This notice covers the ArcadeSystems Support inbox, including email enquiries, customer portal requests and our connection to the company Gmail mailbox.
Who connects Gmail
Only an authorised ArcadeSystems administrator can connect sales@arcadesystems.co.uk. The app requests read-only Gmail access to receive support enquiries and replies. It does not request permission to send, change or delete Gmail messages. Customers are not asked to connect their Google accounts.
Information we use
We use sender and recipient addresses, subjects, message text, relevant headers and message identifiers to create tickets, match replies, prevent duplicates and investigate delivery problems. Supported PNG and JPEG screenshots can be added to conversations. Receiving starts from a saved new-mail position; this connection does not import the historical mailbox.
Tickets contain conversation text, staff notes and operational records. Retained email archives contain normalised text and bounded header and attachment metadata, rather than a complete original email. Unsupported attachments are not imported. Accepted screenshots are re-encoded to remove image metadata.
Access, storage and service providers
Authorised staff can read support conversations to handle enquiries. Customers can view customer-visible messages in their own tickets through the customer portal; private staff notes are restricted to staff.
Render hosts the support application and its database. Google provides the connected mailbox and Gmail API. SendGrid processes recipient addresses, message content, attached screenshots and delivery identifiers needed to send customer replies and staff alerts. The app encrypts saved OAuth refresh credentials, retained email archives and stored screenshot payloads.
How Google data is used
We use information obtained through Gmail to operate and support this inbox. We do not sell that information or use it for marketing, advertising or training general-purpose AI models, and do not transfer it to others for those purposes.
ArcadeSystems Support's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.
Retention and deletion
Configurable retention settings control expiry of screenshots and retained email archives, and cleanup of eligible resolved conversations. Expiry of an archive or screenshot does not by itself delete the conversation text. Open or waiting conversations and records needed for unsettled email delivery are protected from full deletion. Minimal duplicate-prevention markers remain after content cleanup.
The app does not delete original messages from Gmail. Mailbox retention is controlled separately in the Google account.
Pausing or revoking the connection
An administrator can pause receiving in the support inbox. Pausing preserves the saved Google grant and receiving position. The Google account owner can revoke the app's access through Google Account connections. Revocation withdraws the app's permission to access Gmail; it does not automatically delete support records already saved.
Your requests and questions
For access, correction or deletion requests concerning your support information, contact sales@arcadesystems.co.uk. We will check your identity and the records involved before acting on a request. Please do not send passwords.
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