Privacy Policy

TaskMaster CRM is a business customer-relationship and recruitment management application operated by TaskMaster Philippines. It is used by TaskMaster Philippines and by client organisations that are given access to it.

The service is multi-tenant. Each organisation's records are separated from every other organisation's records, and access is enforced by the database itself rather than only by the user interface.

Account information. Authentication is handled by our database provider. Your email address and password credential are held by that authentication service; TaskMaster CRM never stores or sees your password. Alongside your account we store a display name if you provide one.

Signing in with Google (optional). Where this option is offered and you choose it, Google confirms your identity to our authentication provider and shares your Google account’s email address, name, profile picture link (if any) and an account identifier. These are held by the authentication service with your account and used only to sign you in. If the address matches an existing account, you are signed in to that account. TaskMaster CRM does not keep Google’s sign-in tokens. Signing in with Google does not by itself connect Gmail, Google Calendar or Google Drive: those remain separate, optional connections, each with its own Google permission screen.

Organisation and membership information. The organisations you belong to, your role in each, your membership status, who invited you, and which organisation you are currently working in.

Business records you create. Records entered into the CRM by you or your colleagues, including companies, contacts, deals and pipeline stages, activities, leads, tasks, requirements, shortlists and placements. These records contain whatever your organisation chooses to enter.

Recruitment information. Where your organisation uses the recruitment features, candidate records may include name, email address, phone number, experience, language level, availability, timezone preference, expected rate, skills and free-text notes, along with interview scheduling details and placement records. This information is supplied by your organisation, not collected by us from the individuals concerned.

Candidate resumes. Where your organisation uploads a candidate's resume (a PDF or Word document), the file is kept in private file storage provided by our database provider; it is not publicly accessible. It can be opened only by people who can read that candidate's record, through links that stop working after about a minute. The file's name, type, size and who uploaded it, and when, are stored with the candidate record. A candidate has at most one current resume.

Custom fields. Organisation owners and administrators can add their own fields to candidate records, such as a preferred shift or a portfolio link. What is entered in those fields is stored with the record and follows the same access rules as the rest of that record.

Invitations. When someone invites a colleague, we store the invited email address, the proposed role, an expiring invitation token, and how many times the invitation was sent.

Notifications and preferences. In-app notifications generated by activity in your organisation, and your per-category choices about which of these are also sent to you by email.

Email delivery records. For each message the service sends we record the recipient address, subject, template, status and delivery events reported by our email provider. A copy of the message body is retained for support and audit purposes, except for invitation emails, where the body is deliberately not stored because it contains the invitation link.

• To operate the CRM features your organisation uses.
• To authenticate you and keep you signed in.
• To send transactional email — invitations, assignment notifications and interview updates — according to your notification preferences.
• Where you have connected a Google account, to place interview appointments on your calendar.
• Where you have connected a Zoom account, to create video meetings for interviews in that account.
• Where you have connected a Gmail account, to send the one-to-one emails you write to people in your CRM from your own Gmail address, only when you press Send.
• Where you have also enabled the optional Gmail Inbox feature, to show you your own Gmail mailbox — your Inbox, Sent mail, searches and conversations — inside the CRM.
• To diagnose faults and maintain the security and integrity of the service.

We do not sell this information, and we do not use it to serve advertising or to build advertising profiles.

The Google Calendar integration is optional and off by default. TaskMaster CRM requests access to your Google account only when you explicitly choose to connect it from the integrations settings page. If you never connect an account, no Google data is requested, received or stored.

What we request. When you connect, we request a single Google Calendar permission, https://www.googleapis.com/auth/calendar.events, plus the standard openid and email sign-in permissions that tell us which Google account you connected. This connection does not request access to Gmail, Drive, Contacts, your profile details, or any other Google service, and it does not request access to your calendar list. (Gmail is a separate, optional connection, described in the next section.) Google describes this calendar permission as allowing an application to view and edit events; TaskMaster CRM uses it only on the events it creates for your interviews, as described below.

What we do with it. The integration is used for one purpose: keeping interview appointments in step with the CRM. Specifically, TaskMaster CRM can:

• create a calendar event when an interview is scheduled;
• update that event when the interview time or details change;
• add a Google Meet video meeting to that event, only when you choose Google Meet for the interview;
• read back an event it created, to confirm the Google Meet link Google attached to it;
• delete that event when the interview is cancelled.

