Privacy

Last updated: 6 October 2026.

Colossales is a Chrome extension that turns Gmail into a Kanban CRM. For Gmail, Drive, Tasks, Contacts and Sheets export, Colossales uses only the signed-in Google account. That content stays in that account (or the domain-shared Drive folder on the Team plan). The extension reads and writes it through Google APIs; our servers do not receive mail bodies or the CRM file. The only transfers outside that perimeter are described below, each for a specific feature — never to keep a hosted copy of your inbox.

Google user data — Limited Use

Colossales complies with the Chrome Web Store User Data Policy, including the Limited Use requirements, and with the Google API Services User Data Policy.

Google user data (Gmail, Drive, Tasks, Contacts, People, Workspace Directory, OAuth account email, thread excerpts) is used solely to provide and improve Colossales’ user-facing features: the Kanban board in Gmail, internal comments, Google Tasks reminders, the CRM file in your Drive, on-demand Sheets/CSV export, Free / Pro / Team licensing, on-click deal assist, shared-thread links, and Team seat counts.

We do not sell Google user data.
We do not use or transfer it for personalized, retargeted, or interest-based advertising, for credit scoring, or to data brokers.
We transfer it to third parties only when necessary to provide or improve those features (for example Google for Gmail, Drive, Tasks, Contacts and, on click, Gemini; Stripe for billing, without Gmail content), to comply with law, for security (fraud, abuse), or as part of a merger / asset sale after explicit prior consent.
No human at Colossales reads Google user data, except: (a) with your explicit consent for a specific case (support); (b) aggregated and anonymized data for internal operations; (c) security necessity; (d) legal obligation.

Marketing-site PostHog measurement and the install ping (extension version, no email) do not receive Google user data (no Gmail content, Drive, or Contacts).

Data we process

Google identity and license

On sign-in, Google OAuth gives us the account email (userinfo.email) and an access token. We do not store your Google password. Stripe billing lives on colossales.com, not in Gmail: the email is the license key. The extension asks colossales.com whether that account is Free, Pro or Team, so the board can unlock Pipeline, deal assist or seats. No mail body is sent in that call.

Gmail

The extension reads threads (inbox, sent, archive) to render Kanban cards: thread id, subject, sender, snippet, mailbox. It may modify a thread (status, archive tied to the board) via the Gmail scope. Full message bodies stay at Google. Colossales does not copy your mailbox onto our servers as a “CRM backup”.

Free indexes the last 30 threads; Pro indexes more. A thread can sit on no board, TODO, Pipeline, or both.

Google Drive — the CRM (JSON)

The source of truth is not a Colossales database. On first Sync the extension creates (if needed) a visible Drive folder named “Colossales CRM” containing crm-data.json: threads, deals, comments, reminders, companies, activity and config. That is where Kanban status, team comments (text + author email + date), reminder links, companies (Pro), deal fields (amount, close date, probability) and linked-thread ids are written.

You own that folder. Solo / Free / personal Pro: folder in My Drive. Team Pro: domain-shared Workspace folder (Colossales CRM — Team …), one file for all seats. So every seat opens the same file, the responsable registers the folder id (and, if any, an export spreadsheet id) once with colossales.com — Drive ids, not the CRM JSON. Uninstalling the extension does not delete the folder. You can copy or download it from Drive anytime.

Google Sheets remains available as an on-demand export (“Colossales CRM Export” workbook) and CSV from the board — it is no longer the live sync engine.

Reminders (Google Tasks)

A reminder created in the panel becomes a Google Tasks item (title, due date, note) linked to the thread. The CRM index points to that task. Free and Pro. Same Google account as Gmail.

Contacts (Pro)

The panel can show the sender’s name, organization, phone and photo via Google People / Contacts. If you enter a contact’s company name in Colossales, the extension may write it to the matching Google Contacts record (or create one) — only to keep that fiche in sync. None of that enrichment is copied to Colossales servers, except the company name already stored in your Drive CRM file.

Workspace directory (Team plan)

The Team plan is billed per seat, tied to the Workspace directory (domain or Google Group), with no manual seat count. Checkout and the daily true-up therefore read the directory: who gets Team Pro, what Stripe quantity to bill. The responsable’s extension is not running around the clock, so we keep that admin’s Google refresh token on the site for as long as the Team subscription lasts. We keep seated emails for access and billing — not as a CRM, and not to sell.

