not scan unrelated Gmail messages for advertising, lead generation, resale, data brokerage, or unrelated profiling.

Google Calendar

Outloop may use Google Calendar permissions to:

• review calendar availability where necessary for scheduling;
• identify potential meeting times;
• avoid scheduling conflicts;
• create calendar events;
• update meetings generated through Outloop;
• manage meetings resulting from outbound campaigns.

Outloop uses Google Calendar data only for user-requested scheduling and meeting-management functionality.

4. Google API Services User Data Policy

Outloop’s use and transfer of information received from Google APIs complies with the Google API Services User Data Policy, including applicable Limited Use requirements.

Outloop does not:

• sell Google user data;
• use Google user data for targeted advertising;
• use Google user data for data brokerage;
• use Google user data for credit assessment;
• use Google user data for unrelated profiling;
• use Google user data for purposes unrelated to the functionality requested by the user.

Human access to Google user data is restricted and permitted only where:

• necessary to provide user-requested support;
• required for security or abuse investigation;
• required to comply with applicable law;
• explicitly authorized by the user.

5. AI Use of Google Data

Outloop uses AI to assist with functionality such as prospect research, sales-message personalization, reply classification, follow-up recommendations, and workflow automation.

However:

• Outloop does not use Google Workspace API data to develop, improve, train, or fine-tune generalized or non-personalized artificial intelligence or machine-learning models.
• Google Workspace data is used only to provide functionality requested by the user within Outloop.

This may include:

• sending authorized messages;
• understanding replies;
• managing follow-ups;
• determining meeting availability;
• creating or updating meetings;
• generating user-specific recommendations.

Google Workspace data is not repurposed for generalized AI model training.

6. Google Data Retention and Deletion

Outloop retains Google user data only for as long as reasonably necessary to provide the functionality requested by the user.

When a user disconnects their Google account:

• Outloop stops requesting new data from that connected Google account where technically possible;
• related automated workflows dependent on the connection may stop functioning;
• OAuth access may be revoked or invalidated.

Users may request deletion of previously stored Google-derived data by contacting info@cadnetwork.org.

Where a valid deletion request is received, Outloop will delete or anonymize applicable Google-derived data within a reasonable period, except where retention is required for:

• legal obligations;
• regulatory compliance;
• security;
• fraud prevention;
• dispute resolution;
• enforcement of contractual rights.

Users may also revoke Outloop's access directly through their Google Account settings.

7. Microsoft User Data

When a user connects Microsoft Outlook or Microsoft 365, Outloop may access authorized Microsoft account information through Microsoft Graph APIs.

Depending on the permissions granted, this may include:

• email account information;
• email messages;
• replies;
• calendar information;
• meeting information.

Outloop may use this information to:

• send authorized email;
• identify replies;
• manage outbound workflows;
• manage follow-ups;
• access calendar availability;
• create or manage meetings.

Outloop accesses only the Microsoft permissions authorized by the user.

Outloop does not sell Microsoft user data.

8. Authentication Tokens

Outloop may securely store OAuth access tokens and refresh tokens to allow connected services to continue functioning without requiring users to sign in repeatedly.

Authentication tokens are associated with the relevant user or business workspace and are protected using appropriate security measures.

Outloop does not request or store users' Gmail, Google, Outlook, or Microsoft account passwords.

Users may disconnect integrations or revoke authorization through the relevant third-party service.

9. Legal Basis for Processing

Where applicable data protection law requires a lawful basis for processing, Outloop may rely on:

Performance of a Contract

We may process information where necessary to:

• create and manage an account;
• operate email and calendar integrations;
• run campaigns;
• provide prospecting and outreach functionality;
• deliver subscribed services.

Legitimate Interests

We may process information where necessary for legitimate business purposes such as:

• securing the platform;
• preventing fraud and abuse;
• providing support;
• improving reliability;
• protecting users and the service.

Consent

We may rely on consent for activities such as:

• optional marketing communications;
• certain cookies;
• third-party connections requiring user authorization.

Users may withdraw consent where applicable.

