Who operates the workspace
Apex Internal is the private staff workspace operated by Apex Extraction Ltd, based in Preston, Lancashire. For questions about the workspace or its data, contact apexextractionltd@gmail.com.
Google Drive access and purpose
An Administrator connects the company Google account to the workspace using Google’s sign-in and permission screen. Google grants the application permission to view and manage files in that account. Within the application, client operations are checked against the configured Jobs folder and its client folders. The application does not provide staff with a permanent-delete or Drive-sharing function.
The connection lets authorised staff view and update client records, create client folders and their standard subfolders, record surveys and repeat visits, upload photographs, and produce work reports and certificates. It reads folder names, file identifiers, metadata and the contents needed for those functions. Technicians sign into WordPress individually; they do not receive the Google account password or connection credentials.
Google Calendar access and purpose
An Administrator may also connect Google Calendar to schedule Apex jobs. Google grants permission to read the account’s calendar list and manage events on calendars the account owns. Within Apex Internal, synchronisation is limited to its marked job entries in the calendar selected by the Administrator. Job names, dates, start times, planned durations, assigned staff names and a staff sign-in link may be included in those entries. Existing Google Calendar sharing permissions determine who can see them.
When two-way synchronisation is enabled, changing the date, time or duration of a linked Google event can update the Apex diary record. Conflicting simultaneous changes are held for Administrator review. Completed work remains locked, and deleting a Calendar event does not delete the Apex job. The integration sends no attendee invitations and does not copy site access/security notes, photographs or cleaning evidence into Calendar events. WordPress retains event references and small synchronisation indexes; Google processes the Calendar entries and authentication requests.
Calendar synchronisation can be disabled in the Apex Calendar settings. This does not erase existing Calendar entries or work records. The account owner can revoke the application’s Google access in Google Account settings.
What is stored and where
Client details, survey and job records, photographs and generated PDFs are stored in the connected Google Drive. These records may include business contact details, addresses, site access information, extraction system observations, staff attribution, dates, photographs and recorded work.
WordPress on IONOS stores staff accounts, permissions, encrypted Google connection credentials, file identifiers, ownership and assignment indexes, and temporary planning information. Earlier WordPress records remain until explicitly migrated or removed. Data passes through the website server when records are read, saved, or uploaded; photographs and PDFs are not added to the public WordPress media library by this application. Hosting backups may include the information retained in WordPress.
Unsaved drafts and pending photographs may be retained in the browser on the staff member’s device to support interrupted connections. Staff should use their own authorised devices and protect those devices against unauthorised access.
Access and sharing
Access through the workspace depends on each staff account’s permissions and job assignments. Existing permissions on Google Drive also apply when files are opened directly in Drive. The application does not automatically make client files public or change their sharing permissions.
Google processes the stored Drive data and authentication requests, and IONOS hosts the WordPress service. The workspace also loads its typefaces from Google Fonts. This integration does not send Drive content to advertising services or AI training services, and does not sell Google user data. Any sharing of reports or records outside the workspace remains a separate action by authorised Apex staff.
Retention, disconnection and requests
The application does not automatically delete completed records or their amendment history. Records remain in the company’s storage until Apex arranges their removal in accordance with its business and record-keeping requirements. Contact Apex for access, correction or deletion requests concerning your information.
An Administrator can disconnect the Drive connection in WordPress; this removes the locally stored connection credentials and tokens without deleting the files in Drive. The Google account owner can also revoke the application’s access in their Google Account settings. Disconnecting does not erase existing client records, staff accounts, backups or unsent drafts on staff devices.
Google API data policy
Apex Internal’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.
This notice should be reviewed when the workspace’s processing or connected services change.