Information we handle
S-timation handles information that account owners and authorized users provide to operate their business, prepare documents, communicate with customers, and administer their account.
- Account and business information, such as names, business contact details, roles, permissions, branding, and subscription details.
- Customer, quote, contract, project, scheduling, and document information entered or uploaded by authorized users.
- Technical and security information needed to operate, protect, troubleshoot, and audit the service.
- Connected-mailbox information described below when a user chooses to connect Gmail or Outlook.
Connected Google and Microsoft mailboxes
Connecting a mailbox is optional. When a user connects Google Gmail, S-timation requests basic account identity information and permission to send email. When a user connects Microsoft Outlook, S-timation requests basic account identity information and permission to send email, including from an authorized shared mailbox where applicable.
S-timation uses the connected mailbox only to send messages and customer-document links that an authorized user initiates or that the user’s company configures as part of a transactional workflow. The platform does not request permission to read a Gmail inbox, read existing messages, access Google Contacts, or delete email.
S-timation stores the connected email address, display name, provider, connection status, mailbox scope, encrypted authorization tokens, and limited delivery or connection-error information. Authorization tokens are used only to maintain the connection and perform the permitted send operation.
How information is used
- Provide, secure, maintain, and improve S-timation’s quoting, contracting, scheduling, document, and communication features.
- Create and send the messages, private links, signature requests, reminders, and final documents selected by authorized users.
- Authenticate users, apply company permissions, prevent misuse, provide support, and meet legal obligations.
- Process billing and administer the customer relationship.
Google user data and Limited Use
S-timation’s use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.
Google user data is not sold, used for advertising, or used to train generalized artificial-intelligence or machine-learning models. It is not transferred to third parties except as necessary to provide or secure the requested feature, comply with applicable law, or protect users and the service.
Sharing and service providers
S-timation may use carefully selected service providers for hosting, databases, security, payments, document delivery, and communications. They receive only the information needed to perform their services and are expected to protect it. Information may also be disclosed when required by law or when reasonably necessary to protect rights, safety, and service integrity.
Each customer company controls the information its authorized users enter and the recipients to whom it chooses to send documents. S-timation does not sell personal information.
Security, retention, and user control
S-timation uses administrative, technical, and organizational safeguards appropriate to the nature of the information. Connected-mailbox authorization tokens are encrypted before storage.
Mailbox connection information is retained while the connection remains active or as needed to provide and secure the service. Disconnecting a mailbox removes its stored connection and authorization tokens from S-timation. Users may also revoke access through their Google or Microsoft account. Other account and business records are retained as needed for service delivery, contractual, security, backup, and legal purposes.
An authorized user can disconnect a personal mailbox. A company owner or authorized administrator can manage a company mailbox and company-level access. Requests concerning account information or account closure can be sent to S-timation using the contact below.
Children, changes, and contact
S-timation is a business service and is not directed to children. We may update this policy when the service or legal requirements change. The effective date above will be updated when material changes are published.
Questions or privacy requests may be sent to info@s-timation.ca.