Privacy Policy

1. Introduction

1.1 About DonnaPro

DonnaPro is a professional executive assistant services company headquartered in Europe. We specialize in providing highly trained, dedicated Executive Assistants (EAs) to support busy professionals, entrepreneurs, and organizations worldwide. Our Executive Assistants help clients with calendar management, email handling, travel coordination, meeting scheduling, and various administrative tasks that require precision, professionalism, and confidentiality.

Our EAs work remotely and often manage multiple client relationships simultaneously. Each EA maintains their primary DonnaPro email account (@donnapro.com) while also working within client environments, which may include access to client email accounts and calendar systems.

1.2 About This Tool

This Privacy Policy describes how DonnaPro ("we," "us," or "our") collects, uses, stores, and protects information through our internal calendar synchronization and email management tool (the "Tool") accessible exclusively at app.donnapro.com.

1.3 Purpose and Scope

The Tool was developed to optimize and streamline the daily operations of our Executive Assistants. Managing multiple client calendars across different platforms (Google Workspace, Microsoft 365) creates significant challenges, including the risk of double-booking and scheduling conflicts. Additionally, handling high volumes of email requires efficient categorization and response systems.

This Tool addresses these challenges by providing:

• Cross-Calendar Synchronization: Automatic syncing of availability across multiple calendars to prevent double-booking when EAs manage both their DonnaPro calendar and calendars within client environments.
• AI-Assisted Email Management: Integration with internal AI agents (powered by n8n automation workflows) to help EAs efficiently categorize, prioritize, and draft responses for their own DonnaPro email inboxes.
• Centralized Connection Management: A secure, unified system for managing OAuth tokens and calendar connections, replacing scattered and insecure token storage methods.
• Operational Dashboard: Real-time visibility into synchronization status, connection health, and system performance.

2. Information We Collect

2.1 Account Information

When a DonnaPro IT administrator creates an account for an Executive Assistant, we collect:

• Full name
• Email address (typically @donnapro.com)
• Role designation (Executive Assistant, Administrator)
• Login credentials (passwords are hashed using bcrypt and never stored in plain text)
• Account creation and last login timestamps

2.2 Calendar Connection Data

When an EA connects a Google or Microsoft calendar account, we collect and store:

• OAuth Tokens: Access tokens and refresh tokens required to interact with calendar APIs on behalf of the user. These are encrypted using AES-256 encryption before storage.
• Account Identifiers: Email address and calendar ID associated with the connection.
• Token Metadata: Expiration timestamps for automatic token refresh.
• Connection Settings: User preferences such as sync enabled/disabled status and primary calendar designation.

2.3 Calendar Event Data

What we DO access:

• Event start date and time
• Event end date and time
• Event unique identifier (for tracking sync status)
• Whether the event is an all-day event

What we DO NOT access or store:

• Event titles or subjects
• Event descriptions or notes
• Attendee lists or participant information
• Event locations or video conferencing links
• Attachments or associated files
• Organizer information
• Any other event content or metadata

When we create "Busy" blocks in other calendars, these blocks contain only the time range and a generic label ("Busy - DonnaPro Sync"). No information about the original event is copied or disclosed.

2.4 Email Data (EA Inboxes Only)

For EAs who voluntarily enable AI-assisted email management, we may process:

• Email sender and recipient addresses
• Email subject lines
• Email body content (for AI categorization and draft generation)
• Timestamps (sent, received)
• Thread identifiers
• Labels and categorization tags applied by the AI

2.5 Synchronization and System Logs

For operational monitoring and troubleshooting, we collect:

• Synchronization timestamps and status (success, warning, error)
• Number of events processed and blocks created/updated/deleted
• Error messages and stack traces for debugging
• API response codes and performance metrics
• User login timestamps and IP addresses (for security monitoring)

3. How We Use Information

All information collected through the Tool is used exclusively for legitimate business operations to support our Executive Assistants. Specifically:

3.1 Calendar Synchronization

• Reading event times from connected calendars
• Creating, updating, and deleting "Busy" blocks across calendars to prevent double-booking
• Automatically refreshing OAuth tokens to maintain uninterrupted service
• Tracking which events have been synced to avoid duplicates

3.2 Email Management (Optional Feature)

• Categorizing incoming emails (urgent, meeting requests, newsletters, etc.)
• Generating draft replies based on EA-configured preferences and tone
• Applying labels and organizational tags
• Identifying priority contacts and filtering low-priority senders

3.3 System Administration

• Authenticating users and managing access permissions
• Monitoring system health and performance
• Diagnosing and resolving technical issues
• Generating operational reports and analytics
• Detecting and preventing unauthorized access

3.4 Time and Process Optimization

The overarching purpose of all data processing is to save our Executive Assistants time and reduce manual administrative overhead. By automating calendar synchronization and providing AI-assisted email tools, EAs can focus on higher-value work for their clients.

4. Data Sharing and Disclosure

Information may be shared only in the following strictly limited circumstances:

4.1 Infrastructure Service Providers

We use trusted third-party services to host and operate the Tool. These providers process data on our behalf under strict confidentiality and data processing agreements:

• Hosting Provider (Hetzner): Server infrastructure located in Germany, subject to EU data protection laws.
• Database Services: Encrypted data storage with access limited to application processes only.

