Artaa CRM Backup — Privacy Policy

Artaa CRM Backup is operated by Artaa.Media, a remote creative studio, for its own internal CRM, the Artaa Work Platform.

You can reach us at accounts@artaa.media, or through the contact page at artaa.media/en/contact.

This policy applies only to Artaa CRM Backup. The Artaa.Media website, Client Portal and Talent Portal — including signing in to them with Google — are covered by the Artaa.Media Privacy Policy at artaa.media/en/privacy.

At the date of this policy the Google Drive connection is pending. The integration has not been authorized, no backup has been uploaded to Google Drive, and Artaa CRM Backup holds no Google authorization.

The sections below describe what happens once an authorized administrator completes the connection. Where a control is already built, or still only planned, the text says which.

Artaa CRM Backup asks for Google Drive authorization for one purpose: to store encrypted backups of the CRM outside the server it runs on, so the CRM can be restored if that server is lost. Nothing it receives from Google is used for anything else.

An authorized administrator connects it to a Google Drive account controlled by Artaa.Media’s owner. It is not offered to the public, and it is never connected to the Google accounts of clients, talents or website visitors.

The integration requests exactly one Google permission (OAuth scope):

• https://www.googleapis.com/auth/drive.file

With this permission Google lets an application see, create, change and delete only the Google Drive files it created itself, or that were opened with it. Artaa CRM Backup opens no existing files: it uses the permission to create its own backup files in a dedicated folder it creates, to read them back for verification and restores, and to remove its own old backups.

Whenever the connection is set up or checked, the integration asks Google which permission the authorization actually grants and which application it was issued to. A connection that grants anything other than drive.file, or that was issued to a different application, is rejected.

Once connected, the integration accesses:

• the authorization Google issues — an access token and a refresh token for the drive.file permission — so the backup can run without an administrator signing in each time;
• the details Google returns about that authorization — the permission granted and the application it was issued to — used only for the check described in section 4;
• the email address of the connected Google account, read during each connection check so the administrator can confirm the right account is connected. It is shown to the administrator only in masked form and is not stored by the integration;
• the storage totals of that Google Drive — total, used and free space — shown to the administrator during the same check;
• the backup files and the folder the integration created itself, which it writes, reads back and removes as described in this policy.

The integration does not access:

• files and folders that were already in the Google Drive, or that people or other applications create there. The drive.file permission does not let it open, list, change or delete them;
• Gmail, Google Contacts, Google Calendar, Google Photos or any other Google service;
• the Google profile. It does not request the openid, profile or email permissions; the only account detail it sees is the email address described in section 5;
• anything in the Google accounts of clients, talents or website visitors.

Each backup is a restore point for the CRM, containing:

• a snapshot of the CRM database;
• the files stored in the CRM, such as project files, briefs, request uploads and final deliverables;
• a checksum of every file and a recovery manifest, used to confirm that a restore is complete and unaltered.

The CRM is a working business system, so its backups contain business and personal information — for example the names and Telegram identifiers of team members, client names, project comments, and invoice and payout records. They do not contain the server’s configuration secrets.

Every backup is encrypted and authenticated with restic on the CRM’s server before it is uploaded, so Google Drive receives only encrypted data. The encryption key is derived from a repository password that is kept on the server, readable only by its administrative account, and never sent to Google. Without that password the backups cannot be read — by Google, by Artaa.Media or by anyone else.

The Google authorization is handled as follows:

• The access token and refresh token are stored only on the CRM’s server, in a configuration file that only the server’s administrative account can read. They are not stored in the CRM database, in source code, or in the backups.
• They are used only by the backup process, only to reach Google Drive, and only over encrypted connections to Google. Connection checks never display them.
• The connection uses this integration’s own Google OAuth client, not one shared with other applications.
• They are never shared with anyone.

We do not sell Google user data. We do not use it for advertising, for profiling, or to train artificial intelligence or machine-learning models, and we do not transfer it to anyone except where the law requires it.

Google is the storage provider: the encrypted backups are stored in Google Drive, under Google’s own terms and privacy policy. Because they are encrypted before upload, Google stores them without being able to read them.

Within Artaa.Media, only authorized administrators can reach the authorization and the backups, and only to operate, check or restore them.

Artaa CRM Backup’s use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Backups kept on the CRM’s own server are deleted automatically after 14 days, and the three most recent are always kept.

For the Google Drive copies, no automatic deletion is configured when the connection is first activated: every encrypted backup is kept. A schedule that removes older backups may be switched on later, after the connection has run reliably. When it is, this policy will be updated to state it.

When older backups are removed, only data belonging to this integration’s own backups is deleted. Deleted files go to the Google Drive trash, which Google empties automatically after 30 days.

The authorization is kept for as long as the integration is connected.

The owner of the connected Google account can disconnect Artaa CRM Backup at any time, without our involvement, by removing it from the third-party connections in their Google Account (myaccount.google.com/permissions). The authorization then stops working, and the integration can no longer upload, read or delete anything.

Disconnecting does not delete the backups already stored. They stay, encrypted, in the dedicated folder the integration created in that Google Drive. The account owner can delete that folder in Google Drive like any other; once it has also left the trash, the backups are permanently gone.

When the integration is disconnected on purpose, an administrator also removes the stored authorization from the CRM’s server. Disconnecting stops all further off-server backups; the backups kept on the CRM’s own server are not affected.

This design has limits, and we would rather state them:

• Google Drive backups are not immutable. The authorization that lets the integration write its backups also lets it delete them, so anyone who obtained that authorization could delete or damage the files the integration created — although they could not read their contents without the repository password.
• The authorization and the repository password are both kept on the CRM’s server, so someone who gained administrative control of that server could reach both.
• If the repository password is lost, nobody can decrypt the backups, including us. A copy must be kept safely outside the server; until that has been done and checked, the Google Drive copy cannot be relied on to survive the loss of the server.
• A backup is only as good as a successful restore. The restore test has passed against a local test destination; it has not yet been run against Google Drive.
• Backups depend on Google Drive being available and on the account having enough storage.

If your information is held in the CRM — as a team member, a client or otherwise — and you have a question or a request about it, including access, correction or deletion, write to accounts@artaa.media. We may need to confirm the request comes from you before acting on it.

Deleting information from the CRM keeps it out of every later backup. Copies in earlier backups stay encrypted until those backups are removed as described in section 10.

For support with the integration itself, or any question about this policy, write to the same address, or use the contact page at artaa.media/en/contact.

We will update this policy when the integration changes — in particular when the Google Drive connection is activated or a retention schedule is switched on — and the effective date at the top will change with it.

This policy is published in English. English is the authoritative version.