Privacy policy

The short version

• We never send email from your account. Replies we write wait in your Drafts folder until you send them.
• We never store the full text of your emails, their attachments or your sent mail. We read them from Gmail or Outlook when a task needs them and discard them afterwards.
• We do not sell your data, show advertising or use your content to train AI models.
• Disconnecting an inbox deletes what we hold for it. Deleting your account deletes everything.

What we collect

What we keep depends on what you connect and turn on.

• Your account: your name, email address and profile picture from Google or Microsoft, your time zone and language, and the role and company you tell us during setup.
• Your inbox: for each email conversation, the ids Gmail or Outlook gives it, the people on it (names and email addresses), the subject, dates, whether the last message was to you or from you, the label we gave it, a one-line reason for that label, a summary of one to three sentences and any open actions we found.
• Drafts we write: the id of each draft in your Drafts folder, its status and its first line. The draft itself lives in your mailbox.
• Your writing style: a written description of how you write, built from your sent mail, with up to 10 short excerpts of at most 300 characters each. Your sent mail itself is not kept.
• Your preferences: labels, rules, people you marked as important, corrections you made and every setting you choose.
• Your calendar: the details of events (title, time, attendees, meeting link) needed to schedule, prepare and take notes, and bookings people make through your booking link, including the name, email address and note the guest enters.
• Meetings: recordings you make in the browser or upload, recordings made by Dailyhand Notetaker when you turn it on, their transcripts and the meeting notes we write. You choose how long recordings and transcripts are kept.
• Chat, Flows and Spaces: your questions and our answers, the Flows you set up and what they produced, files you upload and the Spaces you and your team create.
• Billing: your plan, seats and credit use. Card details are entered with our payment provider and never reach our servers.
• Service records: login times, the credits each action used, error reports and request ids that help us fix problems. These hold no email content.

What we never store

The full text of your emails, attachments or raw sent mail. When we sort an email, write a draft or answer a question, we fetch what is needed from Gmail or Outlook, use it and discard it.

The keys that let us reach your inbox and calendar in readable form. They are encrypted before they reach our database and only decrypted to talk to Google or Microsoft.

How we use it

• To label your inbox, write reply and follow-up drafts in your style, and suggest meeting times.
• To take meeting notes, write prep notes and recaps, and translate notes when you ask.
• To answer your questions in Chat, run the Flows you set up and keep your Spaces up to date.
• To send you the emails you turn on, such as the daily briefing, meeting notes and booking confirmations, from our own address.
• To run the service: billing, credits, security, support and fixing errors.

AI processing

Sorting, drafting, summaries, notes and answers are written by AI models we call through their providers (listed on the subprocessors page). We send only what a task needs, marked as material to analyse and never as instructions. Under our agreements these providers do not use it to train their models, and neither do we.

Google user data

Our use of information received from Google APIs follows the Google API Services User Data Policy, including its Limited Use requirements. We use Gmail and Google Calendar data only to provide the features you can see in Dailyhand. We do not transfer it to others except to provide those features, to comply with the law or as part of a merger or sale with notice to you. People at [Legal entity name] do not read it unless you ask us to for support, it is needed for security or the law requires it.

Sharing

• With people you choose: members of a Space see what its rules include, and people you share meeting notes with see those notes.
• With your workspace: owners and admins see usage figures and manage settings for the workspace. They do not see your email.
• With our subprocessors, who process data on our behalf under written agreements. The list and what each one does is on the subprocessors page.
• When the law requires it. We push back on requests that are too broad and tell you unless we are not allowed to.

How long we keep it

• Inbox records (summaries, labels, people) are kept while the inbox is connected. Disconnecting deletes them.
• Recordings and transcripts are kept until you delete them, or for the period you set in Settings. Meeting notes stay until you delete the meeting.
• When you delete your account, we delete everything we hold for you and, if you choose, remove our labels from your mailbox. Billing records we are required to keep for tax and accounting stay for the period the law sets.
• Copies in encrypted backups are overwritten on our hosting provider's backup schedule.

Your rights and choices

You can see and change most of what we hold in Settings. You can export your data from Settings, Privacy, at any time, and delete individual meetings, recordings and chats, or your whole account. You can disconnect an inbox or stop using a calendar in Settings.

Depending on where you live, you may also have the right to object to or restrict some processing, and to complain to your data protection authority. Write to support@dailyhand.com and we answer within one month.

If your workspace is managed by your employer, they are responsible for how they use Dailyhand, and we pass requests about workspace data to them.

Security

Connections use encryption in transit, access keys for your accounts are encrypted at rest, every request is checked against the account that owns the data, and access inside [Legal entity name] is limited to the people who run the service. The security page has more detail.

International transfers

Our subprocessors may process data outside your country. Where the law requires it, transfers are covered by the safeguards the law provides, such as standard contractual clauses.

Children

Dailyhand is a work tool and is not meant for anyone under 16.

Changes

When we change this policy we update the date at the top, and for important changes we tell you by email or in the app before they take effect.

Contact

[Legal entity name], [Registered address]. Questions about privacy: support@dailyhand.com.