Chrome local settings

The extension stores locally (chrome.storage): CRM Drive folder/file ids, plan cache, install scope (solo / company), UI preferences. The Gemini API key, if you connect one, stays there only — it is never sent to colossales.com.

Stripe subscription (Pro / Team)

Payment goes through Stripe (processor), not the Chrome Web Store. Stripe handles email, payment method and invoices under its own policy. On the Colossales side we keep what we need to grant access: email, Stripe customer id, plan, status (active / cancelled), period, founder pricing if any, Team seat quantity. The Stripe customer portal is how you change the card or cancel.

Install count

On first install the extension pings colossales.com with reason “install” and the extension version. No email, no account id, no Google user data. We aggregate a total, by day and by version, to track which extension versions are in the field (operational need) — not to profile you.

Deal assist (Pro, on click)

Nothing is sent until you click “Analyze this thread”. Deal assist needs a model for a summary, next action and deal-field suggestions: the service worker calls Google’s Gemini API (generativelanguage.googleapis.com) with the Google AI Studio key pasted locally. An excerpt of the thread and the CRM fields already visible in the panel go with that request. Google processes it under Gemini / AI Studio terms. Colossales does not relay the mail through our servers and writes nothing to the CRM store until you apply a suggestion field by field. A “Gemini in Gmail” subscription does not replace this key: Google does not open that quota to extensions.

Shared-thread link

On Pro / Team, a colleague without the extension (or outside the team Drive) can open a read-only link: Gmail and Drive do not serve a public page. The site therefore stores a voluntary snapshot (subject, sender name, status, snippet, comments and activity — not the Gmail body). Email addresses in the text are redacted. Valid 7 to 30 days (14 by default), revocable. The owner’s email stays on the record so we can authorise and revoke the link. That page is not measured (no PostHog).

Contact form

If you write via the site: name, email, subject and message. Collected by Netlify Forms, so we can reply. No automatic newsletter from this form.

Cookies and audience measurement

The marketing site does not use advertising tracking cookies, and it does not show a consent banner: the measurement below is limited to first-party audience analytics (no ads, no named profiles).

We measure site usage with PostHog Cloud EU (Frankfurt). PostHog is a processor (DPA). Controller: Colossales (Sébastien MAIMON), via Contact.

Data sent: page views and leaves, clicks on links and buttons, URL, referrer, browser type. An anonymous identifier lasts only for the tab (sessionStorage) so we can see one visit’s path — not across days. IP addresses are not stored. No session replay, no named person profile, no identify(). Form fields (name, email, message) are not measured. Shared-thread pages are not measured.

Retention: 13 months maximum. Legal basis: legitimate interest (GDPR art. 6.1.f) in understanding how the site is used, with no advertising or resale.

You can object to this measurement on this device. The choice is stored locally (not an advertising cookie).

Protection of sensitive data

Gmail content, account identifiers, OAuth tokens, the Gemini API key and shared-thread excerpts are treated as sensitive data. Safeguards:

In transit: all user-data transmissions (extension ↔ Google APIs, extension ↔ colossales.com, site ↔ Stripe / PostHog) use a secure HTTPS / TLS connection. No cleartext HTTP.
At rest: CRM content in your Google Drive, Gmail, Tasks and Contacts is encrypted at rest by Google (AES). Records we host (license email, share-link snapshot, Team-admin refresh token, Netlify form submissions) are stored on Netlify with AES encryption at rest. Stripe encrypts payment instruments under its own policy. We do not use IETF-denylisted cipher suites.
Authentication: Google sign-in via chrome.identity (OAuth). We do not store your Google password. Access tokens for Gmail / Drive / Tasks / Contacts stay managed by Chrome; only the Team-admin refresh token (seat count) is kept on the site for as long as the Team subscription lasts.
Gemini key: if you paste one, it stays in chrome.storage.local on the device and is never sent to colossales.com.
Access: no human reading of inboxes, except the Limited Use exceptions above. A shared-thread link redacts email addresses on the public page and expires (7–30 days).
Minimization: we do not copy your mailbox onto our servers. Deal assist sends an excerpt to Gemini only after an explicit click.

Legal basis

Extension and account: performance of the contract. Payments: Stripe (processor). Site audience measurement: legitimate interest, as above.

Your rights

You have the right to access, rectify, erase, restrict, and object. To exercise them, use Contact. You may also lodge a complaint with the CNIL.

Contact

For any question, use the Support or Contact pages. Terms of Service: Terms.