What each Google integration uses, and how to disconnect or delete it.

1. Data used by each integration

2. Limited Use

Kairos Connect's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. This applies to the information we receive and to data we derive from it.

We use Google user data only to provide the user-facing features you switch on. We do not use it for advertising, we do not sell it, we do not use it to determine credit-worthiness, and we do not transfer it to data brokers. We do not use Google user data to train, fine-tune or evaluate AI or machine-learning models.

Our staff do not read the content of your mail, except where you ask us for support and agree to the specific data being viewed, where it is needed for a security investigation (abuse or incidents), or where we must do so to comply with the law.

3. How Gmail content is processed by AI

Some Gmail features send mail content to AI models. This is what is sent, and when:

• Draft reply and translate: the full text of the message you act on is sent to an AI model.
• The assistant: when you ask about your mail, the search results and the text of the messages and threads it retrieves are sent to an AI model. Assistant conversations, including excerpts of retrieved messages, are stored in your workspace history until you delete them or request erasure.
• Features you turn on for a mailbox: needs-reply alerts use the sender, subject and a snippet of each incoming message; the finance inbox uses sender, subject and snippet to classify a message, stores the message text when a message is confirmed as financial, and parses attachments with our document parser; recruitment CV intake parses attachments and stores the results.

Providers that receive Gmail-derived content for these features: Cloudflare (Workers AI and AI Gateway), Google (Gemini API) and Anthropic (Claude, used as a fallback model for drafting and translation). Requests to AI models that go through our AI gateway are sent with payload logging and response caching disabled.

4. Who handles Google user data

These sub-processors handle Google user data, for the purpose given:

• Moira Connect: mailbox connector
• Railway: hosting of the mailbox connector, document parsing and embeddings
• Cloudflare: hosting, Workers AI and AI Gateway
• Supabase: database
• Nango: Google Calendar and Google Drive connections
• Google: Gemini API
• Anthropic: Claude, a fallback model for drafting and translation
• Mailgun: notification email (the subject and sender of digest and needs-reply emails)
• Sentry and Vercel: error monitoring (Sentry); hosting of the web apps and usage analytics (Vercel). Mail search text is scrubbed

The full sub-processor list is on the subprocessors page.

5. Disconnect and revoke access

Connected Gmail: the mailbox copy and its search index are kept while the mailbox is connected. Disconnect in Settings revokes our access at Google and deletes the mailbox copy held by our email connector. You can also remove access at myaccount.google.com/permissions; removing access at Google alone does not delete the copy we hold, so disconnect in Settings for that. For Google Calendar and Google Drive, remove the connection in Settings; this stops future access and synchronisation.

6. Delete imported or synchronised data

Delete calendar records, documents, files or email records from the corresponding feature where deletion is available. Data that features have already derived from your mail (the CRM timeline, the finance inbox, recruitment, assistant history, automation run logs and notification event records) is workspace data. It remains until you delete it or request erasure. Deleting a Kairos Connect account does not automatically remove mailbox data, so disconnect your mailbox first.

7. Request complete erasure

For complete erasure, disconnect the mailbox first, then email support@thekairos.app from the connected account with the subject “Google data erasure request”. Routine encrypted provider backups expire on a rolling basis. We handle requests within one month.