Privacy Policy

4.1 What we ask Google for

ATLASS OS asks Google for the following permissions, shown to you word for word on Google's consent screen. Google's own description of each is quoted below.

• https://www.googleapis.com/auth/gmail.readonly Google describes it as: “View your email messages and settings.” We use it for: Reading incoming mail so it can be filed to the right customer.
• https://www.googleapis.com/auth/gmail.modify Google describes it as: “Read, compose, and send emails from your Gmail account. This scope does not allow immediate, permanent deletion.” We use it for: Labelling the mail it has taken in, moving a message you choose out of Spam, and sending your own documents from your own address.

We ask for nothing else from your Google account. In particular we do not ask to permanently delete mail, to see your contacts, calendar or files, or for your profile.

4.2 What we use it for

We use the access only to provide these features, each of which is visible in ATLASS OS when you use it:

• Filing your incoming mail: each message appears in the business's inbox and on the timeline of the matching customer or contact. Once automatic import is enabled for your business (today, on request), new mail is imported about every two minutes from the moment it is switched on. You can also run a history import over a date range you choose, or with no dates at all to work through the whole mailbox.
• Labelling: we create two labels in your mailbox and tag each message we import with one of them, so you can see in Gmail what ATLASS OS has taken in.
• Spam Recovery: when you ask, we list the sender, subject and date of messages in your Spam folder, mark the ones that match a known customer, contact or vendor, and move a message to your Inbox only when you press Recover.
• Sending: where your business has switched on sending through Gmail (today, on request), every email ATLASS OS sends on the business's behalf goes out from your Gmail address. That covers invoices, estimates and other documents; payment reminders; marketing and follow-up campaigns and outreach; team invitations; notifications to you (new leads, text-message attachments, call summaries and voicemails); bank-reconciliation reports; and the verification and notice emails sent to people you share documents with. It includes emails sent on a schedule your business configured, such as follow-up sequences and reminders. With sending switched off, none of these use your mailbox.
• Checking the connection: we ask Google which mailbox a sign-in opens, so a sign-in for one mailbox can never be saved as another.

The automatic import skips Spam, Trash, Promotions and Social mail and follows the allow and deny rules the owner sets by sender or domain; a message a rule excludes is read only long enough to apply the rule and is then discarded without being stored. A history import you start applies no sender rules and does not skip Promotions or Social mail; Gmail itself leaves Spam and Trash out of the list it returns.

4.3 What we store

• From the automatic import, for each message: the sender, the subject, the date, Google's message and thread identifiers, and a short excerpt of the plain text (up to the first 1,000 characters). It does not store the recipients or the HTML.
• From a history import you start, for each message: the sender and recipients, the subject, the date, Google's identifiers, the label identifiers, the names and types of any attachments, and the full text and HTML of the message. Attachments themselves are never downloaded.
• For each message we send from your address: the recipient, your address and Google's message identifier, in the business's audit log. The subject and body are deliberately not copied there.
• Your Google sign-in credentials (an access token and a refresh token), the mailbox address, the permissions granted and their expiry. The tokens are encrypted before they are stored.
• Everything above is stored under the one business account that connected the mailbox, and every read and write of it is limited to that business.

4.4 How we protect it

Google sign-in credentials are encrypted with AES-256-GCM before they are stored, and the service refuses to read or write them if the encryption key is missing. Traffic between your browser, our service and Google is encrypted in transit. Each business's records are kept separate from every other business's records, and changes to connections are written to an append-only audit log that never contains a token.

4.5 Who we share it with

We do not sell Google user data, we do not transfer it to advertising platforms, data brokers or information resellers, and we do not use it to show advertisements.

The infrastructure providers that host our application and database store the data on our behalf; they may not use it for their own purposes. Beyond that we disclose Google user data to others only (a) to answer a request a user of your business makes of an AI feature, exactly as 4.6 describes; (b) where the law requires it; (c) where it is needed to investigate abuse or protect the security of the service; or (d) as part of a merger or sale of the business, in which case we will ask for your consent first.

4.6 Artificial intelligence

Mail brought in from Gmail becomes part of your business's inbox and customer timeline, so the AI features of ATLASS OS can read it when a person asks them to. There are three ways, and only these three, in which text that came from Gmail reaches an AI provider or an AI client:

• The in-app assistant. When a user of your business asks the assistant a question whose answer needs your activity records or customer timeline, the assistant reads those records and sends what it read to our AI model providers (the companies whose models run the assistant) so the model can write the answer. For mail that came from Gmail this can include the subject, a short stored excerpt (up to the first 1,000 characters of the plain text) and, for mail brought in by a history import, the whole stored record: sender, recipients, subject, date, the full text and the HTML.
• A connected AI client. If a user of your business connects an AI client to their ATLASS OS account and that client asks for the business's inbox, it receives the inbox messages, including the stored excerpt of mail that came from Gmail. That transfer goes to the client your business chose, at the request of your user.
• Background classification. A separate background pass can send a record's subject or excerpt to our AI model provider to tag the people and topics it mentions, but it works only on records queued for it, and the Gmail importers do not queue the records they write.

These transfers happen to provide the answer a user asked for inside the product, and not otherwise: the automatic import, the history import, the labelling, Spam Recovery and sending do not send mail to an AI provider. We do not use Google user data to develop, improve or train artificial intelligence or machine-learning models, and we do not authorize our AI providers to use it to train theirs. These transfers are part of the user-facing features of ATLASS OS and are subject to the Limited Use requirements in 4.9.

4.7 Who can read your messages

ATLASS OS staff do not read the content of your Gmail messages. We will do so only if you ask us for support on a specific message and agree, where it is necessary to investigate abuse or a security problem, or where the law requires it.

4.8 How long we keep it, and how to delete it

• Imported message records are kept for as long as the business's ATLASS OS account is active, because they are part of the business's customer history.
• You can withdraw our access at any time at Google Account permissions (see the link below). From that moment we can no longer read or send; stored credentials become useless to us and Google refuses them.
• You can ask us to disconnect your mailbox. We then delete the stored credentials.
• You can ask us to delete the copies of your mail that we hold. We will do so within 30 days of a request from the business's owner or an administrator, and confirm when it is done.
• To make either request, write to the address in section 10 and say which mailbox and business you mean.

Withdraw access any time: Google Account permissions

4.9 Google API Services User Data Policy

ATLASS OS's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

In practice that means: we use Google user data only to provide or improve the user-facing Gmail features described in 4.2; we transfer it to others only as 4.5 allows, which includes the AI transfers in 4.6 made at a user's request; we do not let people read it except as 4.7 allows; and we do not use it for advertising or to train generalized AI models.