Wildflower Foundation CRM Privacy Policy
Who this policy covers
This policy describes how the Wildflower Foundation CRM Chrome extension ("the Extension") handles information. The Extension is provided by the Wildflower Foundation for the sole use of its staff and is distributed via Google Workspace admin policy to @wildflowerschools.org accounts only. It is not available to the general public.
What the Extension does
When a Wildflower staff member sends an email from Gmail with the Extension enabled, the Extension inserts a small invisible image ("tracking pixel") into the outbound message. When the recipient's email client loads that image, the Extension's backend records that the message was opened. Those open events are surfaced inside Wildflower contact management applications and linked to the matching contact record.
What information is collected
For each tracked email sent by a Wildflower staff member, the Extension transmits to the Wildflower application backend:
-
The sender's Wildflower email address.
-
The recipient email address(es) on the message.
-
The message subject line.
-
The timestamp the message was sent.
For each open event, the backend records:
-
The timestamp of the open.
-
The IP address that loaded the tracking pixel (used to approximate location and to filter out the sender's own previews).
-
The user-agent string of the device that loaded the pixel.
The Extension does not read, transmit, or store the body of any email message. It does not read any other Gmail content. It does not transmit any data to third parties.
How the information is used
The collected information is used solely to:
-
Show Wildflower staff which contacts have opened emails.
-
Link those engagement events to the corresponding contact record in Wildflower applications.
-
Filter out self-opens and email-provider prefetches so the data reflects genuine recipient engagement.
Where the information is stored
All data is stored on infrastructure controlled by Wildflower Schools (currently a managed PostgreSQL database accessed only by the Wildflower CRM API server). No data is shared with or transmitted to any third-party analytics, advertising, or data-broker service.
Data retention
Tracking records and open events are retained for the lifetime of the related contact record in the Wildflower CRM, and may be deleted at any time by a Wildflower administrator on request.
Who has access
Only authenticated Wildflower staff users with access to the Wildflower CRM can view the collected data.
Recipients' rights
Recipients of email sent by Wildflower staff are not direct users of this Extension. If you are an email recipient and would like Wildflower Schools to delete tracking records associated with your email address, contact privacy@wildflowerschools.org.
Children's data
The Extension is not intended for use by, and is not used to track, individuals under 13 years of age.
Changes to this policy
This policy may be updated to reflect changes in the Extension's behavior. The "Last updated" date at the top will be revised accordingly.
Contact
Wildflower Schools — privacy@wildflowerschools.org