Privacy policy
Last updated: 3 November 2026.
Who we are
Inkbright is provided by Ironbit Ltd, a company registered in Northern Ireland (company number NI729290), registered office 15 Longfield Lane, Desertmartin, Magherafelt, BT45 5NW, Northern Ireland. We are registered with the Information Commissioner's Office, registration ZC265119. Contact: privacy@inkbright.app.
Our role
When an organisation installs Inkbright, that organisation is the controller of its staff's data and we act as its processor, under our data processing agreement. For our own customer accounts, billing and website, we are the controller.
What Inkbright accesses and why
| Data | Source (Google permission) | Why | Stored? |
|---|---|---|---|
| Name, job title, department, phone numbers, org unit, manager, custom profile fields | Google Directory, read-only (admin.directory.user.readonly) | To fill in each person's signature | Not copied in bulk; read when signatures are built |
| Profile photo | Google Directory, read-only | Shown in signatures, which recipients outside your organisation must be able to load | A copy is hosted on our image host (Cloudflare R2) and replaced when the photo changes; deleted with your account |
| Images administrators upload (logos, banners) | Admin console | Shown in signatures | Hosted on our image host until deleted |
| Group membership | Google Directory, read-only (admin.directory.group.member.readonly) | To apply rules by group | Cached up to 15 minutes |
| Gmail signature and send-as alias settings | Gmail settings (gmail.settings.basic) | To set each person's signature and check whether it needs updating | No. Existing signatures are compared (as a one-way fingerprint) and discarded. We never keep copies of them |
| Your email address | Google sign-in (userinfo.email) | To identify you in the Gmail sidebar and admin console | In the audit log of actions you take |
| Details people choose to add (pronouns, mobile, booking link) | Entered in the Inkbright sidebar | To include them in that person's signature | Yes, until deleted |
| Details an administrator corrects for a person (e.g. job title, certifications) | Entered in the admin console | To use in that person's signature | Yes, until deleted |
| Templates, rules, campaigns, settings, roles, audit log, and the last five signatures Inkbright generated for each person | Entered by administrators / generated by Inkbright | To run the service and let administrators undo changes | Yes, until deleted |
| Out-of-office reply (on/off, dates, message) | Gmail settings (gmail.settings.basic), only when a person uses the Inkbright sidebar to set it | To switch their auto-reply on or off with their signature attached | No |
| A signature an administrator pastes in to import as a template | Pasted by the administrator (Inkbright does not read it from Gmail) | To turn an existing design into a reusable template | Only the template the administrator saves, with the person's details replaced by placeholders |
| Your public website (colours, fonts, logo, social links) | Your website, only when an administrator clicks Match my website | To suggest brand settings | Only what the administrator chooses to keep, and a copy of the chosen logo in your Image library |
| Banner clicks | Recipients clicking a campaign banner | Click counts by campaign, banner, department and day | Counts only; we do not store recipients' IP addresses or identities |
| Billing contact and company name | Stripe Checkout | To take payment and issue invoices | Held by Stripe; we keep the Stripe customer ID |
Inkbright never reads, stores or sends the content of your emails.
If an administrator adds a Google Analytics 4 measurement ID and API secret, each banner click is also sent to that organisation's own Google Analytics property as an event containing the campaign, banner and department. It contains no recipient identity or IP address.
Google API Services User Data Policy
Inkbright'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.
In practice: we use Google user data only to provide the signature features you see in Inkbright. We do not sell it, use it for advertising, use it to train AI or machine-learning models, or let people read it, except with your permission, for security investigations, to comply with law, or where it has been aggregated and anonymised for internal operations.
Sub-processors
| Provider | Purpose | Location |
|---|---|---|
| Google Cloud (Firestore, Apps Script) | Application hosting and storage | Firestore in London (europe-west2); Apps Script on Google infrastructure |
| Cloudflare | Banner click redirect, image hosting (R2), website, payment webhooks | Global edge network |
| Stripe | Payments and invoicing | UK, EU and US |
| Resend | Sending Inkbright's service emails (invitations, sign-in links and approval notices) from noreply@inkbright.app. Receives the recipient's email address and the message | Ireland (EU) sending region; Resend is a US company |
Where data leaves the UK, we rely on the UK adequacy regulations or the UK International Data Transfer Addendum to the EU Standard Contractual Clauses. We will give customers notice before adding a sub-processor.
How long we keep data
Customer data is kept while your organisation uses Inkbright. An administrator can delete everything at any time from Brand & settings → Remove Inkbright. If an organisation uninstalls or revokes access without doing this, we delete its data automatically 30 days after we lose access, and backups roll off within a further 30 days. Billing records are kept for 6 years for tax purposes.
How we protect your data
- Least privilege. Inkbright asks only for the Google permissions it needs: read-only access to directory profiles and group membership, and permission to update Gmail signature and out-of-office settings. It cannot read, send or delete anyone's email.
- Your administrator stays in control. Access to your organisation's Google data is through a service account that your Google Workspace administrator authorises in the Google Admin console and can revoke at any time.
- Encryption. All connections use HTTPS (TLS). Data we store is encrypted at rest by Google Cloud (Firestore, London) and Cloudflare (R2 image storage).
- We keep as little as possible. We don't copy your directory in bulk, and we never keep copies of people's existing Gmail signatures: we compare them using a one-way fingerprint and discard them.
- Secure sign-in. There are no Inkbright passwords. People sign in through their Google account or a single-use link emailed to their work address. Sessions are signed and expire after 8 hours, and every request is checked against the person's role.
- Protected secrets. Keys and secrets are kept in Google's and Cloudflare's encrypted configuration storage, never in code, and requests between our own services are signed.
- Payments. Card details are handled only by Stripe (PCI DSS Level 1). We never see or store card numbers.
- Restricted access. Only Ironbit staff who need to support the service can access customer data, using accounts protected by 2-step verification.
- If something goes wrong. We would notify affected customers without undue delay and report to the UK Information Commissioner's Office within 72 hours where required.
Your rights
If you work for an organisation using Inkbright, contact your administrator first, as they control your data. You can also contact us. Under UK GDPR you can ask for access, correction, deletion, restriction or portability, and you can object to processing. You can complain to the Information Commissioner's Office at ico.org.uk.
Changes
We will post changes here and email administrators about anything significant.