Connected email privacy

What this notice covers

BuildOS is provided by HAT Building Technologies. This notice covers connected email features in the BuildOS workspace. It supplements the HAT website privacy notice and explains how mailbox information is handled when you authorize an email connection.

Connecting a mailbox is optional. You can use other BuildOS features without connecting email.

Data and permissions

When you connect an account, we receive your mailbox address, basic account identity, connection identifiers, and the permissions you approve. BuildOS uses Nylas as an email connectivity provider. Google and Microsoft sign-in take place with the provider; BuildOS does not collect your Google or Microsoft password.

For Gmail, we request permission to read messages and send email, together with basic identity information. For Outlook, the email service requires permission to read and write messages and send email. The current BuildOS integration uses these permissions to read conversations and send messages or replies. It does not request calendar or contacts access.

Email information can include senders, recipients, subject lines, message bodies, dates, and message and conversation identifiers. This integration does not copy email attachment files into BuildOS.

How email is used

BuildOS scans recent mailbox messages to identify conversations with your workspace’s Deal contacts. Matching conversations are saved as Deal email activities so authorized workspace members can review relevant customer communication. Other scanned conversations are not saved as BuildOS Deal email records.

The first background synchronization covers the previous 90 days. Later synchronization catches new or changed messages. BuildOS also lets you send a message or reply from your connected mailbox when you choose to do so. Saved conversations may be visible to other members who have access to the relevant Deal under your workspace’s permissions.

We use connection events and limited operational information to keep synchronization working, prevent duplicate processing, and identify failures. We do not sell connected email information, use it for advertising, or use it to train general-purpose artificial intelligence models.

Service providers and protection

Your email provider and Nylas process mailbox information to provide the connection and email service. Cloudflare hosts BuildOS and its stored CRM records. The current Nylas configuration uses its United States region. Saved workspace information is processed through Cloudflare’s hosting infrastructure, which may operate in multiple locations.

BuildOS uses encrypted network connections, encrypted server-side connection credentials, and access controls that separate workspaces. Our staff and service providers may access information only as necessary to operate and support the service, protect it from abuse, or meet legal obligations.

Disconnecting, retention, and deletion

You can disconnect in Apps & Integrations. BuildOS stops local sending and synchronization immediately and requests removal of the Nylas connection. If the provider is temporarily unavailable, connection removal is retried. You can also revoke the app’s permission in your Google or Microsoft account settings.

Disconnecting does not automatically delete conversations already saved in your workspace. Saved Deal email records remain part of the workspace’s customer relationship records until removed through the workspace’s data-management process or a verified deletion request, subject to any required legal retention.

To request access, correction, export, or deletion of your connected email information, contact your workspace administrator or email hatbuildingtechnologies@gmail.com. We verify the request and the requester’s authority before changing workspace records.

Google API data and Limited Use

BuildOS complies with the Google API Services User Data Policy, including its Limited Use requirements, when using or transferring information received from Google APIs. Google data is used to provide and improve the user-facing email features described in this notice.

We do not transfer Google user data to data brokers or use it for targeted advertising, creditworthiness decisions, or training generalized AI models. Human access is limited to circumstances permitted by that policy, such as support you have authorized, security investigation, or legal obligations.

Contact and updates

For questions about connected email privacy, contact HAT Building Technologies at hatbuildingtechnologies@gmail.com. We will update this notice when these practices change and revise the effective date above.