Privacy Policy for the Google Workspace Add-In

Responsible entity

The add-in manufacturer is

SmartWe World SE
CAS-Weg 1–5
76131 Karlsruhe
Germany

Represented by CEO Martin Hubschneider

Installation of the add-in

Information is sent to Google when downloading and installing the Google Workspace add-in. The Google Terms of Service and Privacy Policy govern which data is processed.
We have no influence over the manner in which the data is collected or processed.

SmartWe World SE does not process this data.

Description of the add-in and processing purposes

The Google Workspace Add-In allows you to import selected content from Google services into SmartWe and to further process it within the CRM environment.

This includes, in particular:

Transferring e-mails from Gmail into SmartWe
Transferring calendar events from Google Calendar into SmartWe
Displaying SmartWe data within the context of e-mails and events

Processing is performed exclusively to transfer user-initiated content from Gmail or Google Calendar into SmartWe, where it can be viewed and further processed within the CRM environment. No further processing is performed.

Required permissions and use of Google APIs

The add-in uses Google APIs (especially Gmail and Google Calendar APIs).

To do so, relevant access permissions (“scopes”) are requested as part of the OAuth authentication process, for example:

Access to Gmail data (reading and transferring e-mails)
Access to calendar data (reading and transferring events)

These permissions are displayed prior to initial use and must be actively granted by the user.

After installation, the add-in can, when opened, access relevant data from the currently open e-mail or calendar entry to the extent required for provision of the functions.

Only the data that is technically required for provision of the relevant function is processed (data minimization).

Required data for use

A SmartWe account is required to use the add-in. This is provided by an administrator from your organization.

The following is processed for registration:

Tenant (for assignment of your organization)
User name
Password

You are authenticated against the SmartWe system of your organization.

Categories of processed data

Data from Google Workspace

The add-in can access relevant data from an open e-mail or calendar entry to provide functions of the add-in (for example, displaying context-sensitive information).

Any further processing, in particular the transfer of data into SmartWe, takes place exclusively on the basis of active user action.

The following data can be processed:

a) Gmail data

Sender, recipient
Subject
Date and time
E-mail content
Attachments

b) Calendar data

Event name
Date and time
Participants
Place and description
Google Meet link
Google Calendar attachments

c) Account information

Google account ID
E-mail address
OAuth token (temporary authentication against Google)

[GOOGLE] Google OAuth tokens are used for authentication against Google APIs and may be stored for this very purpose. Storage is used exclusively to maintain the connection between Google Workspace and SmartWe on behalf of the user. Use for any other purpose is not authorized.

[GOOGLE] Processing is performed exclusively in accordance with the Google API Services User Data Policy (in particular the requirements regarding restricted use).

Data from SmartWe

The add-in can provide links (deep links) that allow users to access related data records in SmartWe directly. Technical references (for example, internal identifiers) are used exclusively. Access to the content is only enabled after successful authentication in the SmartWe system.

After successful authentication, information on the user account (for example, tenant and user name) can be viewed in the add-in settings. This data is used exclusively for display purposes within the add-in and is not stored permanently.

Legal basis of processing

The processing of personal data is based on:

Art. 6 (1b) GDPR (performance of a contract or provision of functions)
Art. 6 (1f) GDPR (legitimate interest in secure and functional operation)

Storage and data processing

Any data transferred in connection with the use of the add-in is stored within your SmartWe environment.

Access by SmartWe World SE or its contracted service providers is granted exclusively upon instruction from your organization, for example, as part of support.

The data collected via Google APIs is used by SmartWe World SE exclusively for the provision of the add-in functions. It shall not be used for advertising purposes, sold or used to create user profiles or to train models.

Further information on the processing of personal data in connection with SmartWe can be found in the SmartWe Privacy Policy.

Google processes data in connection with Google Workspace as an independent data controller. We have no influence over the manner in which the data is collected or processed.

Transfer to third parties

SmartWe World SE shall not transfer any data processed by the add-in to third parties.

Processing by Google is performed exclusively in connection with the use of Google Workspace and is governed by the Google Privacy Policy.

Log data

Technical log data (for example, system events and error messages) may be processed to ensure technically sound operation and to analyze errors. This data is used exclusively to ensure stable and secure operation and shall be deleted within one month at the latest.

Communication options

Data protection officer

Thomas Heimhalt
DATENSCHUTZ perfect GmbH
E-mail: datenschutz@smartwe.world

Changes to the Privacy Policy

This Privacy Policy is currently valid and is dated 07.05.2026.

We reserve the right to update this Privacy Policy to comply with changes in legal requirements or to reflect modifications to the add-in. The current version shall prevail.