Privacy Policy

Scope and operator

Partlyaudio Catalog Gmail Import is a personal, single-owner catalog-management utility operated by Paul Rickert. It is not offered for public registration or general use. Questions about this policy may be sent to paul.rickert@gmail.com.

Google data accessed

The utility requests two Google OAuth permissions:

• Gmail read-only: to run bounded searches for purchase-related messages and read message metadata and content needed to determine whether a physical record or CD was purchased.
• Gmail send: only to send import summaries and operational notices to the owner.

For messages returned by its bounded purchase searches, the utility may process sender and recipient headers, subject, message date, message and thread identifiers, body content, links, product imagery, order identifiers, item descriptions, price, format, and related transaction evidence.

How Google data is used

• Identify genuine purchases of physical records and CDs.
• Extract purchase facts and match musical identity against Discogs.
• Add sufficiently supported purchases to the private catalog or retain uncertain cases for owner review.
• Prevent duplicate imports and preserve an auditable connection between a catalog record and its source evidence.
• Send the owner completion, review, and failure notifications.

Google user data is not used for advertising, profiling, marketing, credit decisions, or any purpose unrelated to operating this catalog utility.

Storage and retention

The private catalog database stores normalized purchase facts and Gmail evidence needed for provenance, integrity checks, duplicate prevention, and later owner review. Evidence can include a snapshot of a message returned by a purchase-related search. This evidence is retained for the life of the catalog unless the owner removes it through an administrative data-maintenance process.

OAuth client credentials and refresh tokens are stored as restricted local or production secrets and are not placed in the catalog database or public source code.

Service providers and limited processing

The utility uses service providers only as needed to operate:

• Google Gmail API provides authorized message access and sends owner notifications.
• Vercel hosts and schedules the application.
• Neon hosts the private PostgreSQL catalog and import evidence.
• Discogs receives normalized artist, title, format, catalog-number, or identifier searches used to resolve music identity; it does not receive full Gmail message bodies.
• OpenAI may receive bounded, purchase-related identity fields when deterministic matching is insufficient and may receive a purchase image as a final fallback. Full Gmail message bodies are not sent to OpenAI.

Google user data is not sold or transferred to third parties for advertising or unrelated use. The utility's handling and transfer of information received from Google APIs follows the Google API Services User Data Policy, including its Limited Use requirements.

Security and human access

Production credentials are held in restricted environment variables. Catalog and review functions require authorization. There is no routine third-party human access to Gmail evidence; administrative access is limited to the owner/operator when necessary to maintain, secure, or correct the catalog.

Your control

The owner can revoke the utility's Google authorization through Google Account permissions. Revocation stops future Gmail access but does not automatically delete catalog records or previously retained provenance evidence. Requests to inspect or remove retained evidence may be sent to paul.rickert@gmail.com.

Changes

This policy will be updated if the utility's Gmail permissions, data uses, service providers, or retention practices materially change. The effective date above identifies the current version.