Pilot privacy notice

Who operates Relate

Relate is operated by B&B Consulting LLC, Sharjah Media City (Shams) Free Zone, Sharjah, United Arab Emirates; trade licence 2646844.01. Contact info@tradingerpconsulting.com for privacy, support and deletion requests. This notice is separate from the Trading ERP Consulting website policy. A business using Relate determines the purposes of processing its leads; Relate processes those leads on its instructions. Relate also handles account administration and service security.

Controlled pilot scope

The controlled email pilot covers connected email inquiries, AI-assisted replies, qualification, a booking link, read-only booking detection and sales handover. Availability depends on the integrations enabled for that workspace. Multi-business WhatsApp and arbitrary CRM compatibility are not included as verified capabilities. No external business is activated until its onboarding and privacy checks are complete.

Information we process

Account names, verified email addresses, workspace membership and roles; inquiry names, email addresses, message content, headers, thread identifiers and timestamps; qualification facts and generated replies; relevant calendar event times, attendees and booking identifiers; connected CRM records where enabled; delivery, suppression, usage and security records; and connection tokens. Google consent may grant access to events across calendars, although the booking workflow uses the configured calendar. Do not provide unnecessary sensitive personal data.

Purpose and AI use

We use this information to deliver the requested inquiry service, maintain conversation context, detect bookings, prevent duplicate sends, honour opt-outs and investigate failures. Relevant conversation context is sent to the configured AI provider to generate responses. AI can make mistakes; customers can request human assistance. Qualification scores are indicators, not probabilities of purchase or decisions about access to essential services. We do not sell Google-derived data, use it for advertising, or use it to train or improve general-purpose AI models. Relate’s use of information received from Google APIs adheres to the Google API Services User Data Policy and Google Workspace user data policy, including Limited Use requirements. Human access to Google data is restricted to documented user permission for specific data, necessary security investigation, legal requirements, or permitted aggregated and anonymised operations. Provider settings and contractual safeguards are checked before external activation.

Providers and access

Cloudflare hosts the application, processing service and databases. Clerk provides authentication and account identity. Google provides connected Gmail and Calendar access. OpenAI provides AI response generation. The current reply-generation path also passes relevant inquiry context through the OpenAI-hosted Relate Sites service; it is not only a historical dependency. HubSpot and Meta are used only where those integrations are enabled. Providers may process data outside the customer’s country; no UK-only or UAE-only residency is promised. Applicable provider agreements, transfer safeguards and the final subprocessor schedule require completion before external activation.

Storage, retention and deletion

For newly configured customer trials, the trial lasts 14 days. Processing stops at expiry; active workspace data is scheduled for deletion 90 days after trial end. Existing internal test workspaces are excluded from that schedule. Deletion includes cached AI drafting results for the workspace. Cleanup is not marked complete until the drafting service confirms removal; failures remain pending for retry. Deletion guards prevent late callbacks or unfinished drafting requests from recreating deleted workspace data. Minimal deletion records and AI spending totals are retained for recovery safeguards and budget accounting; these do not contain conversation text. A scheduled retention check has run successfully; this does not establish deletion from every provider or backup. Shared login identities are not removed by workspace deletion. Original mailbox, CRM and calendar records remain with their owners. Paid retention terms must be agreed before conversion.

Backups and account identity

Cloudflare D1 supports a recovery window of 7 days on Free and 30 days on Paid. An isolated restore-and-reapply-deletion exercise has passed. Separate deletion records are retained to prevent restored workspaces from resuming processing. Complete provider-specific retention and account-closure checks remain necessary before external activation. We do not promise immediate erasure from backups. Restoration must not reactivate deleted customers or their outreach. Contact us for earlier deletion or account closure.

Your choices and requests

Ask the business handling your inquiry to stop outreach, correct information or involve a person. For Relate account access, export or deletion requests, email info@tradingerpconsulting.com with your workspace and relevant address; never send passwords or tokens. We verify identity proportionately and explain limitations or lawful exceptions. Depending on applicable law, rights may include access, correction, erasure, restriction, objection, portability and withdrawal of consent. You may complain to your relevant regulator, including the UK ICO where applicable.

Security and access

Relate uses authenticated workspace membership, role checks, encrypted connection storage and HTTPS. Connection access is limited to operating the requested features. These controls reduce risk but are not a guarantee against every incident. Managers should invite only authorised staff and report suspected misuse promptly.

Disconnecting and support

You can revoke Relate’s Google access in your Google Account’s third-party connections settings. Revocation stops future access once detected; it does not erase previously stored information. Contact us to request deletion of that information.

Afaf Bouchachoua monitors info@tradingerpconsulting.com Monday–Friday, 09:00–17:00 Europe/London. These are coverage hours, not a guaranteed response-time SLA. Material changes to processing will be communicated before new processing begins.