Sheets24 Privacy Policy
This Privacy Policy explains how personal data is processed when you use Sheets24, a cloud application for Bitrix24 that exports CRM records to Excel (XLSX/CSV) and Google Sheets, imports spreadsheets into the CRM, and keeps Google spreadsheets synchronised with the CRM (the "Application"). The Application is available at https://sheets.ai-automation-agency.biz and distributed through the Bitrix24 Marketplace.
This Policy is drafted in accordance with Regulation (EU) 2016/679 (General Data Protection Regulation, "GDPR"), the Polish Act of 10 May 2018 on the Protection of Personal Data, and the Google API Services User Data Policy (Section 6).
1. Who we are
ARTISMEDIA Sp. z o.o., Nowogrodzka 64/43, 02-014 Warsaw, Poland; KRS 0000868723; NIP (VAT ID) PL7011004442; REGON 387549826 ("we", "us"). Contact for privacy matters: artismediaeu@gmail.com, +48 693 124 346.
2. Our role: processor and controller
2.1. CRM data, uploaded files and spreadsheet contents. Your organization (the "Customer") keeps data about its leads, deals, contacts, companies, smart process items and products in its Bitrix24 account, uploads spreadsheet files into the Application and chooses Google spreadsheets to export to or import from. For this data the Customer is the controller and we act as a processor under Article 28 GDPR, processing it only to provide the Application's features on the Customer's documented instructions. The Data Processing Terms in Section 12 form part of the Sheets24 License Agreement.
2.2. Account, Google connection, billing and technical data. For data about the installation (Bitrix24 account address, installation identifier), the Google account connected to the Application (its e-mail address and OAuth tokens), billing data for the Pro plan (Section 3.9), messages to support and technical data (IP address, logs) we act as an independent controller.
2.3. What the Application writes. To Bitrix24: it creates and updates CRM records (leads, deals, contacts, companies, smart process items, products) only when a user runs an import or when a synchronisation set up by a Bitrix24 administrator brings changes from a Google spreadsheet; it adds new phone numbers and e-mail addresses to records without removing existing ones; it never deletes CRM records. It subscribes to CRM change notifications for the entities used in real-time synchronisations and to the uninstall notification. To Google: it creates spreadsheets in the connected Google account, writes into the spreadsheets created by it or chosen by the user the CRM fields selected in a synchronisation, deletes rows of records that were deleted in the CRM or no longer match the synchronisation's filter, and writes CRM IDs of records created from a spreadsheet into that spreadsheet.
3. What data the Application processes
3.1. Read from Bitrix24 when the Application is used or a synchronisation runs: the fields of CRM records that a user selects for export or synchronisation, which may include names, positions, phone numbers, e-mail addresses, websites, company names, amounts, stages, dates, comments and custom fields, including the identifiers of linked records; field definitions (names, types and list values); the names of pipelines and stages; the first and last names and e-mail addresses of active employees (to show and recognise the responsible person by name); whether the user who opens the Application is a Bitrix24 administrator, and the user's ID and name; installation data: account address, installation ID (member_id), access tokens issued by Bitrix24.
3.2. Files uploaded for import (XLSX or CSV) may contain any data the Customer puts into them, including personal data of the Customer's clients and contacts. The file is read in server memory; its parsed contents and the import preview are kept in memory for up to 30 minutes so that the user can review the preview and confirm the import, and are then discarded. Uploaded files are not written to disk and their contents are not written to logs.
3.3. Exported files (XLSX or CSV) are created in server memory and offered for download through a one-time random link that expires after 15 minutes; they are not written to disk.
3.4. Google user data. When a Bitrix24 administrator connects a Google account, the Application receives, with the user's consent on Google's consent screen:
- the e-mail address of the Google account (scopes
openidandemail), used only to show which account is connected; - an OAuth refresh token and short-lived access tokens for the scope
https://www.googleapis.com/auth/drive.file("See, edit, create and delete only the specific Google Drive files you use with this app"). With this scope the Application can access only the spreadsheets it creates and the spreadsheets the user explicitly chooses in the Google Picker — it has no access to other files in Google Drive, to Gmail, Calendar, Contacts or any other Google data; - the contents and metadata of those spreadsheets (title, sheet names, cell values, last modification time), read only to import rows into the CRM, to find the row of a CRM record by its ID, and to detect changes made in the spreadsheet in two-way synchronisation.
