Privacy and data control

GoOfficePH Privacy Policy

Effective August 13, 2026. This policy explains how Kloud Solutions Inc., operating GoOfficePH, handles personal information when you use the GoOfficePH website, portal, groupware applications, the unified GoOfficePH Connect workspace for Mail, Connect, Calendar, and People, or the standalone GoOfficePH Mail mobile application.

Information we handle

We handle the information required to provide the GoOfficePH service you or your organization requests. Depending on the applications you use, this can include:

• Account and organization information: your name, GoOfficePH ID, contact email, tenant or domain membership, role, entitlements, and account security records.
• Mail information: mailbox folders, message headers and bodies, sender and recipient addresses, drafts, sent items, search terms, read state, and other actions you take in Mail.
• Connect, Calendar, and People information: room messages and reactions, membership and participant state, contacts, calendar events and invitations, meeting details, preferences, and actions you take in those applications.
• Meeting media: microphone audio, camera video, and screen content transmitted when you start or join the related meeting feature. Live media is transported to authorized meeting participants; recording and transcription output is created and retained only when an authorized user starts those features under the applicable room and organization policy.
• Files and attachments: files you upload, download, attach, save, share, or open through GoOfficePH.
• Application and device information: a random app-install or device identifier, device name when supplied, platform, app version and build, locale, time zone, capabilities, and device-session or revocation state.
• Service, audit, and diagnostic information: sign-in sessions, browser or app User-Agent, network address, request and correlation identifiers, audit events, support records, delivery status, feature interaction and performance events, and diagnostic information needed to operate and protect the service. Portal audit records retain the network address and User-Agent received with an audited request; selected guest and session safeguards use keyed hashes instead.
• Beta testing information: your verified GoOfficePH profile and, when you voluntarily enroll, the Google Account or Apple Account email needed to administer private mobile beta access.
• Import information: when you start a source migration, the source account address, the destination GoOfficePH mailbox, selected data types, import progress, exception records, and the source content you authorize GoOfficePH to copy.

Mobile beta testing

Mobile beta enrollment is available only to signed-in GoOfficePH account holders. GoOfficePH uses the account holder's verified profile for the enrollment record and confirmation message. The Google Account email selected for Android is shared with Google Workspace and Google Play to manage private testing access. The Apple Account email selected for iPhone or iPad is shared with App Store Connect and TestFlight for the same purpose.

These store-account emails are not published in the beta page, used for advertising, or added to a public mailing list. They are retained while the beta enrollment is active and in limited audit records needed to administer access, resolve enrollment failures, and document release participation. A tester can request removal through Support and feedback.

Google Mail import

A signed-in GoOfficePH account holder may voluntarily connect a Google Account to copy Gmail messages into a selected GoOfficePH mailbox. Before authorization, the portal shows the source Gmail address and whether the destination is the account holder's existing mailbox, an existing organization user, or a new organization user that the authorized tenant administrator has chosen to provision.

GoOfficePH requests read-only Gmail access only when the user selects live Gmail import. The server uses that access to read the source mailbox, preserve message content, dates, state, and labels where supported, and write a copy into the chosen GoOfficePH mailbox. GoOfficePH does not modify or delete source Gmail data, use Google user data for advertising, sell it, or use it to train generalized artificial-intelligence models.

OAuth access and refresh tokens are encrypted at rest, used only by the server-side migration worker, retained only while the import can be resumed, and removed from the saved job when the import completes or is aborted. Import checkpoints and bounded exception records may remain for audit, troubleshooting, reconciliation, and support. Users can pause or abort the job in the portal and can also revoke GoOfficePH access from their Google Account security settings.

GoOfficePH's use and transfer to any other app of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Authorized infrastructure and support providers may process data only as necessary to deliver, secure, troubleshoot, or maintain the requested migration under contractual confidentiality and security controls.

How the GoOfficePH mobile apps work

The mobile apps use GoOfficePH sign-in to open only the Mail, Connect, Calendar, People, and related services enabled for your account. Sign-in and application traffic is transmitted over encrypted connections. Access and refresh tokens are stored in the operating system's protected device storage and are limited to that device. A random app-install identifier is stored locally and may be registered with the account so GoOfficePH can show and revoke mobile sessions and protect the service.

Attachments you choose to send are uploaded to the relevant GoOfficePH service. Downloaded attachments may be cached temporarily on the device so you can open, save, or share them at your request. A replacement-background image selected with the operating system picker remains in the app's private storage and is not uploaded as a separate asset; when a background effect is active, the app publishes the composed camera frame.

