Biker Nation Automation Privacy Disclosure

This disclosure covers Biker Nation's internal Google-connected automation for motorcycle news, internet event discovery, direct promoter email requests, and event image review. It supplements our store customer privacy policy. Google account connections are intended for authorized Biker Nation operators.

Information we access and its purpose

Gmail. The email-intake workflow searches the connected operator's mailbox for messages matching configured subject and sender checks. It reads message identifiers, subjects, sender information, message text and HTML, and image attachments or linked images. Requests can include contact names, email addresses, event descriptions, dates, venue addresses and flyers. The workflow labels processed threads and records message identifiers to reduce duplicate processing. The requested Gmail permission is broader than these specific operations.

Drive and Sheets. A Drive JSON queue stores news details, source links, processing states, errors and Shopify record identifiers between runs. An image-review spreadsheet stores event details, source and image URLs, Shopify image identifiers, review decisions, permission or license evidence, notes and timestamps. The requested permissions are broader than these individual files.

Account and operational information. The connection requests the operator's primary Google email address. Authorized diagnostic tooling accesses Apps Script project, deployment and execution metadata. Permissions also support operational email, scheduled processing, external-service requests and the review interface. Scheduled work can continue without a browser being open.

Sharing and service providers

Google hosts the Apps Script automation, Gmail messages, Drive queue, Sheets records and execution logs. Logs can contain parsed submissions, including contact names and email addresses, event details, URLs, identifiers and errors. Operational digests and notifications go to the owner; event-discovery digests can fall back to the active Google user's email address when no recipient is configured. The owner is the sole human operator of these automation resources and the Shopify store. Service providers process information through their services; some event content and files are public as described below.

Shopify receives event details and images for event records and news content for draft articles. Event content and images can become public when published or activated. Uploaded files may be accessible through their hosting URLs before publication. Dedicated contact-name and email fields are not explicitly mapped into Shopify event fields by the reviewed intake workflow, but descriptions, flyers and other submitted content can contain personal information.

The U.S. Census geocoder receives event addresses to obtain coordinates. TimeAPI.io receives coordinates to determine time zones. Source websites and image hosts receive requests when the automation retrieves pages or images.

Google's Gemini API processes news and event research, article writing, image research, social-copy preparation and related source material. Some research uses Google Search grounding. Email intake has no direct Gemini call, but later event-image research can include information from an existing event record, including descriptions and other details originally received by email. We therefore do not promise that Gemini receives only public information.

The automation uses paid Gemini API services. Under Google's paid-service terms, prompts and responses are not used to improve Google's products, but limited safety logging remains. Search grounding separately retains prompts, contextual information and output for 30 days for grounding operations, debugging and testing. These terms do not mean zero retention or no human access. See the Gemini API terms for provider handling.

Storage and retention

Working data is stored in Gmail, Drive, Sheets, Shopify, Apps Script Properties, caches and execution logs. Properties also hold configuration, service credentials, processing history and location lookup caches. Local execution credentials and operational backups are stored on the owner's computer.

The owner permanently deletes submission emails in Gmail. No fixed email deletion interval is promised. Other records are removed as needed without a regular deletion schedule. Some processing histories and caches have entry-count or temporary limits; these are not general time-based deletion guarantees. Records can remain until the owner removes them or provider retention rules apply. Copies can remain in backups, sent operational emails, public caches and provider systems. Deleting an email does not delete copies in those other locations.

Access, correction, removal and revocation

For access, correction, deletion or privacy questions, contact scottc@usridernews.com. The owner monitors this mailbox and handles requests. Identify the event or record involved without sending passwords, tokens or other secrets.

The owner reviews each request, identifies related records, and removes or corrects information where appropriate, accounting for pending processing, backups and provider limits. Some copies may require separate action or may not be directly removable by the owner. We do not promise a fixed completion deadline or immediate erasure from every provider system or public cache.

The connected operator can remove the app's access through Google Account connections. Revocation prevents further use of that authorization and can interrupt scheduled work. It does not delete existing messages, queues, spreadsheets, Shopify content, logs or backups. Other authorizations and integrations may require separate removal.

Google data-use commitment

Biker Nation's use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including its Limited Use requirements. Google user data is used to provide and support the workflows described here, not for sale or advertising targeting.