The Application does not request any other Google scopes.
3.5. Synchronisation state. For each synchronisation we store the IDs of the CRM records written to the spreadsheet, a one-way hash of each row as last written or read (used only to detect that a row has changed; the hash does not contain the cell values) and the CRM modification time of each record. Spreadsheet cell values are not stored on our servers.
3.6. Settings of each synchronisation entered by a Bitrix24 administrator: CRM entity, selected fields, filter conditions (which may contain values entered by the administrator, for example a stage, a date or an employee ID), direction, conflict rule, schedule, and the spreadsheet's ID, title, address and sheet name.
3.7. Activity journal shown on the "Activity" tab: type of operation (export, import, synchronisation), entity, numbers of rows created, updated, removed or failed, time, and error texts, which do not contain field values. Error texts for individual rows of an import (for example "Responsible person: no active employee "Max Mustermann"") are shown to the user in the browser and in the downloadable import report and are not written to the journal.
3.8. Queue of pending synchronisation tasks: Bitrix24 account address, synchronisation ID and the IDs of CRM records changed since the last run, until the task is completed.
3.9. Billing data (Pro plan). Payments for the Pro plan are made on the Stripe Checkout page and processed by Stripe (Section 7.3). We never receive or store payment card data. We store only: the installation ID and account address; the Stripe customer ID and subscription ID; the plan and subscription status; the dates of the trial and of the current billing period; and the history of billing events. The name, e-mail address, billing address and VAT ID entered at checkout are held by Stripe; we can view them in our Stripe account to issue invoices, handle refunds and answer billing questions, but we do not copy them to the Application's servers.
3.10. Technical data: IP address, browser type, timestamps, request paths, Bitrix24 account address.
3.11. Not requested: CRM activities, e-mails, calls, files attached to records, chats, tasks and calendars; personal data of employees other than listed in Section 3.1. The Application requests the Bitrix24 access scopes "CRM" (crm) and "Users (basic)" (user_basic).
3.12. The Application is not intended for special categories of personal data (Article 9 GDPR). The Customer undertakes not to export such data to Google spreadsheets through the Application.
4. Purposes and legal bases
| Purpose | Legal basis |
|---|---|
| Exporting CRM records to files and Google spreadsheets, importing spreadsheets into the CRM, synchronising them, showing previews, reports and the activity journal | Art. 28 GDPR: processing on behalf of the Customer, who relies on its own legal basis (usually Art. 6(1)(b) or (f)) |
| Connecting a Google account, storing and using its tokens, showing its e-mail address | Art. 6(1)(b): performance of the License Agreement at the request of the administrator |
| Installing the Application, authenticating users, keeping the service secure, preventing abuse | Art. 6(1)(b); Art. 6(1)(f): legitimate interest in security |
| Support and fixing errors | Art. 6(1)(b) and 6(1)(f) |
| Managing the Pro subscription, trial and plan limits; refunds; preventing repeated trials | Art. 6(1)(b); Art. 6(1)(f): legitimate interest in granting the trial once per account |
| Keeping billing records and invoices | Art. 6(1)(c): obligations under Polish tax and accounting law |
We do not use the data for marketing, advertising, profiling, sale to third parties, or training machine learning or artificial intelligence models.
5. Storage, retention and security
5.1. Location. The Application runs on servers of Hetzner Online GmbH in Germany (EU). Spreadsheets in Google Drive are stored by Google in the Customer's Google account under the Customer's agreement with Google.
5.2. Retention:
- uploaded files, parsed tables and import previews — in memory, up to 30 minutes;
- exported files — in memory, up to 15 minutes;
- CRM data read for a request or a synchronisation run — in memory for the duration of the run (lists of employees and stages up to 10 minutes);
- synchronisation state, settings and queue — for as long as the synchronisation exists; deleted when the synchronisation is deleted or the Application is uninstalled;
- the Google refresh token and e-mail address — until the administrator disconnects Google in the Application, the user revokes access in their Google Account, or the Application is uninstalled; on disconnect and uninstall we revoke the token at Google and delete it;
- Bitrix24 access tokens and the application token — for as long as the Application is installed; deleted upon the uninstall notification from Bitrix24;
- sessions of the Application's pages — up to one hour, in memory;
- activity journal — the most recent entries up to 1 MB per account; deleted on uninstall;
- technical logs — up to 12 months;
- billing data and invoices — 5 years from the end of the calendar year in which the related tax payment deadline fell; not deleted on uninstall, and uninstalling does not cancel a Pro subscription;
- the record that the free trial has been used (installation ID, account address, trial dates) — for as long as the Application is offered.
