Privacy Policy
This Privacy Policy describes how Black Gold Analytics LLC (“Black Gold Analytics,” “we,” “us,” or “our”) collects, uses, and protects information in connection with our web-based oil and gas well management and analytics platform (the “Service”). The Service is a business tool provided to organizations (our “Customers”) and their authorized users. By using the Service, you agree to the practices described in this policy.
1. Information We Collect
Account information
When an organization administrator creates a user account, we collect the user's name, email address, assigned role, and organization affiliation. We also store authentication credentials (passwords are stored only as salted cryptographic hashes) and login activity records (email, IP address, time, and outcome of sign-in attempts) for security auditing.
Business and financial data
Customers upload or import operational and financial records into the Service, including well information, production data, revenue and expense statements, ownership interests, and related documents (PDF, Excel, and CSV files). This data belongs to the Customer; we process it solely to provide the Service.
Gmail data (optional integration)
Users may optionally connect a Gmail account to automatically import report attachments. If you connect Gmail:
- We access only messages that match import rules you define (sender, subject, keyword, and date filters).
- We retrieve matching messages' subject line, sender address, body text, and file attachments in supported formats (PDF, Excel, CSV).
- We store the attachment files you import, and a record of each processed message (subject and sender) so the same message is not imported twice.
- We store the OAuth refresh token needed to maintain the connection, encrypted at rest. It is never displayed to any user or administrator.
- If your rule enables it, we mark imported messages as read in your mailbox. We make no other changes to your mailbox, and we never send email on your behalf.
- You can disconnect Gmail at any time from your Settings page, which deletes the stored token. Your organization's administrator or our staff may also remove the connection (for example, when offboarding), which likewise revokes our access with Google.
Usage and technical information
We collect service telemetry needed to operate and bill for the Service, including counts of automated processing requests attributable to your organization, application logs, and session cookies required for sign-in. We do not use advertising cookies or third-party tracking.
2. How We Use Information
- To provide, maintain, secure, and improve the Service;
- To extract structured data from documents and emails you submit for import (see Section 3);
- To authenticate users and protect against unauthorized access;
- To calculate usage for billing purposes;
- To communicate with you about your account (e.g., registration and notification emails);
- To comply with legal obligations.
We do not sell personal information, and we do not use your data for advertising.
3. Automated Document Processing (AI)
To convert uploaded statements and imported email content into structured records, the Service sends the text content of those documents and emails to OpenAI, our machine-learning service provider, for extraction. Per our service agreement with OpenAI, data submitted through its business API is not used to train OpenAI's models. All AI-extracted records are placed in a review queue in your organization's workspace for human confirmation before they become part of your reports.
4. Service Providers (Subprocessors)
| Provider | Purpose |
|---|---|
| Microsoft Azure | Application hosting, database, and file storage |
| OpenAI | Automated data extraction from documents and imported email content |
| Google (Gmail API) | Optional email import integration, at your direction |
| Email delivery provider | Account and notification emails |
Each provider processes data only as needed to perform its function for us and is bound by contractual confidentiality and data protection obligations.
5. Data Security
We use industry-standard safeguards, including encryption of data in transit (TLS), encryption of sensitive credentials at rest (including Gmail OAuth tokens), hashed passwords, role-based access controls, tenant isolation between organizations, and audit logging of privileged administrative actions. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.
6. Data Retention and Deletion
We retain Customer data for as long as the Customer's account is active or as needed to provide the Service. Customers may delete records, files, and user accounts through the Service. When an organization's account is terminated, we delete or de-identify its data within a commercially reasonable period, except where retention is required for legal, billing, or security purposes. Disconnecting Gmail immediately deletes the stored access token; previously imported files remain in your organization's workspace until deleted.
7. Your Rights and Choices
Depending on your state of residence, you may have rights to access, correct, delete, or obtain a copy of your personal information. Because we process most data on behalf of our business Customers, requests from an organization's users may be fulfilled in coordination with that organization's administrator. To exercise any right, contact us at the address below. We will not discriminate against you for exercising your rights.
8. Children's Privacy
The Service is a business application not directed to children under 13, and we do not knowingly collect personal information from children.
9. Changes to This Policy
We may update this policy from time to time. We will post the revised version here with an updated date and, for material changes, notify Customers through the Service or by email.
10. Contact Us
BlackGold Analytics LLC
2811 Lost Field Ln, Richmond, TX 77406
Email: admin@BlackGoldAnalytics.com