GDPR¶
For the technical security model — authentication, permissions, network paths — see Technical.
What is done with personal data¶
Email content selected by the user in Outlook is copied into the customer's own Lime CRM application, where it is stored and displayed on the created record.
Why personal data is needed¶
Emails frequently contain personal data — sender, recipients, body text. Storing that data in Lime CRM is the whole point of the add-in: it lets users keep a record of customer correspondence alongside other CRM data.
What personal data¶
When an email is saved, the following can be stored in Lime CRM:
- Sender and recipient names and email addresses
- Email subject and body, including any personal data inside it
- Attachments, which may contain any kind of data depending on the email
- A full
.emlcopy of the email, if the user keeps it - Optionally, the raw email headers
Which of these are stored is controlled by the administrator — see Possible avoidance.
Where the data is stored¶
In the customer's own Lime CRM application. The saved record itself is an ordinary record, subject to the same access rules, audit and retention as any other data in the solution.
Before that record exists, the add-in also creates intermediate copies in the customer's Lime CRM file storage: a JSON copy of the full parsed email (used to pre-fill the save form) and the attachment files themselves. Both are created as soon as the user clicks Save in CRM in Outlook — before they have chosen what to keep. If the record is saved, the kept attachments are additionally linked as Document records; anything unticked, and anything saved when the chosen limetype has no Document relation, remains in file storage as an unlinked file rather than being removed immediately. Lime CRM's platform-level file cleanup removes unlinked files automatically — the daily job deletes anything older than 30 days, regardless of which package created it.
Authentication tokens are the only thing the add-in stores outside Lime CRM's own storage — on the user's own device, containing no email content.
Transfer of personal data¶
No email data is transferred to third parties. Email content moves directly from the user's Outlook (Microsoft 365) to the customer's own Lime CRM instance, and the add-in's Content Security Policy restricts outbound data connections (connect-src) to the Lime CRM instance itself. The task pane does load a few static assets — a UI library from unpkg.com, styling from Microsoft — at page load, which exposes standard request metadata (such as IP address) to those hosts; see Technical.
Logging of personal data¶
The Lime CRM instance logs exceptions and request metadata. Email body and attachment content are not logged. Log retention follows the standard Lime CRM policy for the hosting environment.
Possible avoidance of using personal data¶
The add-in is voluntary — users decide which emails to save, one at a time. There is no automatic capture.
Administrators can reduce the personal data stored by leaving mappings empty in Configuration:
- From (Sender) — don't link the email to a Person record.
- Body — don't store the email content itself.
- Headers — don't store routing metadata.
Users can additionally untick attachments and the .eml file before creating the record; this controls which files are linked as Document records, but all attachment content has already been uploaded while preparing the form.
Erasure¶
A saved email is an ordinary Lime CRM record. Deleting it removes the record and any Document records linked to it through the solution's normal deletion process.
It does not immediately remove the intermediate JSON copy or unlinked attachment files described under Where the data is stored, since those aren't linked to the record — but Lime CRM's platform-level cleanup removes any unlinked file within 30 days regardless. It also does not clear the "already saved" marker on the Outlook message — see Import tracking.