Each event carries only the interview summary, description, start and end time, the email addresses of the people invited to the interview (the candidate, the client and any guests you add), and — only when you choose Google Meet — a Google Meet video meeting that Google creates for that event. TaskMaster CRM acts only on events it created for your interviews. It does not read, list, import, analyse or modify any other event in your calendar, and it does not copy your existing calendar contents into the CRM.

Why this access is needed. Creating, updating and cancelling an appointment on your own calendar is not possible with a read-only permission, and a narrower permission that writes only events created by this application is not offered by Google. The requested scope is the least-permissive one that supports the feature.

What we store. From the connection we store the Google account identifier and email address of the connected account, the identifier of the calendar we write to, the permissions granted, and the access and refresh credentials issued by Google. Those credentials are encrypted by the application using AES-256-GCM before they are written to the database, with a key held only on the server; the database never receives the unencrypted credentials or the key. For each interview we also store the identifier of the calendar event we created so that later updates and cancellations reach the right event, and, when the interview uses Google Meet, the meeting link and meeting code Google returned, so the people working on the interview can join it.

Disconnecting. You can disconnect the integration at any time from the integrations settings page. When you do, TaskMaster CRM asks Google to revoke the refresh credential, then erases the stored credential material and marks the connection revoked. A record that a connection existed — when it was connected and which Google account it used — is retained for audit purposes, without any usable credential. You can also revoke access directly from your Google Account permissions page. Calendar events already created remain on your calendar; you control them from your calendar as usual.

TaskMaster CRM's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements. Google user data is used only to provide the calendar feature described above; it is not sold, not transferred to others except as needed to provide that feature, not used for advertising, and not used to train generalised artificial intelligence or machine-learning models.

The Gmail connection is optional and off by default, and it is separate from the Google Calendar connection. It is connected by each user, for themselves, from the integrations settings page, and only for the organisation they are working in at the time. If you never connect Gmail, no Gmail permission is requested and no Gmail data is received or stored.

Two separate permissions. The Gmail connection has two parts, and each is requested from Google only when you choose it:

• Sending — the connection itself. A single Gmail permission, https://www.googleapis.com/auth/gmail.send, which Google describes as permission to send email on your behalf, plus the standard openid and email sign-in permissions that tell us which Google account you connected. On its own, this permission does not allow TaskMaster CRM to read, search, list, change or delete the messages in your mailbox.
• Inbox (optional) — read-only access, https://www.googleapis.com/auth/gmail.readonly, which Google describes as permission to view your email messages and settings. TaskMaster CRM may offer a Gmail Inbox feature; this permission is requested only if you explicitly choose to enable that feature after connecting Gmail, and you can decline it on Google's consent screen and keep sending.

TaskMaster CRM never requests permission to change, label, move or delete your mail, or full access to your mailbox.

Sending. The Gmail connection lets you send one-to-one email that you write to people in your CRM — contacts, leads and candidates — from your own Gmail address, without leaving TaskMaster CRM. A message is sent only when you press Send, only to the email address stored on that record, and it appears in your Gmail Sent folder like any email you send yourself. Sending does not involve reading your mailbox, and TaskMaster CRM does not import replies or send anything on its own. Invitations, notifications and other service email continue to be sent by our transactional email provider, and interview invitations continue to come from Google Calendar.

Gmail Inbox (optional). When you enable the Gmail Inbox feature, TaskMaster CRM can show you your own mailbox inside the CRM: your Inbox and Sent conversations, the results of searches you run, and individual conversations, including the text of their messages. To do this, when you open these pages, TaskMaster CRM's servers retrieve the relevant messages from Gmail on your behalf, using your own connection, and process them in memory to display them to you — for example decoding them and removing unsafe formatting. This processing covers message headers (such as sender, recipients, subject and date), snippets, message bodies and related mailbox information, such as labels and whether a message has attachments. Gmail remains the source of truth: each page is read from Gmail when you open it. Attachments are not downloaded, and remote images in messages are blocked rather than loaded. TaskMaster CRM does not change, label, move, delete or mark your mail as read. Only you can see your mailbox in TaskMaster CRM; other members of your organisation, including its owners and administrators, cannot.

