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 & Microsoft Account Integration

Phase allows users to connect a Google or Microsoft email account to enable email-based quote processing. When you connect a 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.labels — to categorise quote-related emails

When you connect a Microsoft account, we request access to the following scopes:

• Mail.ReadWrite — to read incoming customer quote request emails and mark them as processed
• Mail.Send — to send quote responses on your behalf

How we use your email 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 your email data for advertising, profiling, or any purpose unrelated to providing the Phase service.

Data sharing: We do not sell your email data. We share it only with service providers who process it on our behalf to deliver the Phase service: our email infrastructure provider (Nylas), to facilitate the email integration, and our AI processing provider (Google Gemini), to extract quote information from email content. These providers are bound by data processing terms and do not use your data for their own purposes.

Revoking access: You can disconnect your Google or Microsoft account at any time from your Phase account settings. For Google accounts, you can also revoke access from your Google Account permissions page, and for Microsoft accounts, from your Microsoft account permissions page, by 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

Business data — including quotes, pricing, and customer details — is stored in isolated, per-organisation databases hosted on Neon (PostgreSQL), and access to this data is restricted to your organisation only. Account information (such as user names, email addresses, and organisation names) and authentication data are held in a shared platform database used to operate the service across all customers. We implement industry-standard security measures including encryption in transit (TLS) and encryption at rest.

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. 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.