Hosted AAi
Privacy policy and data controls
This page explains what AAi stores in your workspace, when information leaves it, and how to manage or remove access.
Your account
AAi stores your account email, display name, optional profile picture, a password hash, and session records. A sign-in cookie identifies your session. You can update your name or remove your picture in My profile.
What Google connections access
You choose Gmail, Calendar, and Drive separately in Workspace settings. Google supplies account identifiers and the permissions you grant. AAi stores encrypted OAuth credentials on the server to keep the services connected between visits.
- Gmail. AAi reads recent email threads, including senders, recipients, subjects, message text, and timestamps, to populate the review queue and provide reply context. Gmail send permission lets AAi deliver messages you approve.
- Google Calendar. AAi reads event titles, dates, times, availability, locations, and attendees to show your schedule and find open time. When you confirm a booking, AAi sends the event details and any guest addresses to Google Calendar.
- Google Drive. AAi uses per-file access and Google Picker for files you select. When you select a file or click Refresh, AAi saves its ID, name, type, import time and up to 24 KB of text from supported files in your workspace. Supported files include Google Docs, Sheets, Slides, and text files. Ask AAi reads that saved copy. Changes to content or access in Drive are checked when you refresh the file.
AAi uses information obtained through Google Workspace APIs to provide the features described here. AAi’s use and transfer of that information are governed by the Google API Services User Data Policy, including its Limited Use requirements.
AI processing and sharing
Live AI features require your permission to share workspace data with Anthropic, which operates Claude. You can turn this permission on or off in Workspace settings.
When you ask a question, AAi sends Anthropic your question and recent conversation context. Depending on the request, Claude can receive relevant messages, sender and recipient details, calendar entries, follow-ups, work preferences, selected Drive file names, and excerpts from those files. When you generate a reply, AAi sends the conversation and relevant supporting context to Anthropic to prepare the draft.
AAi stores the resulting answers, drafts, and proposed actions in your workspace. You review a proposed message or booking before AAi sends its contents to the connected service. Messages and invitations may reach the recipients you approve.
Other connected services
If you connect Outlook or Slack, AAi uses messages and thread details from those services for the inbox, follow-ups, and drafts. Sending an approved message shares its content with the selected service and recipient or channel.
Storage and retention
The hosted service keeps your account and workspace records on its server. Workspace records can include synced conversations, appointments, tasks, drafts, selected file details and saved text, assistant questions and answers, and action history. Saved records persist across sessions. AAi has no automatic age-based deletion schedule for saved conversations or assistant history.
Manage access
- Disconnect a service. Open Workspace settings, choose the connected account, and select Disconnect. This removes its saved credentials from AAi. Previously imported messages and appointments remain in your workspace. Disconnecting or reconnecting Drive clears its selected files and saved text.
- Revoke Google access. You can also remove AAi’s access from your Google Account. Google’s instructions for managing connected apps.
- Remove a selected Drive file. In Ask AAi, open Selected files and choose Remove. This deletes the saved copy and stops future file reads until you select the file again. Prior answers may still contain excerpts.
- Stop future AI sharing. Turn off AI data sharing in Workspace settings. Existing answers, drafts, and proposed actions remain in the workspace.
Privacy questions and deletion requests
Email ideayemedia@gmail.com for help or to request deletion of your AAi account and saved workspace data. Include the email you use to sign in to AAi.