Privacy Policy
Effective May 29, 2026 · CO's Mail Merge is an internal Google Workspace add-on built and maintained by Campus Outreach IT for staff of Campus Outreach (campusoutreach.org).
Who this applies to
This policy covers the CO's Mail Merge add-on for Google Docs. The add-on is distributed privately and restricted to users in the campusoutreach.org Google Workspace organization.
What the add-on does with your data
When you run a merge, the add-on, acting on your behalf and within your own Google account:
- Reads the column headers and rows of the Google Sheet you select as your data source.
- Reads the contents of the Google Doc you have open, to use it as the template.
- Creates new Google Docs (copies of your template with fields filled in) in the Drive folder you choose.
- Stores a small set of preferences — the spreadsheet, tab, folder, and options you last used — attached to your template document, so the add-on remembers them next time.
All of this happens inside Google's infrastructure under your Google identity. None of this content is transmitted to, stored by, or visible to Campus Outreach IT or any outside service.
Permissions the add-on requests, and why
| Permission | Why it's needed |
|---|---|
| See, edit, create, and delete your Google Docs documents | To read your open template and create the merged document copies. |
| See, edit, create, and delete your Google Sheets spreadsheets | To read the data from the spreadsheet you choose as your source. |
| See, edit, create, and delete your Google Drive files | To copy your template and save the output into the folder you select. |
| Display and run third-party web content in dialogs and sidebars | To show the add-on's sidebar and the Google file picker. |
| Send email as you | Only used if you turn on "Email me when the merge finishes," to send a summary to your own address. If you leave it off, no email is ever sent. |
These permissions are granted by Google's standard OAuth consent screen and can be reviewed or revoked at any time at your Google Account permissions page.
Data we collect and store
Campus Outreach collects and stores no personal data through this add-on. The only data the add-on writes is the small preferences file described above, which lives in your own Google account (attached to your document), not on any Campus Outreach system.
Third parties and external services
The add-on makes no calls to external servers. The only external resource it loads is
Google's own file picker library (apis.google.com), provided by Google. Your
content is never shared with any third party.
Use of Google user data
CO's Mail Merge's use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. The add-on uses Google user data solely to provide the document-merge feature described here and for no other purpose.
Data retention and deletion
The add-on does not retain your document or spreadsheet content after a merge completes. The saved preferences remain attached to your template document until you change them or remove the add-on; removing the add-on or deleting the document removes them.
Changes to this policy
If this policy changes, the updated version will be posted on this page with a new effective date.
Contact
Questions about this policy or the add-on: Campus Outreach IT, ithelp@campusoutreach.org.