Legal Obligations

We may process or retain information where required to:

• meet accounting or tax obligations;
• respond to lawful requests;
• comply with legal or regulatory requirements.

10. Data Sharing

Outloop may share information with trusted service providers that help us operate the platform.

These may include:

• cloud infrastructure providers;
• AI service providers;
• authentication providers;
• analytics services;
• communication providers;
• email and calendar providers;
• technical vendors;
• payment processors;
• security providers.

Service providers are permitted to process information only for authorized purposes and are expected to maintain appropriate confidentiality, security, and data-protection safeguards.

11. Third-Party Processing of Google Data

Where Google user data is processed by a third-party service provider, such processing is permitted only where necessary to provide or support Outloop's user-facing functionality.

Google user data is not transferred, sold, or shared for:

• advertising;
• data brokerage;
• resale;
• unrelated profiling;
• credit scoring or assessment;
• generalized AI or machine-learning model training.

Any third party processing Google-derived data must act only as necessary to support the functionality requested by the Outloop user and must be subject to appropriate confidentiality and security obligations.

12. Payments

Outloop may use third-party payment providers to process subscriptions and payments.

For certain international transactions, our online reseller or Merchant of Record may process payment, tax, subscription, invoicing, refund, and billing information.

Payments made in Nigerian Naira may be processed through Paystack.

Payment providers may operate as independent controllers of information they collect directly from users.

Outloop does not store full payment-card details.

13. Professional and Legal Disclosures

We may share information with professional advisers, including:

• lawyers;
• accountants;
• auditors;
• consultants.

We may also disclose information where required by:

• law;
• regulation;
• court order;
• government request;
• legal process.

Where information is transferred across countries or regions, we seek to use appropriate legal safeguards where required.

14. Data Retention

Outloop retains personal information only for as long as reasonably necessary to:

• provide the service;
• maintain legitimate business records;
• comply with legal obligations;
• resolve disputes;
• enforce agreements;
• prevent abuse or fraud.

Retention periods may vary depending on the type of information and the purpose for which it was collected.

Users may disconnect third-party integrations at any time.

Disconnecting an integration will prevent future access to that service where technically supported.

15. Data Security

Outloop uses reasonable administrative, technical, and organizational safeguards designed to protect information from:

• unauthorized access;
• loss;
• misuse;
• alteration;
• disclosure.

These safeguards may include access controls, secure authentication, encryption, monitoring, and restricted access to sensitive information.

No internet-based system can guarantee absolute security.

16. Your Rights and Choices

Depending on applicable law, users may have rights relating to their personal information.

These may include the right to:

• access personal data;
• correct inaccurate information;
• request deletion;
• request restriction of processing;
• obtain data portability;
• object to certain processing;
• withdraw consent where processing relies on consent.

Users may request deletion of their Outloop account and associated personal information by contacting info@cadnetwork.org.

Users can also:

• disconnect Google from Outloop;
• disconnect Microsoft services;
• revoke Google authorization through Google Account settings;
• revoke Microsoft authorization through Microsoft account settings;
• request deletion of Google-derived information stored by Outloop.

Where applicable, we aim to respond to valid privacy requests within a reasonable period and within applicable statutory deadlines.

Users in jurisdictions with supervisory authorities may also have the right to submit a complaint to the relevant data-protection regulator.

17. Cookies

Outloop may use cookies and similar technologies to:

• keep users signed in;
• protect account security;
• remember preferences;
• provide essential platform functionality.

Where non-essential analytics or marketing cookies are used, Outloop may request consent where required.

Users may also control certain cookie behavior through browser settings.

18. Children's Privacy

Outloop is intended for business users.

The platform is not designed or directed toward children.

We do not knowingly provide Outloop as a service intended for children.

19. Changes to This Privacy Policy

We may update this Privacy Policy periodically.

Where changes are significant, we may notify users through:

• the Outloop platform;
• email;
• our website;
• another appropriate communication method.

The effective date shown at the top of this policy indicates when the latest version became effective.

20. Contact Us

For privacy-related questions, requests, complaints, or deletion requests, contact: