This policy describes information handled by the Wolf Media Marketing Department video-workflow dashboard. Wolf Media operates this service for its team and authorized collaborators.
Information the dashboard handles
- Account information: names, email addresses, team roles, account identifiers and verification status. With Google sign-in, we receive your Google account identifier, verified email and basic profile information used to identify your account. We do not receive your Google password.
- Production records: client and project names, scripts, asset uploads and links, editing preferences, video submissions, deadlines, revision feedback, status changes and delivery history.
- Team administration: editor capacity, allocation profiles, leave dates and reasons entered by operations, and administrator action records.
- Security and delivery records: sessions, short-lived authorization challenges, request-rate controls, notification recipients, message contents and email delivery status. Hosting providers may also process technical request and error logs.
Why information is used
We use this information to authenticate users, enforce team permissions, allocate and track work, handle reviews and revisions, manage leave and capacity, produce operational reports, send service notifications and investigate technical or security problems.
Google sign-in and Gmail sending access
Ordinary Google sign-in requests identity information. It does not request inbox-reading permission.
The notification-mailbox connection is separate. An authorized head initiates it and the designated mailbox owner approves sending access. The app requests the Gmail sending scope to deliver assignment notifications, review notifications, welcome messages, account verification and password-reset emails. It does not use this connection to read incoming messages, search the inbox, manage labels or delete Gmail messages.
The notification mailbox’s authorization credential is stored encrypted on the server so service emails can be sent without keeping a browser open. It is not exposed in the dashboard or shared with other team members. Notification contents and recipients are submitted to Google to deliver the email.
Information obtained through Google services is used for these disclosed app functions. We do not sell Google user data, use it for advertising, or use it to train generalized AI or machine-learning models. Our handling of Google API information follows the Google API Services User Data Policy and the Google Workspace API user data rules, including their Limited Use requirements.
Who can access information
Editors see their own assigned work, with task materials unlocked when editing starts. Marketers see their own requests and submissions for review. Operations and Marketing Heads have broader operational access. Editing Heads have read-only access to editor allotments and deliverables.
Relevant details are shared with the intended recipients of service emails. For example, review notifications go to the requesting marketer with Operations copied. Only upload or enter client material you are authorized to share with this team.
The app uses Google for identity and Gmail delivery, and hosting and storage infrastructure provided through OpenAI Sites and Cloudflare. These providers process information needed to operate their services. We do not add advertising trackers to the dashboard. Links to externally hosted assets or videos open the chosen provider’s service, where that provider’s policies apply.
Storage, cookies and security
The app stores operational records in a server database and uploaded assets in server object storage. Session and security cookies support authentication and OAuth connections. App passwords are stored as password hashes; the connected mailbox’s refresh credential is encrypted. Access controls are checked on the server, and administrator status overrides are recorded.
Retention and deletion
Production records, revision history and audit records are retained for Wolf Media’s operational reporting and accountability. Removing a team member disables their workspace membership but does not automatically erase historical work. The app does not currently apply a fixed automatic deletion period to production records.
Contact ashhar.a@wolfmediamarketing.com to request access, correction or deletion of your information, or deletion of a stored Google connection. We verify the requester’s identity and authority before acting. Some records may need to be retained for legitimate operational or applicable legal requirements; we will explain any applicable limitation when responding.
Removing Google access
You can review or revoke the app’s authorization from your Google Account connections. Revoking the notification mailbox’s access prevents future Gmail API use once its authorization is no longer valid. It does not automatically delete information already held by the dashboard or copies of emails already delivered. Contact support to request removal of stored information.
Updates and contact
We will update this page when the dashboard’s data practices change. The effective date appears above. For privacy or support questions, contact ashhar.a@wolfmediamarketing.com.