Mailroom privacy policy

Google data access

Mailroom requests only https://www.googleapis.com/auth/gmail.readonly. This allows it to read messages, threads, labels, message metadata and attachments in mailboxes you authorise.

It uses that data to search mail, retrieve conversations and attachments, and produce mailbox reports. It cannot send, modify or delete mail.

Google handles authorisation. Mailroom receives access and refresh tokens: private credentials that let it make authorised requests without receiving your Google password.

Sharing and use

Mailroom returns requested data to assistants explicitly granted access by its owner. This can include sender and recipient addresses, subjects, message bodies, attachment contents and mailbox statistics.

The connected assistant's provider receives those results. Its own privacy terms, retention rules and account settings apply. The owner must select providers and settings that comply with Google’s Limited Use requirements. This includes prohibiting use of Google user data to train general-purpose AI models. Provider terms do not override these requirements.

Mailroom does not sell Google user data or use it for advertising. Mailroom uses data only to provide the requested personal email features.

Mailroom'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. APIs are the interfaces Mailroom uses to request data from Google.

Storage and retention

The Mailroom installation stores mailbox configuration, permissions for connected assistants, encrypted Google refresh tokens and an audit log on its owner's infrastructure.

The audit log records request times, clients, mailboxes, tools, search queries, message identifiers and outcomes. It does not record message bodies or attachment contents. Search queries can still contain personal information.

Mailroom retrieves email content to process requests; it does not maintain a persistent copy of the mailbox. Connected assistants may retain results separately.

Configuration and credentials remain until removed by the owner. Audit records have no automatic expiry and remain until the owner removes them. Backups may retain earlier copies until those backups are deleted.

Protection and limits

Google refresh tokens are encrypted at rest. Each assistant has a separate private credential and permission to read specific mailboxes. These controls do not guarantee that every sensitive message will be withheld.

Message filtering is approximate. Binary attachments such as PDFs and images may be returned without their contents being scanned. Only connect mailboxes you are comfortable making available to the chosen assistant.

Disconnect and delete

You can revoke Mailroom's access through your Google Account connections. This stops future authorised access; it does not erase results already held by an assistant.

Contact Dan to remove a connected mailbox, its stored credentials or associated audit records from his installation. Deleting records from an assistant requires that provider's controls or support process.

If you operate a separate installation, its storage and backups are under your control. Remove the mailbox locally and revoke its Google connection when disconnecting it.

This website

These Mailroom information pages do not connect to Gmail or collect mailbox content. They do not load analytics scripts. The website host may process ordinary request information, such as IP addresses, to serve and protect the pages.

Other pages on danjohnson.au have their own website data practices, described in the site privacy policy.

Policy changes

Changes will be published here with an updated effective date. Contact Dan at dan@danjohnson.au with privacy questions or requests.