What we store. The Google account identifier and verified email address of the connected account, its Google Workspace domain if it has one, the permissions granted (including whether Inbox access was granted), and the refresh credential Google issues. The credential is encrypted by the application using AES-256-GCM, with a key held only on the server and used for nothing else, before it is written to the database. Google also issues short-lived access credentials, valid for about an hour; when one is kept, it is encrypted in the same way.

What we do not store. TaskMaster CRM does not intentionally store the contents of your mailbox. Message bodies, formatted (HTML) content, raw message source, snippets, subjects, attachment contents and the searches you run in the Inbox are not written to our database or to our application logs, and our servers do not keep them once your request has been handled. Our hosting provider's standard request logs record the addresses of the pages you open; for a conversation, that address includes Gmail's identifier for it, but not its content.

What we record when you send. For each email you send, a minimal send record that only you can see: the Gmail address it was sent from, the recipient's address and which contact, lead or candidate it was sent to, whether Gmail accepted it, when, and the identifier Gmail gave the message. It exists to prevent the same email being sent twice, to help with troubleshooting and, in the Inbox, to mark the messages you sent from TaskMaster CRM. We do not store the subject or the text of your emails — only a keyed fingerprint that cannot be turned back into the message, used to recognise a repeated send — and we store no mailbox contents.

Who can access Gmail data. Gmail data is shown only to you and is not shared with other users of TaskMaster CRM. Our personnel do not read your Gmail data. A person working on the service would view specific Gmail data only with your explicit permission (for example, if you ask us to look into a problem with a particular message), where necessary for security purposes such as investigating abuse, or to comply with applicable law. Because mailbox content is not stored, it is not available to our personnel after it has been shown to you.

Disconnecting. When you disconnect Gmail, TaskMaster CRM erases the stored credential material, marks the connection revoked, and asks Google to revoke its access. This ends both sending and Inbox access; to keep sending without Inbox access, disconnect and then connect Gmail again for sending only. Google grants access per Google account, so if you connected the same Google account in another organisation, that connection may stop working too. A record that the connection existed — when it was connected and which address it used — is retained for audit purposes, without any usable credential. You can also revoke access directly from your Google Account permissions page.

TaskMaster CRM'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. Gmail data is used only to provide the Gmail features described above — sending the emails you write and, if you enable it, showing you your own mailbox — which are visible to you in the application. In particular, Gmail data:

• is not transferred to others, except as necessary to provide those features (including processing by the service providers that run the application), to comply with applicable law, for security purposes, or as part of a merger, acquisition or sale of assets after obtaining your explicit prior consent;
• is not used or transferred to serve advertising, including retargeting and personalised or interest-based advertising;
• is not sold, and is not transferred to data brokers or other information resellers;
• is not used to determine creditworthiness or for lending purposes;
• is not used to develop, improve or train generalised artificial intelligence or machine-learning models;
• is not read by people, except as described under “Who can access Gmail data” above.

The Zoom integration is optional and off by default. It is connected by each user, for themselves, from the integrations settings page, and only for the organisation they are working in at the time. If you never connect a Zoom account, no Zoom data is requested, received or stored.

What we request. Permission to create, update and delete meetings in your Zoom account. We do not request access to your recordings, chat, contacts or other meetings, and we do not read or list the meetings in your account.

What we do with it. When you choose Zoom for an interview, TaskMaster CRM creates one Zoom meeting in your account, moves it when the interview is rescheduled, and deletes it when the interview is cancelled, deleted, or switched to another video option. It acts only on meetings it created for your interviews. To create a meeting it sends Zoom the meeting title — which names the candidate — and the start time and length. It does not send Zoom the email addresses of anyone invited to the interview.

What we store. The access and refresh credentials Zoom issues, encrypted by the application using AES-256-GCM before they are written to the database with a key held only on the server, and the permissions Zoom granted. If you also allow TaskMaster CRM to read your Zoom profile, the connected account's email address, to show you which account is connected. For each interview that uses Zoom, the meeting identifier and the attendee join link Zoom returned, so the people working on the interview can join it. The join link is also included in the calendar invitation when Google Calendar is connected. The link Zoom issues for starting a meeting as its host is never stored.

Disconnecting. When you disconnect Zoom, TaskMaster CRM erases the stored credential material, marks the connection revoked, and asks Zoom to revoke its access. Zoom meetings already created stay in your Zoom account. You can also remove the app from your Zoom account at any time.