4.2 AI Processing Services

When AI-assisted email features are enabled, email content is processed by AI services (currently OpenRouter/OpenAI) for categorization and draft generation. This processing:

• Is performed in accordance with the AI provider's data processing agreements
• Does not result in permanent storage of email content by the AI provider
• Is subject to the AI provider's security and privacy controls
• Can be disabled at any time by the individual EA

4.3 Legal and Compliance Requirements

We may disclose information if required by:

• Applicable laws or regulations
• Valid legal process (court orders, subpoenas)
• Governmental or regulatory authorities with jurisdiction
• Protection of rights, property, or safety of DonnaPro, employees, clients, or others

4.4 No Other Sharing

We do not share data with advertisers, data brokers, marketing companies, or any other third parties not explicitly listed above.

5. Data Security

We implement comprehensive technical and organizational security measures to protect data:

5.1 Technical Safeguards

• Encryption at Rest: All OAuth tokens and sensitive credentials are encrypted using AES-256 encryption before database storage.
• Encryption in Transit: All data transmission uses HTTPS/TLS 1.3 encryption.
• Password Security: User passwords are hashed using bcrypt with appropriate cost factors; plain-text passwords are never stored.
• Secure Infrastructure: Servers are hosted in professional data centers with physical security controls, redundant power, and environmental monitoring.
• Firewall Protection: Network-level firewalls restrict access to necessary ports and protocols only.
• Regular Updates: Operating systems, frameworks, and dependencies are kept up to date with security patches.

5.2 Access Controls

• Role-Based Access: Users only see and access data relevant to their role.
• Administrative Access: Full system access is limited to DonnaPro IT staff.
• Session Management: Automatic session timeouts and secure session handling.
• Audit Logging: Administrative actions and access attempts are logged.

5.3 Monitoring and Response

• Continuous monitoring for unauthorized access attempts
• Automated alerts for suspicious activity
• Incident response procedures for security events
• Regular security reviews and assessments

6. Access Control and User Management

6.1 Account Creation

6.2 Access Levels

The Tool implements three access levels:

• Super Administrator (IT Staff): Full access to all system functions, user management, system configuration, and all logs. Reserved for DonnaPro IT personnel.
• Executive Assistant: Access to their own calendar connections, email configurations, sync status, and personal settings. Cannot access other EAs' data.

6.3 Account Deactivation

When an EA leaves DonnaPro or an account is no longer needed, IT administrators will:

• Deactivate the user account immediately
• Revoke all connected OAuth tokens
• Delete associated data within 30 days

7. Your Rights and Choices

As a user of the Tool, you have the following rights:

7.1 Revoke Calendar Access

You can disconnect any calendar connection at any time by:

• Using the "Disconnect" button in the Tool's calendar management interface
• Removing the "DonnaPro" app from your Google Account settings (myaccount.google.com → Security → Third-party apps)
• Revoking access through Microsoft account settings (for Microsoft calendars)

When you disconnect a calendar, all associated tokens are immediately deleted, and synchronization stops. Any "Busy" blocks previously created will remain in calendars but will no longer be updated.

7.2 Disable AI Features

If you have enabled AI-assisted email management, you can disable it at any time through your account settings. Disabling AI features will:

• Stop all AI processing of your emails immediately
• Delete any pending drafts created by AI
• Preserve any labels or categorizations already applied

7.3 Pause Synchronization

You can temporarily pause calendar synchronization without disconnecting. This is useful during vacations or leave periods. Paused calendars retain their connections but do not actively sync until re-enabled.

7.4 Access Your Data

You can request a copy of the personal data we hold about you. Contact DonnaPro IT at [email protected] to submit a data access request.

7.5 Request Data Deletion

You can request deletion of your account and all associated data. Note that this will permanently remove your access to the Tool. Contact DonnaPro IT to process deletion requests.

7.6 Data Portability

Upon request, we can provide your data in a structured, commonly used, machine-readable format (JSON or CSV).

8. Data Retention

We retain different types of data for different periods:

9. Third-Party Services

The Tool integrates with the following third-party services:

9.1 Google APIs

• Google Calendar API: For reading event times and creating/updating busy blocks
• Google Gmail API: For email management features (EA inboxes only)
• Subject to Google's Privacy Policy
• Our use complies with Google API Services User Data Policy

9.2 Microsoft Graph API (Future)

• For Microsoft 365 calendar integration
• Subject to Microsoft Privacy Statement

9.3 AI Services

• OpenRouter/OpenAI: For email categorization and draft generation
• Email content is processed but not permanently stored by AI providers
• Subject to respective provider privacy policies and data processing agreements

10. International Data Transfers

Our primary infrastructure is located within the European Union (Germany). When data is processed by third-party services located outside the EU (such as AI processing services), we ensure appropriate safeguards are in place, including:

• Standard Contractual Clauses (SCCs) approved by the European Commission
• Data processing agreements with appropriate security commitments
• Verification that recipients maintain adequate data protection standards

11. Children's Privacy

This Tool is intended for use by adult professionals employed by DonnaPro. We do not knowingly collect personal information from children under 18 years of age. If we become aware that we have collected personal information from a child, we will take steps to delete such information promptly.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or other factors. When we make changes:

• We will update the "Last Updated" date at the top of this policy
• For material changes, we will notify affected users via email and/or prominent notice within the Tool
• Continued use of the Tool after changes constitutes acceptance of the updated policy

We encourage you to review this Privacy Policy periodically to stay informed about our data practices.

13. Contact Information

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us: