Last Revised: 03 October 2024
INTRODUCTION
This Privacy Policy (“Policy”) describes how Burli Software Inc. (hereafter “Burli,” “we,” “us,” “our”), may collect, use, and disclose Google information when you use the Burli Newsroom application.
This Policy applies specifically to our Burli Newsroom desktop application. We produce other software products which may or may not connect to any Google service(s) and to which separate privacy policies apply.
Please read this Policy carefully to understand how we handle information. By using our application, you acknowledge that you have read and understood this Policy and that we may collect, use, or share information as set forth below.
- ABOUT BURLI NEWSROOM
Burli Newsroom is an on-premises, desktop application for Windows which aggregates and manages news data (newswires and similar data feeds, news stories, media, etc.) for working journalists in a professional environment. That aggregated news data may include emails sent to your organisation, including accounts hosted on Gmail servers.
Connecting Burli Newsroom to any third-party service, including those operated by Google, is optional, and can only be done with specific configuration steps performed by an authorized and knowledgeable technical administrator of your Burli Newsroom system.
- GOOGLE DATA ACCESSED BY BURLI NEWSROOM
If configured to do so, Burli Newsroom interacts with the Gmail API over secure HTTPS connections and may read and, optionally, delete email message bodies (including attachments), metadata and headers from one or more accounts on Gmail servers.
Burli Newsroom does not create or send emails via any Google service, nor does it alter any information on the email server except to delete specific emails if asked to do so.
The email accounts connected to Burli Newsroom are explicitly intended to be managed by your organisation for professional purposes. The content of the email messages in these accounts should typically consist of press releases, news alerts, and similar publicly available information intended for widespread use and/or publication.
While it is technically possible to do so, personal email accounts of individuals are NEVER intended to be connected to Burli Newsroom at any time for any reason, and we strongly discourage anyone from attempting to do so.
Regardless of the nature of the account, Burli Newsroom does not access any personal information about the Gmail account holder beyond that which may be contained within email messages themselves.
Burli Newsroom does access any other Google data from any other Google service(s).
- HOW BURLI NEWSROOM USES GOOGLE DATA
Burli Newsroom aggregates Google email messages, their attachments, and portions of their header data so the messages can be filtered, searched, and read within Burli Newsroom itself for use by journalists while preparing professional news content.
Portions of the email message data, including attachments, may be copied into news stories for use by journalists.
The data collected from Google data remains on premises with your organisation on one or more servers controlled by your organisation.
The data is typically retained in Burli Newsroom for a few days and then deleted automatically, but specific retention rules are configured within the application by a system administrator with your organisation.
Burli Newsroom’s use of any information received from Google APIs will adhere to Google API Services User Data Policy.
- REVOKING ACCESS
A system administrator with your organisation may choose to disconnect an email account from Burli Newsroom at any time, at which point Burli Newsroom will immediately stop all interaction with that Google account and will delete the email account’s address from its configuration settings.
- DATA PROTECTION, RETENTION, AND SECURITY
Burli Newsroom does not have access to and never retains or shares Google or Gmail passwords. Our interactions with Google use OAuth 2 tokens. At no time does Burli Newsroom request nor is it given access to any Google password. Burli Software staff, including technicians and developers, can never access to that information which is retained at Google.
All data gathered from Google into Burli Newsroom is retained on premises by your organisation. It is not stored on any server managed by Burli, and we do not normally receive, store, or have access to this data except in when portions of it are explicitly shared with us by a system administrator within your organisation, typically for diagnostic purposes.
In the rare event that Gmail data is shared with Burli Software Inc, any such data is protected within secure, on-premises storage, and requires roll-based access granted only for specific technical purposes. Any such data not retained any longer than required for those technical purposes.
Burli will not transfer and Gmail data it receives to any other party unless doing so is reasonably necessary for technical diagnostics, to comply with applicable law, or as part of a merger, acquisition, or sale of assets. It does not use Gmail data for advertisements.
How any Gmail data collected by Burli Newsroom is retained, secured, and protected within your organisation’s servers falls within the policies and practices of your organisation and is outside the reasonable control of Burli Software Inc.
Encryption:
- Data in Transit: All communication between Burli Newsroom and Google APIs is encrypted using HTTPS with TLS (Transport Layer Security) to protect data during transmission.
Access Controls
- User Authentication: Access to the Burli Newsroom application requires secure authentication. Users must provide valid credentials, and access is granted based on predefined user roles and permissions.
- Administrative Access: Administrative functions are restricted to authorized personnel within your organization.
Data Minimization and Retention
- Minimal Data Collection: Burli Newsroom only accesses and processes data necessary for its core functionality, such as specific email messages intended for news aggregation.
- Retention Policy: Retrieved Gmail data is retained for a period configured by your organization’s system administrator (typically a few days). After this period, data is automatically and securely deleted from the system. Users can also manually delete data at any time.
Physical and Network Security
- Secure Infrastructure: While data is stored on your organization’s premises, Burli Newsroom is designed to operate within secure network environments. We recommend the implementation of firewalls, intrusion detection systems, and regular security updates.
- Data Isolation: The application ensures that data is properly segregated and inaccessible to unauthorized applications or users.
Employee Training and Confidentiality
- Training Programs: Our employees receive ongoing training on data protection principles and are required to adhere to our strict confidentiality policies.
- Access Restrictions: Employee access to sensitive data is limited based on job function and necessity.
Third-Party Access and Data Sharing
- No Unauthorized Sharing: We do not share Gmail data with third parties unless it is essential for technical diagnostics, compliance with legal obligations, or as part of a corporate transaction (e.g., merger or acquisition).
- Vendor Compliance: Any third parties engaged are required to adhere to data protection standards equivalent to ours.
Compliance with Laws and Regulations
- Legal Compliance: Burli Software Inc. complies with applicable local data protection laws and regulations in the region where we are based (Vancouver, British Columbia, Canada).
- PRIVACY POLICY UPDATES
We may update this Policy from time to time in our sole discretion, so you should review this Policy periodically. When we change the Policy, we will update the “last revised” date at the top of this Policy. Changes to this Policy are effective when they are posted on this page. Your organisation’s continued use of Google integration features within Burli Newsroom after the revised Policy has become effective indicates that you have read, understood, and agreed to the current version of the Policy.
CONTACT
If you have any questions about this Policy or our practices, please contact us at info@burli.com or at:
Burli Software Inc.
4664 Lougheed Hwy
Suite 264
Burnaby, BC V5C 5T5
Canada