Privacy Policy

This policy describes information handled through the Wooten Oil Customer Portal, including its administration features and connected services. Wooten Oil Co Inc. operates the portal.

1. Information used by the portal

• Account information: customer numbers, names, business and contact details, account status, and records imported from our business systems.
• Business records: balances, invoices, payments, statements, fleet card details, and transaction records, including dates, fuel quantities, merchants, and available amounts.
• Information you submit: fuel requests, account applications, messages, uploaded files, and notification preferences.
• Operational information: sign-in and administrative activity, synchronization results, and device notification subscriptions used to operate and protect the portal.

2. How information is used

We use portal information to provide account access, display business records, process requests and payments, prepare statements, communicate with customers, troubleshoot issues, and protect accounts. Account information is synchronized from business systems, so changes may not appear immediately.

3. Google and Gmail data

When an authorized administrator connects a company Google mailbox, the portal requests read-only Gmail access. This permission can read mailbox messages; the customer-notification synchronization feature searches sent messages.

The synchronization reads message identifiers, dates, recipient addresses, subjects, message bodies, and available attachments. It matches recipient addresses against customer email addresses in the portal. Matching content and attachments are stored as notifications associated with matching customer accounts. If the same email address is linked to more than one account, a matching communication may appear in each linked account.

Google authorization tokens are retained on the server to allow background access until the connection is revoked or otherwise becomes invalid. Customers do not have to authorize access to their personal Gmail accounts for this company-mailbox integration.

Gmail data is used for the described communication feature. It is not used for advertising, sold to data brokers, used to determine creditworthiness, or used to train general-purpose AI models. Access by people is limited to the authorized communication feature and permitted support, security, and legal purposes.

Wooten Oil Customer Portal’s use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

4. Storage and sharing

Portal records and files are processed using hosting, database, and file-storage services, including Cloudflare. Connected providers support features such as Google mailbox access, payment processing, and email, SMS, or device notification delivery. Information needed for a feature is handled by the providers involved in delivering it.

Customer communications and account records are made available to the associated account users and authorized Wooten Oil personnel. We may disclose information when required by law or necessary to investigate misuse or protect the service. Google-derived information remains subject to the Limited Use restrictions described above.

5. Payments and notifications

Online payments involve a payment processor. The portal retains payment status and transaction records needed for account service; the processor also handles information according to its own privacy terms. Notification delivery may involve the contact details, message content, document links, or device subscription information needed for the selected channel.

6. Browser storage and security

The portal uses browser storage and session information for features such as sign-in, preferences, and device notifications. Server authorization and account access controls restrict access to protected features. No online service can guarantee complete security. Please keep your credentials private and report suspected unauthorized access.

7. Retention and deletion requests

We retain information as needed to provide account services, maintain business records, resolve disputes, and meet applicable obligations. Retention depends on the record and its purpose; this policy does not promise a fixed deletion deadline.

You may request access, correction, or deletion by contacting us below. We may verify your identity and retain records that are still needed for legitimate business or legal purposes. An authorized mailbox administrator may also request removal of the Gmail connection and stored Gmail-derived records.

Google account access can be revoked through Google Account connections. Revocation prevents future authorized access but does not automatically delete copies previously stored in the portal. Contact us to request deletion of those copies.

8. Your choices

You can manage available device-notification preferences in the portal or device settings. Contact us to update contact details or communication preferences. Certain account records are maintained in our business system and require staff assistance to correct.

9. Policy updates and contact

We may update this policy when the portal or its data practices change. The revision date is shown above. Material changes to Google data use will be disclosed and additional consent obtained when required.