TaskMaster CRM relies on a small number of providers to operate:

• a managed database and authentication platform, which stores the application data and handles sign-in (it does not receive the contents of your mailbox);
• an application hosting platform, which runs the application — including, when you use the Gmail Inbox feature, the servers that retrieve your messages from Gmail and process them in memory to display them to you;
• a transactional email provider, which delivers invitations and notification emails (it does not receive Gmail data);
• Google, where you have chosen to connect a Google account for calendar scheduling or to connect Gmail, for sending and, if you enable it, the Gmail Inbox feature.
• Zoom, where you have chosen to connect a Zoom account for interview video meetings.

These providers process information on our behalf so that the service can function. We do not share your information with third parties for their own marketing purposes.

Access rules are applied in the database on every request, using your signed-in identity. In normal use you can read a record only if it belongs to the organisation you are currently working in and you either own it or it is assigned to you. Records can be changed or deleted only by the person who owns them. Administrative capabilities, such as managing members and invitations, are limited to organisation owners and administrators.

A member of one organisation cannot reach another organisation's records, and belonging to several organisations does not merge them.

The service is delivered over HTTPS. Access control is enforced at the database layer rather than only in the interface. Google and Zoom credentials are encrypted by the application before storage. Formatted (HTML) email shown in the Gmail Inbox feature is cleaned of unsafe content and displayed in an isolated frame in which scripts and remote content, such as images, are blocked. Uploaded resume files are accepted only if their contents are a genuine PDF or Word (.docx) document; this is a file-type check, not a virus scan. Incoming delivery notifications from our email provider are accepted only when they carry a valid cryptographic signature within a short time window. Application logs are written so that they record what happened without including credentials, tokens, recipient addresses or message contents.

No service can promise perfect security, and we make no such promise here. If you believe an account or record has been exposed, please contact us using the address below.

We describe only what the service actually does today.

• Records are kept until someone deletes them. Each record can be deleted by the user who owns it.
• A candidate's resume is kept until the candidate's owner removes or replaces it, or deletes the candidate; the file is then deleted from storage. Values in custom fields are kept with their record, including after a field is archived, until they are cleared or the record is deleted.
• Disconnecting a Google account erases the stored credential material as described above.
• Disconnecting a Zoom account erases the stored Zoom credential material; meetings already created remain in the Zoom account.
• Disconnecting Gmail erases the stored Gmail credential material as described above.
• Mailbox contents shown by the Gmail Inbox feature are not stored, so there is nothing of them to delete.
• Gmail send records are kept, visible only to their sender, to prevent duplicate emails and for troubleshooting; to have them deleted, contact us.
• If your membership of an organisation ends or is suspended, the Gmail credential stored for your connection in that organisation is erased automatically at the same time and the connection is marked revoked; if the membership is later restored, you connect Gmail again. A record that the connection existed — when it was connected and the connected Google account email address — is kept for audit purposes without any usable credential, and Gmail send records are kept as described above. Your Gmail connections in other organisations are not affected. This erasure is local to the service: it does not revoke the access you granted at Google, because Google grants access per Google account and the same account may be connected in another organisation; you can revoke that access at any time from your Google Account permissions page.
• Revoking an invitation prevents it from being accepted; expired invitations stop working automatically.
• Removing a member from an organisation ends their access to it. Records they created remain with the organisation and can be reassigned by an administrator.
• Email delivery records are retained for support and audit, and can be deleted by organisation owners and administrators.

There is no automated deletion schedule, and there is currently no self-service option to erase an entire account from within the application. To request deletion of an account or of specific information, contact us using the address below and we will action it manually.

• You can change which notification categories reach you by email in your notification settings.
• You can connect or disconnect the Google Calendar integration at any time.
• You can connect or disconnect the Zoom integration at any time.
• You can connect or disconnect Gmail at any time, and decide whether to enable the Gmail Inbox feature where it is offered.
• You can edit or delete records you own.
• You can ask us for a copy of, correction to, or deletion of information about you by contacting us.

Where your organisation entered information about you into the CRM — for example as a contact or a candidate — that organisation controls those records, and requests about them are best directed to the organisation concerned. We will help where we can.

If this policy changes materially we will update the date shown above and, where the change affects how information is used, tell affected users through the service.

Questions about this document can be sent to admin@taskmaster-philippines.com. TaskMaster CRM is operated by TaskMaster Philippines.