Why and how do we collect and use your personal data?

We collect and use your personal data to allow you to use our Platform and to provide our services. When you register, you will be transferred from our Platform to the website of Google and asked to enter the log-in details for your Google account. If you enter your Google log-in details, Dokin will receive from Google the following data from your Google account :

- Full name;

- Email address;

- Google account ID;

- Profile picture;

- Workspace. 

Dokin also uses data from your Spreadsheet to save connections between Spreadsheets and Slides or Docs and allow you to use data across your workspace. When you open the Dokin extension on one of your documents, Dokin only collects the unique ID of that document. For Spreadsheets, Dokin also collects the position of the ranges created by users. However, Dokin does not save the content of your files.

Requested account permissions

Some permissions to your account are required for the product to operate. The Service will ask for permissions to access some specific scopes of your Google account. The permissions granted are used exclusively for the operation of the product limited to the services offered. Below are the specific permissions to data access requirements, why they are necessary and how they are used:

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3.1 - Permissions granted on Install:

The following permissions are required when you install the Service from the Google Workspace Marketplace:

• See your primary Google Account email address and See your personal info, including any personal info you’ve made publicly available and Associate you with your personal info on Google : This information is required to create your account in our database and link it to your Google account. Under no circumstances will the Service share this information with third parties.
• Allow this application to run when you are not present : Dokin uses this permission only to allow you to update your document data without the Service being open. No data is changed in your absence. Under no circumstances will the Service access or modify your data without your action or request.

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3.1 - Permissions granted on Open:

The following permissions are required when you first access the Service: 

• Connect to an external service: Dokin uses this permission to run the application within Google Sheets, Google Docs and Google Slides.
• Display and run third-party web content in prompts and sidebars inside Google applications: This permission is required for you to be able to open the Dokin sidebar in Google Sheets, Google Docs or Google Slides.
• View and manage presentations that this application has been installed in. Dokin uses this permission to insert variables within your presentation.
• View and manage documents that this application has been installed in. Dokin uses this permission to insert variables within your document.
• View and manage spreadsheets that this application has been installed in:  Dokin uses this permission to retrieve data from your spreadsheet and allow you to add it to any presentation or document.
• View, edit, create and delete files in Google Drive. The Service uses this permission to search for files and folders in your Google Drive and create new files when you use the functionality “Mail Merge”. Dokin does not store your file content and doesn’t delete files in your Google Drive.

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Additionally, you may be asked to give some optional additional permissions if you choose to use the “Mail merge”. More specifically :

• Send emails on your behalf. Dokin uses this permission to send emails on your behalf from your account, when you use the functionality “Mail Merge”. Dokin does not have access to your Gmail inbox, email messages, labels, settings, drafts, nor any other information you have in your Gmail account. Dokin does not send any email on your behalf that has not previously been defined by you.

Data retention

Your Personal Data will be archived after the following retention periods:

• 5 years after your last use of our Platform, if you did not close your account;
• 1 month after the closing of your account

However, the financial data (e.g. payments, reimbursements, etc.) is stored for the duration required by applicable tax and accounting laws (for example, the accounting documents are stored for up to 10 years). We may archive some of your Personal Data for a period that will not exceed five (5) years in order to comply with our legal obligations and to manage potential disputes.

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You can find out more about your data and how we manage it by checking out our Privacy policy page.