5.3. Security measures: TLS/HTTPS for all traffic; OAuth tokens of Bitrix24 and Google encrypted at rest with AES-256-GCM; data files readable only by the Application's service account (permissions 0600); tokens are never sent to the user's browser, except a short-lived Google access token limited to drive.file that is passed to the Google Picker window, as Google requires; every request from the Application's pages must carry a valid session created from a request confirmed by Bitrix24; uninstall and CRM change notifications are accepted only with the account's application token, compared in constant time; Google sign-in is protected by a signed one-time state; connecting Google and managing synchronisations is limited to Bitrix24 administrators confirmed by Bitrix24; values written to Google are written as plain values, never as formulas, and CSV exports neutralise formula-like values.
5.4. What logs contain: Bitrix24 account address, type of operation, entity, synchronisation and record IDs, numbers of rows, status, duration and error texts returned by Bitrix24 or Google. Field values, file contents, spreadsheet contents, Google e-mail addresses and token values are never written to logs.
5.5. Access by people. Our staff do not read CRM data, uploaded files or Google spreadsheet contents. They may see such data only with the Customer's explicit consent for a support request, where necessary for security purposes (for example investigating abuse), or to comply with applicable law.
6. Google API Services User Data Policy — Limited Use
6.1. Sheets24's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy (https://developers.google.com/terms/api-services-user-data-policy), including the Limited Use requirements.
6.2. In particular, we use Google user data (Section 3.4) only to provide and improve the user-facing features of the Application that the user sets up — export to, import from and synchronisation with the spreadsheets they create through the Application or choose in the Google Picker. We do not transfer Google user data to third parties, except as necessary to provide those features (our hosting sub-processor in Section 7.2), to comply with applicable law, or as part of a merger, acquisition or sale of assets with notice to users. We do not use Google user data for serving advertisements, including retargeting, personalised or interest-based advertising; we do not sell it; we do not use it to determine creditworthiness or for lending purposes; and we do not use it to develop, improve or train generalised or non-personalised artificial intelligence or machine learning models. No human reads Google user data, except with the user's affirmative agreement for specific data, where necessary for security purposes, to comply with applicable law, or where the data is aggregated and anonymised for internal operations.
6.3. Data written into Google. CRM data that the Customer chooses to export is written into spreadsheets in the connected Google account and is then held by Google under the Customer's (or the Google account owner's) agreement with Google. Who can see a spreadsheet is decided by its owner through Google sharing settings; the Application does not share spreadsheets.
6.4. Revoking access and deletion. Google access can be revoked at any time with "Disconnect" in the Application or at https://myaccount.google.com/permissions. On disconnect or uninstall we revoke the token and delete it together with the connected e-mail address; synchronisations are paused. Spreadsheets already created remain in the user's Google Drive and can be deleted there. To request deletion of any other data, write to artismediaeu@gmail.com.
7. Recipients and sub-processors
7.1. We do not sell, rent or disclose data to third parties except as described here or required by law.
7.2. Sub-processors: Hetzner Online GmbH, Industriestr. 25, 91710 Gunzenhausen, Germany — server hosting (EU).
7.3. Stripe (Pro plan payments). Stripe Payments Europe, Limited, 1 Grand Canal Street Lower, Grand Canal Dock, Dublin, D02 H210, Ireland, receives the billing data described in Section 3.9 and the details entered at checkout. For processing payments, including fraud prevention and compliance with its legal obligations, Stripe acts as an independent controller under its own privacy policy (https://stripe.com/privacy). For billing services provided to us (subscription management, invoices, tax calculation, the Customer Portal), Stripe acts as our processor. Stripe receives no CRM data, files or spreadsheet contents.
