Gmail and email correspondence

This page is a stand-alone version of the “Gmail and email correspondence” section of the CroJack Privacy Policy. It is the long-form companion to the in-app consent disclosure users see when connecting their Gmail to the CroJack platform.

1. What we collect

CroJack accesses Gmail through Google’s official APIs under the read-only scope (https://www.googleapis.com/auth/gmail.readonly). When a CroJack employee connects their mailbox, CroJack extracts:

• message bodies (plain text and HTML),
• message headers (sender, recipient, subject, timestamps, thread IDs),
• attachments,
• Gmail labels, and
• message metadata (size, internal date, snippet).

We collect only from the mailbox the employee yourself connects. We do not impersonate other employees, we do not silently access mailboxes you have not connected, and we do not collect mail from anyone else’s mailbox.

Our use of data obtained through Google APIs is subject to, and complies with, the Google API Services User Data Policy — including the Limited Use requirements — and the Google Workspace API User Data and Developer Policy.

2. Why we collect it — the two purposes

CroJack uses Gmail content for two distinct purposes. We ask for your consent to each one separately at the time you connect.

Purpose 1 — Operational features (required).CroJack reads your connected mailbox so you, the connecting employee, can search, summarize, and reconstruct deal threads inside CroJack. Outputs are visible to you and to CroJack colleagues who already have access to the underlying deal. Under Google’s Workspace API policy this is operational-tier permitted use: we process a user’s own data to provide that same user a feature. Under PIPEDA / CPPA, this falls within CroJack’s lawful basis to process its own business records for the purpose of carrying on its business.

Purpose 2 — CroJack Deal Engine (optional). If you separately opt in, CroJack retains your mailbox content as part of an internal training and grounding corpus used to:

• power company-wide search across deal correspondence,
• ground AI-assisted drafting of sell sheets, follow-ups, and intake responses,
• extract deal-pattern features (counterparties, terms, freight conventions, pricing priors), and
• improve predictive features (lead scoring, supplier-fit, pricing).

The Deal Engine is not the same as Purpose 1: it uses your data for purposes that go beyond serving you a feature in your own mailbox. CroJack does not use Workspace API data to train AI or machine-learning models that operate beyond the specific user’s personalized context except where that user has explicitly opted in to the CroJack Deal Engine.

3. Third parties in your mailbox

Connected mailboxes contain correspondence with suppliers, buyers, and other third parties who did not separately consent to CroJack reading them. CroJack relies on the connecting employee’s authority — confirmed at the time of consent — to share that correspondence with CroJack’s internal systems for the operational and (where opted in) Deal Engine purposes described above.

Outbound emails sent from CroJack on a connected employee’s behalf, or by CroJack-authored AI features, carry a short footer notifying recipients that correspondence with CroJack may be retained in CroJack’s internal systems including AI-assisted features, and pointing to this Privacy Policy. This is intended to put correspondents on constructive notice of CroJack’s processing, in support of CroJack’s transparency obligations under GDPR Art. 13 / 14 and OPC PIPEDA Findings 2026-002.

4. Retention

Operational tier (Purpose 1). Extracted messages and attachments are retained while your mailbox connection is active and for 30 days after the connection is disconnected or after consent is withdrawn.

Deal Engine tier (Purpose 2).If you have opted in, extracted messages and attachments are retained indefinitely as part of CroJack’s training and grounding corpus, subject to annual review for minimization. On withdrawal of Purpose 2 consent: raw extracts purged within 30 days; derived embeddings and indices removed within 30 days; future fine-tunes and retrainings exclude the withdrawn content. Content already incorporated into a fine-tuned model in production cannot be retroactively removed from that model under current technology; we document this limitation in our consent flow.

Backup copies.Standard business-records backups are retained for 7 years per CroJack’s business-records policy. Backups are encrypted at rest, are not used for AI training, and are restored only for disaster recovery and legal-hold purposes.

5. Lawful bases

• Canada (PIPEDA / CPPA). Express, purpose-specific consent under CPPA s.15; business-records basis for Purpose 1; compliance with OPC PIPEDA Findings 2026-002.
• Quebec (Law 25). Express consent for processing personal information for a purpose other than the one for which it was originally collected. French-language disclosure available on request.
• EU / UK (GDPR / UK GDPR).Consent under Art. 6(1)(a) for Purpose 2; legitimate interest under Art. 6(1)(f) for Purpose 1. Art. 14(5)(b) “disproportionate effort” assessment is documented internally.
• California (CCPA / CPRA). Notice at Collection is provided by this page plus the in-app consent disclosure. Email content is treated as Sensitive Personal Information under CPRA §1798.121.

6. Your rights — withdrawal, access, deletion, opt-out

You may at any time:

• Withdraw consent to either purpose in Settings → Privacy → Gmail integration. Withdrawal stops new use immediately.
• Request access to the personal information CroJack holds about you.
• Request correction or deletion, subject to CroJack’s legal-hold and business-records obligations.
• Opt out of any processing that would constitute a sale or share under California law (CroJack does not sell personal information).
• Limit use of sensitive personal information under CPRA §1798.121.
• Request your information in a portable format (data portability under PIPEDA / GDPR).

Send requests to privacy@crojack.com. We respond within statutory timelines (30 days under PIPEDA / GDPR; 45 days extendable under CCPA).

7. Contact

General privacy: privacy@crojack.com
Quebec / French-language requests: privacy@crojack.com(subject: “Quebec / Law 25 / FR”)
Data Protection Officer / Privacy Officer: privacy@crojack.com