Privacy Policy

• Account & profile: Your name, email address, company or team name, role, timezone and the preferences you set in WorkBudi.
• Authentication data: Session identifiers, and the access and refresh tokens that Google, Microsoft or Slack issue when you connect those accounts.
• Content from accounts you connect: Email, calendar and message content as described in sections 2 and 3 — only from accounts you choose to connect.
• What you create in WorkBudi: Tasks, notes, projects, conversations with Robin (our AI assistant), documents Robin makes for you, reminders, the facts you ask Robin to remember, files you upload, and meeting notes, recordings and transcripts when you use the meeting notetaker.
• Usage & technical data: Browser and device type, IP address, and logs of errors and feature use, kept to run, secure and fix the Service.

When you connect your Google account, WorkBudi asks only for the permissions below. You see each one on Google's consent screen, and you can revoke them at any time.

• Sign-in (email, profile): Your Google email address, name and profile picture — to create your WorkBudi account and sign you in.
• Gmail (gmail.modify): We read your email messages — sender, recipients, subject, date, body and attachments — to turn the mail that needs you into tasks, summarise threads and let Robin answer questions about them. We create drafts in your Gmail when you ask Robin to draft a reply, and send an email only when you approve it. We register for Gmail change notifications so new mail appears quickly. We do not delete your email or change its labels; the only thing we ever delete in Gmail is a draft WorkBudi itself created, when you discard it.
• Gmail settings (gmail.settings.basic): We read your “send as” addresses and your Gmail signature, so replies you send from WorkBudi come from the right address with your usual signature. We do not change your settings.
• Google Calendar events (calendar.events): We read events on your primary calendar — title, time, attendees, location, description and meeting link — to show your schedule, prepare you for meetings and send the meeting notetaker to calls you choose. When you ask, we create, move or cancel events, including events with a Google Meet link.
• Calendar free/busy (calendar.freebusy): We check when you are free or busy, so Robin can suggest meeting times. This shows availability only, not event details.

How we use it. Google user data is used only to provide and improve the features you use in WorkBudi, as described above. It is never sold, never used for advertising, and never used to decide credit or lending.

AI and Google user data. To read, summarise and draft, WorkBudi sends the relevant part of your data (for example, the text of an email thread) to the AI providers named in section 4, who process it only to return a result to you. Google user data is never used to develop, improve or train AI or machine-learning models — ours or anyone else's — and we do not send it to any AI provider that uses it to train models. Under their API terms, our AI providers do not train their models on data we send them.

People. No one at WorkBudi reads your email or calendar content, except when you ask us to (for example, for support), when it is needed for security or to investigate abuse, when the law requires it, or in aggregated, anonymised form for running the Service.

Limited Use. WorkBudi'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. The use of raw or derived user data received from Workspace APIs will adhere to the Google User Data Policy, including the Limited Use requirements.

If you connect Microsoft Outlook or Slack instead of (or as well as) Google, we read the same kinds of data from them — Outlook mail and calendar events; Slack messages in the channels and direct messages your connected Slack account is part of — and use them in the same way and under the same rules as Google user data in section 2, including sending a message only when you approve it.

We do not sell or rent your data. We share it only with the service providers that run WorkBudi for us, only as much as each needs, and only to provide the Service:

• Supabase: our database, file storage and sign-in (stores your account, tasks, imported email and calendar data, and documents).
• Vercel: hosts the WorkBudi website and servers.
• Inngest: runs our background jobs, such as checking for new mail and preparing tasks, which pass your data through it while they run.
• OpenAI: AI models that read email and calendar content to create tasks, summaries and drafts, answer your questions to Robin, transcribe recordings and make images you ask for.
• Anthropic: AI models that write the documents you ask Robin to make, from the material you point them at.
• Recall.ai: the meeting notetaker: when you turn it on for a meeting, it receives that meeting’s link from your calendar, joins the call, and records it so we can produce notes and a transcript.
• Google, Microsoft and Slack: the services you connect; actions you approve (a sent email, a new event) happen in your account there.
• People you choose: if you invite colleagues to a Robin chat, they can read that chat, including anything Robin quoted from your mail there; if you share a document by link, anyone with the link can open it until you turn the link off.

These providers act on our instructions under contracts that require them to keep your data confidential and secure. OpenAI and Anthropic do not use data sent through their APIs to train their models; they may keep it for a limited time (typically up to 30 days) to detect abuse, then delete it. We may also disclose data if the law requires it, or to a buyer of WorkBudi under this same policy.

• To provide WorkBudi's features: tasks from your mail, Robin's answers and drafts, documents, meeting preparation and notes, reminders and briefs.
• To act for you when you ask — sending an email, booking or changing a meeting — always after you confirm.
• To keep your account secure, prevent abuse and fix errors.
• To tell you about important changes to the Service or your account.
• What Robin learns about you (for example, facts you ask it to remember) is used only for your own account and is never used for anyone else.

• Encryption: Data is encrypted in transit (TLS) and at rest (AES-256).
• Access controls: Database rules keep every account's data separate, so no user can see another's. Tokens for your connected accounts are stored encrypted at rest and used only by our servers, only for your account.
• Our team: Access to production systems is limited to the people who need it to run the Service.
• Infrastructure: WorkBudi runs on providers with SOC 2 Type II certified environments, with monitoring and backups.

• How long we keep data: When you connect an email account we import recent mail (up to about the last 30 days) and new mail after that. We keep your data while your account is active, so your tasks and history stay available.
• Stopping access: You can revoke WorkBudi's access at any time in your Google Account permissions (or the equivalent Microsoft or Slack settings). From that moment we can no longer read or change anything in that account. What was already imported stays in WorkBudi until you ask us to delete it.
• Deleting your data: Email tech@workbudi.com from your account's address to delete your account, or just the data from one connected account. We delete it from our live systems within 30 days, and it leaves our backups as they expire.
• Your copy: You can ask for a copy of the personal data we hold about you at any time.

We use cookies only to keep you signed in and to keep the Service secure. We do not use advertising cookies or sell browsing data.

WorkBudi is a work tool and is not meant for anyone under 16. We do not knowingly collect data from children.

Our providers may process your data in countries other than yours. Wherever it is processed, it is protected as this policy describes.

If we change this policy, we update the date at the top. If a change affects how we use Google user data or other data from connected accounts, we tell you in the app or by email before it takes effect.

Questions, requests for a copy of your data, or deletion requests: