Privacy Policy

Information we collect and why

• Accounts and workspaces. Email addresses, authentication credentials and session information, workspace membership and roles support sign-in and control access. Hosts and authorised staff use email and password sign-in. Invited guests verify their email with a one-time code to access only their relationship with the relevant host.
• Information you enter. Workspace and company information, contact corrections, labels, notes, preferences, network selections and their revision history help organise and interpret your network. Gathering and introduction briefs, guest lists, draft messages, approval states and responses support planning and review.
• Joining and responding. After email verification, joining forms let you confirm your name and optional role, company, LinkedIn URL, home base, regular cities, travel plans, interests, introduction and event preferences, and additional information you choose to share with the host team. Guest-confirmed revisions, verification and acceptance timestamps are retained separately from imported information. RSVP forms collect your response and optional dietary or accessibility requests. These optional details may reveal sensitive information; the form asks you to agree to share them with the host and authorised organisers. You can edit your response and clear those details. Responding does not itself join you to a Realm or subscribe you to future invitations.
• Imported contacts. Users can provide LinkedIn, Instagram, Google or Microsoft contact exports, phone-address-book files and custom people or company lists. Depending on the source, supported fields include names, email addresses, phone numbers, social handles and profile URLs, companies, roles, birthdays, labelled addresses, locations, interests and list labels. Phone imports ignore private notes and photos. Imports also retain source identifiers, filenames, batch information, dates and supported source observations so users can review provenance and possible identity matches.
• Instagram observations. Supported exports can contain follower/following directions, Close Friends, restriction and hide-story settings, requests and unfollow-related observations. These describe supplied export evidence, not verified friendship, motives or current platform activity. They can concern people who have never used Realm. Import only information you are authorised to provide.
• Public-source enrichment. Where location search is configured and enabled, Realm uses public search results to suggest a contact’s location. Search-result links, titles, snippets, inferred locations, source evidence and processing outcomes may be saved. Supplied company information and contact roles also support rule-based professional classifications. Matches, classifications and inferred locations can be wrong; users can review evidence and record corrections.

Google data and permissions

Connecting Google is separate from signing in to Realm. The current Realm login does not offer Google sign-in. The optional connections below use Google’s account identifier and email address through openid and email to identify the connected account. Signing in or identifying an account alone does not grant address-book, calendar or inbox access.

Google Contacts

When available and connected, the read-only https://www.googleapis.com/auth/contacts.readonly permission lets Realm read your saved Google Contacts through the People API. Realm requests names, email addresses, phone numbers, organisations and job titles, birthdays, addresses and record metadata. It uses these fields to populate your workspace, associate compatible source identities, show contact channels, group people and support gathering and introduction suggestions. Metadata and provider identifiers support updates and source tracking. This connection does not edit your Google address book.

Realm stores the connected account’s email, provider identifier, connection settings, sync status and imported records. Offline access provides a server-side refresh token so contact updates can continue without you remaining signed in. You can pause updates or disconnect. If you enable “Find locations for new people”, eligible imported identity details can also be used for the public searches described below.

Google Calendar

The separate Calendar connection requests https://www.googleapis.com/auth/calendar.calendarlist.readonly to list available calendars for you to choose, and https://www.googleapis.com/auth/calendar.events.readonly to read event evidence from the selected calendars for the past year. It accesses calendar identifiers and names for selection, event identifiers, event type/status, start/end times and attendee email addresses and response status. These support matching shared events to existing workspace contacts and displaying shared-event counts and recent history.

Realm saves selected calendar identifiers, connected-account details and matched contact IDs with event identifiers and times. Event titles, descriptions and attachments are not requested by this integration. A shared calendar entry is evidence, not proof that a meeting happened or that people are close. Calendar sync is initiated in the app; this connection does not create or change events.

Gmail and Google’s data-use rules

Realm does not request Gmail permissions or read your inbox, email bodies or attachments. Saved Google Contacts are different from email correspondents.

Realm’s use and transfer of information received from Google APIs is subject to the Google API Services User Data Policy, including its Limited Use requirements. Google data is used for the user-facing contact and calendar features described here and the processing needed to provide them. It is not used for advertising or sold to data brokers.

The current contact, calendar, matching and recommendation workflows do not send Google Workspace data to generative AI models. Classification and suggestions use rules and supplied evidence. Google Workspace API data must not be used to develop, improve or train generalized AI or machine-learning models; Realm does not use it for that purpose. This describes the current implementation, not an assurance about an unconfigured future AI provider.

Storage, providers and sharing

• Supabase provides authentication, PostgreSQL database storage, server-side functions and background processing. It receives account information, workspace records, imported contacts, calendar evidence and operational records. OAuth refresh tokens are kept server-side in restricted storage; contact-connection tokens use Supabase Vault.
• Vercel hosts the web app and processes web requests. Hosting and authentication services may process request information such as IP addresses, browser information, timestamps and errors to deliver, secure and troubleshoot the service.
• Google and Microsoft process connection authorisation and API requests. Microsoft Contacts is a separate optional read-only address-book integration, using account identification and contact permissions, including offline access. It imports supported contact fields for the same directory and planning purposes; it does not provide inbox access.
• Resend, when configured for authentication email delivery, receives the recipient email address and the verification or account-security message, including its code or confirmation link. Host-specific messages use an approved Realm sender address. The email integration does not send your contact database or inbox contents to Resend.
• Serper processes public-search queries when location enrichment is configured and enabled. Queries can include a contact’s name, company, public LinkedIn profile URL or a company domain derived from their email address. This can include identity details originally imported from Google Contacts. The implemented query builders do not send full email addresses, phone numbers, birthdays, street addresses, private notes or calendar history. Serper returns public search results used to suggest locations.

Workspace records are available to authorised workspace users according to their access roles. Owners and operators can manage records; authorised viewers can read workspace information. Joining profiles, notes, contact evidence and event responses are not a public directory. Joining a Realm or responding to an invitation does not grant access to everyone else’s profiles. Realm operators with administrative access may need to handle information to provide support and operate the service.

Hosts can prepare links and export drafts containing selected contact or event information for manual sharing. Recipients may then receive information outside Realm under the host’s control. A contact channel is not permission to contact someone. Preparing a personal invitation draft or link does not send it. Authentication emails are sent when the email-delivery service is configured and someone requests verification or an account-security action.

Information may also need to be disclosed when required by applicable law or to address abuse, security incidents or legal claims. Providers and recipients can process information in countries other than yours, where privacy protections may differ. Contact us for information relevant to your workspace and any applicable international-transfer requirements.

Browser storage and security

Realm uses browser local storage to persist authentication sessions and remember the selected workspace and view. The guest journey uses separate browser session storage for its authentication session, or keeps it in memory if storage is unavailable. Clearing browser storage removes local preferences and session information, but does not delete server records. The current app does not include advertising trackers or an analytics-cookie integration. Hosting and connected services process their own operational request information.

Implemented safeguards include authenticated access, workspace-based database access policies, role checks on server operations, server-side handling of service credentials and OAuth state and PKCE checks. Joining requires a verified email with an active invitation or membership for that host; possessing a joining link alone does not reveal a guest profile. Existing event RSVP links remain separate bearer capabilities, so anyone holding a valid RSVP link may be able to use it. Keep personal links private. No security measure guarantees that information cannot be lost, misused or accessed without authorisation.

Retention, removal and disconnecting

Workspace contact records, source evidence, notes, revisions and planning records persist in the service until removed through the available controls or an administrative removal process. There is no single automatic expiry applied to all workspace records. Deleting one import or source does not necessarily remove information about the same person from other sources, notes or planning records.

For Google Contacts, open Input → Email and the relevant personal or professional account, then choose Disconnect. You can keep imported contacts or choose “Disconnect and remove synced contacts” to remove that connection’s source records. Other imports remain. Pausing “Keep contacts updated” stops scheduled updates while retaining the connection and imported records. A deletion in Google’s address book is not a request to erase all Realm records.

For Calendar, open Gatherings → Preferences & connections → Google Calendar and choose “Disconnect & remove history”. This removes that connection’s credentials and imported calendar history while keeping contacts. Removing a calendar from your selection removes its saved history; completed refreshes also remove obsolete history in the implemented sync flow.

You can also revoke Realm’s access in your Google Account’s third-party connections. Revoking Google permission prevents further authorised access using that grant; it does not automatically erase previously imported Realm records. Use Realm’s removal controls or contact us separately.

To request account deletion or workspace-data removal, email thomas@withinrealm.org. Requests are handled manually; there is no self-service account-deletion screen. We may need to verify your identity and authority before acting. When we carry out an account-deletion request, we disconnect its live data integrations, remove the stored credentials used for those connections, stop further syncing through them and remove the account’s personal data from active systems, except information reasonably needed for legal obligations, security or resolving disputes.

Account deletion and deletion of an organisation’s workspace records are separate requests. Records supplied or retained by another authorised workspace user may require review with that workspace’s host. Copies may remain in backups and service logs after active records are removed; deletion from active systems does not mean every retained copy is immediately erased. Contact us for details relevant to your request. Deleting Realm records does not delete the original contacts or events in your Google or Microsoft account.

Your choices and privacy rights

You do not need a Realm account to ask about information held about you. Contact the host who supplied your details or email us to request access, correction or removal, or to raise an objection to a particular use. Include enough context to locate the record, such as the workspace or host and the contact identifier, without sending unnecessary sensitive information.

Depending on your location and applicable law, you may have rights to access, correct, erase or obtain a portable copy of your information, restrict or object to processing, and withdraw consent where processing relies on it. These rights have conditions and exceptions. You may also complain to your local data-protection authority. If an organisation controls the workspace in question, we may need to coordinate your request with it. Tell us if you want to stop future contact as well as remove a record so that the request can be addressed with the host.

Updates and contact

We may update this policy as the service or its data handling changes. The date above identifies the latest revision. Contact Within Realm at thomas@withinrealm.org with questions, requests or concerns.