7.4. Google (Google LLC / Google Ireland Limited) is the provider of the Customer's Google account and of Google Sheets and Google Drive. The Application sends data to Google only through Google APIs, on the Customer's instruction, into the Customer's own spreadsheets; Google is the Customer's service provider and not our sub-processor for this data. The Google Picker window and Google sign-in pages are loaded by the user's browser from Google.
7.5. Bitrix24 is the Customer's own service provider; the Application only calls the Customer's Bitrix24 REST API. The Bitrix24 JavaScript library used inside the Application is loaded by the user's browser from Bitrix24.
7.6. Support e-mail. Messages to artismediaeu@gmail.com are processed by Google Ireland Limited as our e-mail provider. Please do not send CRM data or spreadsheets by e-mail unless we ask for an anonymised sample.
7.7. Data of one Customer is never used for another Customer. We will inform Customers of any intended change of sub-processors at least 30 days in advance by updating this Policy; Customers may object by uninstalling the Application.
8. International transfers
We do not ourselves transfer personal data processed by the Application outside the European Economic Area. Data that the Customer exports to Google spreadsheets may be stored and processed by Google in other countries under the Customer's agreement with Google and Google's safeguards, including the EU-U.S. Data Privacy Framework and Standard Contractual Clauses. Stripe may transfer billing data to Stripe, Inc. in the United States under the EU-U.S. Data Privacy Framework or Standard Contractual Clauses.
9. Your rights
Under the GDPR, data subjects have the right of access (Art. 15), rectification (Art. 16), erasure (Art. 17), restriction (Art. 18), data portability (Art. 20), objection (Art. 21), and to lodge a complaint with a supervisory authority — in Poland, the President of the Personal Data Protection Office (Prezes UODO), ul. Stawki 2, 00-193 Warsaw, https://uodo.gov.pl.
Because CRM data, uploaded files and spreadsheets are controlled by the Customer, requests concerning that data should be addressed to the Customer; we assist the Customer in fulfilling them. Requests to us: artismediaeu@gmail.com. We respond within one month (Art. 12(3) GDPR).
10. Cookies
The Application does not set cookies and uses no analytics or advertising trackers. Bitrix24 and Google, whose pages are shown inside or next to the Application, use their own cookies under their own policies.
11. Changes to this Policy
The current version is published at https://sheets.ai-automation-agency.biz/legal/privacy. Material changes will be communicated to Customers in advance. Continued use after the effective date means acceptance of the updated Policy.
12. Data Processing Terms (Article 28 GDPR)
12.1. Subject matter and duration: provision of the Application for as long as it is installed on the Customer's Bitrix24 account.
12.2. Nature and purpose: reading CRM records and field definitions on request or on a schedule; exporting them to files and to Google spreadsheets chosen by the Customer; reading files and spreadsheets and creating or updating CRM records from them; keeping the synchronisation state and settings; showing previews, reports and the activity journal.
12.3. Data subjects: the Customer's clients, leads, contacts and their representatives, the Customer's employees and any natural persons whose data the Customer puts into its CRM or into files and spreadsheets processed by the Application. Categories of data: as listed in Sections 3.1–3.8.
12.4. We process personal data only on the Customer's documented instructions, which consist of installing and using the Application, uploading files, choosing spreadsheets and the synchronisation settings made by the Customer's administrators.
12.5. Persons authorised to process the data are bound by confidentiality.
12.6. We implement the technical and organisational measures described in Section 5 (Art. 32 GDPR).
12.7. We engage the sub-processors listed in Section 7.2 under written terms providing equivalent protection; the Customer gives general authorisation for them.
12.8. We assist the Customer with data subject requests and with its obligations under Articles 32–36 GDPR, taking into account the nature of processing.
12.9. We notify the Customer of a personal data breach without undue delay and in any case within 48 hours of becoming aware of it.
12.10. On uninstall, all data processed on behalf of the Customer and stored on our servers is deleted as described in Section 5.2; no copies are retained except logs as stated. Billing data and the trial record are our own data as controller and are kept as stated in Section 5.2. CRM records remain in the Customer's Bitrix24 account and spreadsheets remain in the Customer's Google account.
12.11. We make available information necessary to demonstrate compliance and allow for audits on reasonable prior notice, at the Customer's expense, no more than once a year.