Privacy Policy

Last updated: 5 November 2026

This Privacy Policy explains how MU MP Sponsorship CRM ("the tool", "we") accesses, uses, stores and protects data, including Google user data. The tool is an internal sponsorship-outreach tool operated by the Miss Universe Madhya Pradesh 2027 Sponsorships & Partnerships team. It is not the official public website of Miss Universe, Miss Universe India or Miss Universe Madhya Pradesh.

1. Who operates the tool

Sponsorships & Partnerships Team, Miss Universe Madhya Pradesh 2027. Contact: missuniversemp.official@gmail.com.

2. Google account connected to the tool

The tool connects to one Google account: the team's official Gmail account, missuniversemp.official@gmail.com. It is connected through Google OAuth on the team's self-hosted automation system (n8n). The tool does not offer sign-in to the public and does not connect to any other person's Google account.

3. Google permissions requested

When the team connects the Gmail account, the standard n8n Gmail integration requests these Google permissions:

• https://mail.google.com/ (read, compose, send and manage email)
• https://www.googleapis.com/auth/gmail.modify
• https://www.googleapis.com/auth/gmail.compose
• https://www.googleapis.com/auth/gmail.labels
• https://www.googleapis.com/auth/gmail.addons.current.action.compose
• https://www.googleapis.com/auth/gmail.addons.current.message.action

Although these permissions are broad, the tool uses Gmail only for the limited purposes described in section 4.

4. How Gmail data is used

Sending approved emails. The tool sends a sponsorship email only after a team member has reviewed the lead and explicitly approved the email for sending. Follow-up emails are sent as replies inside the same Gmail conversation as the original email, only to the original recipient, and only while the sponsor has not replied, bounced or asked not to be contacted.

Reading outreach conversations. For each sponsor the tool has emailed, it reads the Gmail conversation (thread) that the tool itself started. It reads message details such as sender, recipients, subject, labels and the short message preview ("snippet"). It uses these to detect:

• genuine replies from the sponsor;
• bounced or undeliverable emails;
• automatic replies and out-of-office messages;
• opt-out requests (for example, "unsubscribe" or "please do not contact us").

When a reply, bounce or opt-out is detected, the tool records it and stops further automated follow-ups to that sponsor. A team member handles every reply personally; the tool never sends automated responses to replies.

What the tool does not do. It does not intentionally read, search or process emails in the Gmail account other than the outreach conversations it started. It does not use Gmail data for advertising, profiling, credit or lending decisions, or to train artificial-intelligence models. It does not sell Gmail data.

5. What data is stored, and where

The tool stores outreach records in the team's private Google Sheet, accessible only to authorised team members, and processes them on the team's self-hosted n8n automation system. For each sponsor lead the record may include:

• publicly available business information (company name, website, category, city, public business contact details found through web research);
• the outreach email subject and text prepared by the team;
• Gmail message ID and conversation (thread) ID of emails sent;
• dates of outreach and follow-ups;
• reply status (for example, No Reply, Replied, Bounced, Auto-reply or Opted Out), the replying address and a short preview of the latest relevant reply, so the team can respond.

Full email bodies of incoming replies are not copied into the Google Sheet; they remain in the Gmail account.

6. Sharing and third parties

Google user data obtained through the Gmail permissions is not sold, and it is not shared with third parties except as needed to operate the tool:

• Google provides Gmail and Google Sheets, where the data is processed and stored.
• n8n automation software runs on the team's own self-hosted system.

The tool also uses an AI writing service (Google Gemini) and a web-search service (Tavily) to research businesses and draft outreach. These services receive publicly available business information and the team's draft content. Gmail message content is not sent to them.

We may disclose information if required by law.

7. Google API Services User Data Policy

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.

See the Google API Services User Data Policy.

8. Retention

Outreach records are kept in the team's Google Sheet for as long as the team needs them to manage sponsorship outreach and partnerships, and are removed when the team deletes them or when a deletion request is received (see section 10). We have not set a fixed retention period. Emails themselves remain in the Gmail account under Google's own controls.

9. Security

We take reasonable steps to protect data. These include:

• restricting access to the Google Sheet and automation system to authorised team members;
• using Google OAuth instead of sharing account passwords;
• keeping credentials within the automation system's credential store;
• requiring human approval before any email is sent.

No method of storage or transmission is completely secure, and we cannot guarantee absolute security.

10. Revoking access and deleting data

• Revoking Gmail access. The account owner can revoke the tool's access at any time at myaccount.google.com/permissions (Google Account → Security → Third-party apps & services). After access is revoked, the tool can no longer send or read email from that account.
• Deleting outreach records. To request deletion of outreach records held about you or your business, email missuniversemp.official@gmail.com. We will delete the relevant records from the Google Sheet.

11. Sponsor and contact opt-outs

If you receive an outreach email from us and do not want further contact, reply with a request such as "unsubscribe" or "please do not contact us", or email missuniversemp.official@gmail.com. The tool marks the contact as Opted Out and stops automated follow-ups, and the team will not contact you again for outreach.

12. Changes to this policy

We may update this policy. The "Last updated" date above shows when it was last changed.

13. Contact

Questions about this policy or about data held by the tool: missuniversemp.official@gmail.com.