GoodDogPrivacy Policy
GoodDog Agency Platform ("the Platform") is a customer relationship system built for independent insurance agencies. Each agency runs its own private copy of the Platform. This policy explains what the Platform collects, how it uses it, and what it does with data received from Google and Microsoft.
Who this covers
- Agency staff who sign in to the Platform and connect a mailbox or calendar.
- Clients and contacts whose records an agency keeps in the Platform.
- Visitors to an agency's public website and appointment booking pages.
What we collect
From agency staff: name and email address from the account used to sign in; the Google or Microsoft data described below, once staff connect a mailbox and calendar; activity inside the Platform (notes, tasks, calls logged).
From clients and contacts: the information the agency enters or imports: names, dates of birth, addresses, phone numbers, email addresses, household relationships, Medicare and policy details, appointment history, and communications with the agency.
From website visitors: what they submit on a booking or contact form (name, phone, email, appointment details). The public site does not use advertising trackers.
Google user data
When agency staff connect a Google account, the Platform requests these permissions and uses them only as described:
| Permission | What it is used for |
|---|---|
| Sign in with Google (name, email, profile photo) | Signing staff in and showing who made a note or booked an appointment. |
Read Gmail (gmail.readonly) | Showing the agency's inbox inside the Platform and attaching an email to a contact's record when the sender or recipient is on file. |
Send email with Gmail (gmail.send) | Sending emails the agent writes or schedules in the Platform — appointment confirmations, reminders, replies — from the agent's own address. |
Read Gmail settings (gmail.settings.basic, optional) | Reading the agent's email signature so emails sent from the Platform carry it. |
Read Calendar (calendar.readonly) | Showing the agency calendar in the Platform and checking availability before booking. |
Manage Calendar events (calendar.events) | Creating, moving and cancelling appointment events that clients book. |
Google Drive (drive.file, optional) | Storing the agency's own compliance records (signed forms, call recordings) in a shared drive the agency owns. |
Limited Use. GoodDog's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.
Disconnecting. Agency staff can disconnect Google at any time from Settings in the Platform, which deletes the stored token and revokes the Platform's access with Google. Access can also be removed at myaccount.google.com/permissions.
Microsoft 365 user data
Where an agency uses Microsoft 365, staff may connect an Outlook mailbox and calendar instead. The Platform requests these permissions through Microsoft Graph and uses them only as described:
| Permission | What it is used for |
|---|---|
Sign in and read profile (openid, profile, email, User.Read) | Identifying the connected account and showing who made a note or booked an appointment. |
Read and write mail (Mail.ReadWrite) | Showing the agency's inbox inside the Platform, attaching an email to a contact's record when the sender or recipient is on file, and saving a draft before it is sent. |
Send mail (Mail.Send) | Sending emails the agent writes or schedules in the Platform from the agent's own address. |
Read and write calendars (Calendars.ReadWrite) | Showing the agency calendar, checking availability before booking, and creating, moving and cancelling appointment events that clients book. |
Maintain access (offline_access) | Keeping the connection alive between visits without asking staff to sign in again. |
Disconnecting. Agency staff can disconnect Microsoft 365 at any time from Settings in the Platform, which deletes the stored token. Access can also be removed at myapps.microsoft.com or by the agency's Microsoft administrator.
What we store, for either provider
The Platform stores an encrypted refresh token so the connection persists between visits. For emails that match a contact on file, it stores the sender, recipient, subject, date and a short preview so the conversation appears on the contact's record. Full message bodies are fetched from the provider when an agent opens a message and are not stored. Calendar events created through the Platform are stored as appointments; other calendar events are read for display and availability and are not copied.
What we do not do. We do not sell Google or Microsoft user data. We do not use it for advertising. We do not use it to train machine-learning or AI models. We do not share it with third parties except the agency's own staff, the sub-processors below that host the Platform, and where required by law. No human at GoodDog reads an agency's mail or calendar data except with the agency's permission to resolve a support problem, or as required by law.
How data is protected
- Each agency's data lives in its own isolated Google Cloud project and database; agencies cannot see each other's data.
- All traffic is encrypted in transit (HTTPS). Data is encrypted at rest by Google Cloud. Refresh tokens are additionally encrypted with a key held in Google Secret Manager.
- Only accounts on the agency's approved list can sign in.
- Databases are backed up automatically, and before every software release.
Sub-processors
Google Cloud (hosting, database, storage and backups, United States); RingCentral or Zoom Phone (phone, text and voicemail, connected by the agency under its own account); Google Workspace or Microsoft 365 (mail and calendar, connected by the agency's staff). Voicemail transcription runs on GoodDog's own infrastructure and does not send audio to a third-party AI service.
Retention and deletion
An agency's data is retained while the agency uses the Platform. When an agency leaves, its project, database and backups are deleted within 30 days of the request. Individual contact records can be deleted by the agency at any time. Google and Microsoft connection data is deleted immediately on disconnect.
Clients' rights
Clients and contacts who want to know what an agency holds about them, or want it corrected or deleted, should contact the agency directly; the agency controls those records. GoodDog will assist the agency with any such request.
Children
The Platform is not directed at children and does not knowingly collect information from anyone under 18.
Changes
We will post changes here with a new effective date. Material changes to how Google or Microsoft user data is used will be notified to agencies before they take effect.
Contact
GoodDog Software & Automation
Salem, Oregon
michael@gooddogautomation.com