Gmail AI Assistant Privacy Policy

This privacy policy explains the types of data collected by the AI Assistant plugin for Gmail and how your personal data is used. By installing and using this Google Workspace Marketplace Plugin, you agree to the terms outlined in this privacy policy.

Data We Collect and Use

Personal Data

We collect personal information to provide and improve the functionality of the AI Assistant plugin. This includes:

  • Email Address, Full Name, and Photo URL: Collected through Google account OAuth authentication to identify and personalize your experience.
  • Primary Google Account Email Address: Accessed to link the plugin functionality to your account.

We do not access or store your Google passwords. All OAuth-secured data resides within your Google account, except for necessary identification information like your name and email, which we securely store.

Technical Data

This includes your browser type and version, time zone, country, language, device information, and operating system. These details help us optimize the plugin’s performance.

Usage Data

We collect usage logs to analyze user interactions with the plugin, improve performance, and troubleshoot issues. This includes detailed logs of actions taken within the plugin.

Generated Content and Drafts

The AI Assistant generates email responses using your input and your company’s knowledge base. Drafts created by the plugin are stored in your Gmail account and accessed only when you interact with the add-on.

Permissions We Request

To operate, the AI Assistant plugin requires specific permissions in Gmail. These are:

  • Manage drafts and send emails when you interact with the add-on: To create and send AI-generated email drafts on your behalf.
  • Run as a Gmail add-on: To integrate directly within your Gmail interface.
  • Connect to an external service: To process email content with external AI services.
  • View your country, language, and timezone: To localize responses and ensure relevance.
  • See your primary Google Account email address: To identify and associate your account.
  • See your personal information, including any publicly available personal info: To personalize the plugin experience and ensure secure identification.

How We Use Your Data

  • Email Draft Generation: The plugin processes email content, generates responses, and creates drafts for your review in Gmail.
  • Product Functionality: Personal data such as your email and preferences are used to personalize your plugin experience.
  • Improvements and Troubleshooting: Logs and technical data help us improve the plugin and resolve any issues you encounter.
  • Communication: We use your email to provide product updates and notify you about changes or issues.

Google User Data Handling

The AI Assistant plugin adheres to Google’s best practices for secure enterprise applications:

  • Data is accessed only within the scope of your active Gmail session and as explicitly permitted by you.
  • We never access or use data outside the plugin’s defined functionality.

Google API Scopes

The following Google API scopes are used:

  • Manage Drafts and Emails: To create and send emails on your behalf.
  • Connect to External Services: To process email content with AI.
  • Run as Gmail Add-on: To integrate seamlessly within Gmail.

We use these permissions strictly for their intended purposes. No additional or unauthorized data processing occurs.

Data Security

We are committed to protecting your personal information and ensuring the security of data collected through the Gmail AI Assistant plugin. To safeguard your information against unauthorized access, alteration, disclosure, or destruction, we implement industry-standard security measures and continually enhance our practices to stay ahead of evolving threats.

Our systems are designed with secure data transmission protocols, including Secure Socket Layer (SSL) encryption, to protect your data as it travels between your device and our servers. We also employ advanced encryption methods to secure sensitive data both in transit and at rest, ensuring that your information remains confidential at all times.

Access to user data is strictly controlled and limited to authorized personnel who require it to perform their roles effectively. These individuals are bound by confidentiality agreements and are regularly trained on the importance of privacy and data security. Furthermore, we enforce robust authentication measures, such as OAuth 2.0, to ensure secure access to your Gmail account and related data.

Our servers are hosted in secure facilities that meet rigorous physical and technological security standards. These facilities are monitored continuously, and access is restricted to authorized personnel. We use firewalls, intrusion detection systems, and real-time monitoring to protect against unauthorized access or potential security breaches.

Activity logs are maintained to track system operations, allowing us to monitor for suspicious activity and respond promptly to potential risks. In the event of a detected threat or vulnerability, we act swiftly to investigate and mitigate any impact on user data.

While we implement robust security measures, it is also essential for users to practice good security hygiene. We encourage you to protect your Google account by using strong, unique passwords and enabling two-factor authentication. If you suspect any unauthorized activity related to our plugin, please report it to us immediately.

If a data breach involving your personal information occurs, we are committed to taking immediate action. We will notify affected users promptly and comply with all applicable legal requirements regarding breach notification. Your trust is important to us, and we strive to be transparent and proactive in addressing any security concerns.

For questions or concerns about our data security practices, please contact our support team. We are here to ensure that your information is handled responsibly and securely at all times.

Data Retention and Deletion

We retain your personal information for as long as necessary to provide and improve the tool, ensuring its seamless operation and fulfilling the purposes outlined in this privacy policy. During your active use of the plugin, your data will be maintained securely to enable features such as draft generation and AI-assisted email responses.

If you stop using the plugin or uninstall it, your data will no longer be actively processed. Upon cessation of usage, we will securely delete your personal information within a reasonable time frame, ensuring compliance with applicable legal and regulatory requirements. Any data retained temporarily for operational reasons will also be removed once it is no longer needed.

We respect your right to control your personal information. At any time, you may request that we delete your data by contacting us. Once we verify your request, we will erase your information from our systems promptly, except where retention is required to comply with legal obligations, resolve disputes, or enforce agreements.

Certain non-personal or anonymized data may be retained for analytics and to improve the plugin’s functionality. This data does not include any information that can identify you or associate your actions with your account. We are committed to ensuring that all retained data is managed securely and used responsibly.

For audit and troubleshooting purposes, activity logs and error reports may be maintained temporarily to help us investigate and resolve issues. These logs are handled in compliance with data protection standards and are securely erased when no longer necessary.

Your Rights

If you are located in the EU or another jurisdiction with data protection regulations, you have the following rights:

  • Access: Request access to your data.
  • Correction: Request correction of inaccurate or incomplete data.
  • Deletion: Request deletion of your data.
  • Objection: Object to the processing of your data.
  • Portability: Request a copy of your data in a portable format.

To exercise these rights, please contact us at info@appsrecord.com.

Changes to the Privacy Policy

We may update this policy from time to time. Material changes will be communicated via email. For minor updates, please review the privacy policy on our website.