Privacy Policy

1. Introduction

Phase ("we", "our", or "us") operates a B2B wholesale operations platform that helps electrical wholesalers receive, process, and respond to customer quote requests. This Privacy Policy explains how we collect, use, and protect your information when you use our platform at phasehq.ai.

2. Google Account Integration & Gmail Data

Phase allows users to connect their Google account to enable email-based quote processing. When you connect your Google account, we request access to the following Gmail scopes:

gmail.readonly — to read incoming customer quote request emails
gmail.send — to send quote responses on your behalf
gmail.compose — to compose email replies within the platform
gmail.modify — to mark emails as processed to prevent duplicates
gmail.labels — to categorise quote-related emails

How we use Gmail data: Email content is used solely to extract quote requests, generate responses, and maintain a record of customer communications within your Phase account. We do not use Gmail data for advertising, profiling, or any purpose unrelated to providing the Phase service.

Data sharing: We do not sell, share, or transfer your Gmail data to third parties, except to our email infrastructure provider (Nylas) solely for the purpose of facilitating the email integration. Nylas processes this data on our behalf under strict data processing terms.

Revoking access: You can disconnect your Google account at any time from your Phase account settings, or by visiting your Google Account permissions page and removing Phase from the list of connected apps.

Our use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

3. Information We Collect

We collect the following categories of information:

Account information — name, email address, organisation name
Email data — customer emails received and sent through your connected inbox, solely for quote processing
Quote data — products, pricing, and customer details associated with quotes processed on the platform
Usage data — how you interact with the platform, for the purpose of improving the service

4. Data Storage & Security

Your data is stored in isolated, per-organisation databases hosted on Neon (PostgreSQL). We implement industry-standard security measures including encryption in transit (TLS) and encryption at rest. Access to your data is restricted to your organisation only.

5. Data Retention

We retain your data for as long as your account is active. Upon account termination, your data will be deleted within 30 days, except where we are required to retain it by law.

6. Your Rights

You have the right to access, correct, or delete your personal data at any time. To make a request, contact us at hey@phasehq.ai.

7. GDPR & Your Rights (EEA and UK)

Phase HQ is based in Ireland and the United Kingdom. If you are located in the European Economic Area (EEA) or the UK, you have the following rights under the General Data Protection Regulation (GDPR) and UK GDPR:

Right of access — request a copy of the personal data we hold about you
Right to rectification — request correction of inaccurate data
Right to erasure — request deletion of your personal data
Right to restriction — request we limit processing of your data
Right to data portability — receive your data in a structured, machine-readable format
Right to object — object to processing of your personal data

To exercise any of these rights, contact us at hey@phasehq.ai. You also have the right to lodge a complaint with your supervisory authority — in Ireland, this is the Data Protection Commission; in the UK, the ICO.

9. Contact

If you have any questions about this Privacy Policy, please contact us at hey@phasehq.ai.