Privacy policy

Smart Assist ("we") is a dashboard that shows your important Gmail messages, summarizes them with AI when you ask, and helps you plan meetings in Google Calendar. It is operated by [Your name or company]. This policy explains what data we access, why, how we store and share it, and how you delete it.

Google user data we access

• Google sign-in (openid, email, profile): your Google account ID, name, email address, and profile picture, to create your Smart Assist account and sign you in. Signing in does not give access to your email.
• Gmail, read only (gmail.readonly): requested separately when you click Add Gmail account. Used to list emails in your Inbox (sender, subject, date, labels such as read/unread and Important), to read the text of an email when it is summarized, and to find a sender's unsubscribe link.
• Gmail, modify (gmail.modify): used only for two actions you start yourself: moving an email to Gmail's Trash after you confirm, and sending a plain-text reply that you wrote. We never permanently delete email, and AI never sends, deletes, or changes email.
• Google Calendar events (calendar.events, optional): requested only when you click Allow Calendar. Used to show your events for the dates you choose, record your Yes / Maybe / No when you answer an invite, and create or delete an event after you review and confirm it.

To show new email without constantly asking Gmail, we may ask Gmail to notify us when your inbox changes. These notifications go through Google Cloud Pub/Sub in our own Google Cloud project and contain only your email address and a change number, never email content. Disconnecting an inbox stops them.

How we use it

Only to provide the features you see in the app. We do not use Google user data for advertising, do not sell it, do not use it to build user profiles for anyone else, and do not use it to develop, improve, or train generalized AI or machine-learning models.

AI processing and sharing

Summaries, to-dos, meeting requests, and Needs attention / Safe to ignore sorting are written by an AI provider: OpenAI or Anthropic, depending on how Smart Assist is configured. Only when you click Summarize, or after you turn on automatic summaries in Settings, we send the provider the sender, subject, date, and up to the first 2,000 characters of each email being summarized, plus the sender and subject of up to 20 emails you sorted yourself or added to-dos from (as hints). When you click Add to To-dos and then Write it with AI on one email, the same details of that one email are sent to write the to-do (or you can type it yourself, and nothing is sent). The provider processes this only to return the result; under their API terms, OpenAI and Anthropic do not use API data to train their models.

We do not share Google user data with anyone else, except: our hosting and database providers that store it for us (the app runs on Vercel Inc. and our database is hosted by Neon, Inc., both on servers in the United States; they process it only to run the app and the database for us), when required by law, or as part of a merger or sale of Smart Assist with notice to you. No person at Smart Assist reads your email unless you ask us to for a specific message, it is needed for security (for example, investigating abuse), or it is required by law.

Payments

Subscriptions on the web are processed by Stripe, Inc. When you subscribe, we send Stripe your email address, an internal account ID, and your account number (it appears on your invoices) so it can bill you; your card details go straight to Stripe and are handled under Stripe's privacy policy. Settings → Account shows your card's brand and last four digits, and Settings → Account shows your billing email, both fetched from Stripe when you open the page and not stored. No Google user data (email content, calendar data) is ever sent to Stripe.

Account notices (a welcome email when you sign up, confirmation when you cancel, price changes, and replies to Help requests) are emailed through Resend, which receives your email address and the notice text only. Each notice names the Google account you sign in with and your account number. We don't send marketing email, and these emails have no tracking.

What we store, and for how long

• Your account: Google account ID, name, email, profile picture, settings, and a 10-digit account number we give you (shown in Settings and on your invoices), until you delete your account. If you sign in with a Google account that is already connected as an inbox to another Smart Assist account, we tell you which account that is (its sign-in email, partly hidden), so you can sign in with the right one.
• Your plan: the date your free trial ends and, if you subscribe on the web, your Stripe customer and subscription IDs, plan status, price, and renewal date, a history of plan changes (subscribed, canceled, resumed, payment failed), and whether we emailed you about a price change (and whether you dismissed its banner). We never receive or store your card number; you type it only on Stripe's page. Kept until you delete your account.
• Connected inboxes: the Gmail address, Google account ID, granted permissions, and OAuth tokens. Tokens are encrypted (AES-256-GCM) and used only to call Google for you. Deleted when you disconnect the inbox or delete your account.
• AI results: for each summarized email, the subject, sender name and address, summary, to-dos, meeting request, and sorting. Deleted automatically after 30 days, or sooner with Delete all AI results.
• Learning history: the sender, subject, and action (for example, marked Safe to ignore) for emails you sorted, deleted, or unsubscribed from, used to sort future emails for you. Deleted after 90 days or when you clear it in Settings. Sender rules and keywords you set stay until you remove them.
• Read marks (emails you opened in Smart Assist): deleted after 30 days.
• Phone app sign-ins: for each iPhone or Android app you sign in to, the platform, when it was signed in and last used, and a scrambled (hashed) copy of its sign-in key, never the key itself. Deleted when you sign out in the app, after 30 days without use, or when you delete your account. The one-time code that passes your sign-in from the phone's browser to the app works once, for 2 minutes, and is deleted within a few hours.
• Saved to-dos: the to-do text, its due date, and the subject and sender of the email it came from (never the email itself), from AI summaries or added by you. Deleted after the number of days you choose in Settings → Privacy (default 30, up to 1 year), or sooner when you delete it, disconnect the inbox, or delete your account.
• Help requests: the topic and message you send from the Help page, and our reply, linked to your account. Emailed to our support inbox through Resend. Deleted after 1 year, or when you delete your account.
• Leaving feedback (optional): if you cancel your subscription or delete your account, you can pick a reason and add a short comment. Email addresses and long numbers are removed from the comment before it's saved. Cancel feedback is linked to your account and deleted with it; delete-account feedback is saved without your name, email, or account number. Both are deleted after 1 year.
• Server logs: event names, internal IDs, counts, and errors, with no email content, subjects, or addresses. Deleted after 14 days.

We do not store full email bodies or attachments. Email lists, email text, and calendar events are fetched from Google when you view them and are not kept.

Your choices and deletion

• Disconnect an inbox (Disconnect on its inbox card, after picking it in the ☰ menu): revokes our access to it and deletes everything stored for it.
• Settings → Privacy → Delete my account: revokes access to every connected inbox, cancels a web subscription right away (and deletes your Stripe customer record), and deletes all your data.
• You can also remove Smart Assist's access at any time in your Google Account permissions.
• To ask what we hold about you, or for deletion help, email [privacy@your-domain.com].

Error and performance monitoring

To find and fix problems, we send error reports and performance timings (which page, how long it took, the type of error) to Sentry, our monitoring provider. Before anything is sent, we remove email addresses, account identifiers, cookies, IP addresses, and any email content, so Sentry never receives your Gmail data or who you are. We don't use session recording.

Who at Smart Assist can see your data

Support staff sign in to a separate admin area with a password and a second factor. They can see your account details (including your account number and the addresses of the inboxes you connected), plan and billing status, and your Help requests, and can extend a trial or give free access (every change is recorded with a reason). They cannot see your emails, AI summaries, or calendar. If fixing a problem needs a specific email, we'll ask you to forward it.

Security

Data is sent over HTTPS, connections to our database are encrypted (TLS), OAuth tokens are encrypted at rest, access to stored data is limited to your own account in every request, and the app asks for the fewest permissions needed, each only when you use the feature that needs it.

Limited Use

Smart Assist'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.

Children

Smart Assist is not intended for children under 13 (or the minimum age in your country) and we do not knowingly collect their data.

Changes and contact

We will update this page and its date when this policy changes, and ask for your consent again before using data in a new way. Questions: [privacy@your-domain.com].