Microphone, camera, and screen-capture access is requested in context when you use the related meeting control. Live audio, video, and screen-share content is transported to the authorized participants in that meeting. On iPhone, the current native Connect app shares only content displayed inside GoOfficePH while the app remains in the foreground. On Android, screen sharing uses the operating system's capture prompt and transmits the screen content the user selects until sharing stops.

When room policy and the user's role permit it, an authorized host can start meeting recording or transcription. The app shows the active capture state to participants. The resulting recording, transcript, processing state, and delivery records may be stored and sent to authorized recipients according to the organization's retention and meeting policies.

Android background effects include Google ML Kit selfie segmentation. Segmentation runs on the device; GoOfficePH does not send camera frames to Google for that segmentation. The Google SDK may send limited app, device, API-version, performance, and diagnostic identifiers or events to Google to maintain and improve the SDK. GoOfficePH does not use those diagnostics for advertising or cross-app tracking.

The mobile apps do not contain advertising, do not request an advertising identifier, and do not sell personal information. They do not require access to unrelated device contacts, precise location, SMS, call logs, or broad device storage.

Why we use information

• Provide sign-in, Mail, messages, rooms, meetings, live and recorded media, screen sharing, Calendar, People, attachments, search, sending, synchronization, notifications, support, and other requested GoOfficePH functions.
• Apply account, tenant, subscription, security, retention, and administrative policies.
• Protect users and the platform from unauthorized access, abuse, spam, malware, fraud, and service disruption.
• Maintain auditability, diagnose failures, respond to support requests, and improve service reliability.
• Meet legal, regulatory, contractual, and records-management obligations that apply to GoOfficePH or the subscribing organization.

Who can access information

Access is limited according to the user's role, the organization's policy, and operational need. Authorized meeting participants receive the live audio, video, or screen content a user chooses to share in that meeting. Authorized GoOfficePH personnel and contracted infrastructure, communications, app-store, and diagnostic service providers may process information only as needed to operate, secure, support, distribute, or maintain the requested service. This includes Google processing limited Android ML Kit SDK diagnostics as described above. Tenant administrators may manage organization-scoped accounts, services, security settings, reports, and records according to their assigned permissions.

Retention and deletion

Retention depends on the type of record, the selected service, the user's actions, the organization's policy, the subscription plan, and applicable legal obligations. Signing out removes the mobile app's active GoOfficePH tokens from protected device storage. Removing the app removes its local app data according to the device operating system.

These public account-deletion instructions have the permanent address https://www.gooffice.ph/privacy/#account-deletion. Users can review account information in the GoOfficePH Portal. To request deletion of a GoOfficePH account and its associated personal data:

1. Sign in to the GoOfficePH Portal with the account you want deleted.
2. Open Security and account, then use the account-deletion control. If that control is unavailable because an organization manages the account, open Support and feedback and request account deletion.
3. Complete the identity and ownership checks shown in the portal. GoOfficePH confirms the request, any required administrator approval, and the records that must be retained before deletion is completed.

Completed deletion removes the user's GoOfficePH identity, active sessions, registered mobile-device access, service access, and personal profile data that is not subject to an organization, security, billing, audit, dispute, or legal retention duty. Organization-owned Mail, files, contacts, calendars, room messages, recordings, transcripts, and related records may be transferred, retained, or deleted under that organization's policy. Required billing, security, abuse-prevention, audit, and legal records remain only for the applicable contractual, tenant-policy, or legal retention period; the completion notice identifies any such retained categories and their governing period. Residual protected backup copies expire under the active backup-retention schedule and are not restored as an active user account.

For deletion of selected data without closing the account, submit a scoped request through Support and feedback. GoOfficePH will identify what can be deleted, what must be retained, and why.

Your choices and rights

You may ask to access, correct, object to, restrict, export, or delete personal information where the request applies under Philippine law and the relevant organization policy. You may also ask how a particular GoOfficePH service uses your information. Submit the request through Support and feedback so GoOfficePH can verify the requester and route the request to the responsible account or tenant administrator.

Children

GoOfficePH is a business and organizational service and is not directed to children. An organization that provisions accounts for students or minors is responsible for the authority, notices, safeguards, and permissions required for that use.

Security

We use role-based access, protected sign-in sessions, encrypted transport, audit records, service monitoring, and organization policy controls appropriate to the service. No system can eliminate every risk, so users and administrators should protect credentials, use supported devices, review account activity, and report suspected misuse promptly.

Changes to this policy

We may update this policy as GoOfficePH applications, legal requirements, or operational practices change. The effective date at the top of this page identifies the current published version.

Contact

For privacy, account, deletion, or security requests, open GoOfficePH Support and feedback. This creates a traceable request that can be assigned to the appropriate user, tenant administrator, or GoOfficePH staff member.