// Privacy
Privacy Policy
Last updated: July 8, 2026
FlowDesk (“FlowDesk”, “we”, “us”) is an AI email assistant that connects to your Gmail account, organizes your inbox with labels, and drafts replies for your review. This policy describes exactly what data FlowDesk collects, how it is used, who it is shared with, and how you can delete it. Questions: admin@flowdeskinbox.com.
Information we collect
Account information
When you create a FlowDesk account we store your email address and a hashed password. We never see or store your Google account password.
Gmail data (with your permission)
If you connect Gmail, you grant FlowDesk access through Google OAuth with these scopes:
- gmail.readonly — to read and sync your inbox messages so FlowDesk can classify and organize them.
- gmail.modify — to apply and remove labels, archive, and mark messages read/unread, and to create and withdraw drafts in your Gmail.
- gmail.send — to send replies, only when you approve a draft or have explicitly enabled auto-send for specific categories.
- userinfo.email / userinfo.profile — to identify which Google account is connected.
From your Gmail we store:
- Email messages you have synced — sender, recipients, subject, body, and thread metadata.
- Classification results (e.g. “Needs Reply”, “Newsletter”) and the reasoning behind them.
- Drafts FlowDesk creates and replies you send through FlowDesk.
- Audit logs — a record of every action FlowDesk takes on your mail (labels applied, drafts created, messages sent), so you can always see what it did and why.
- OAuth tokens, stored encrypted at rest. Access tokens are refreshed automatically; we never store your Google password.
What we do not do with your email:
- We do not sell your data, ever, to anyone.
- We do not use your email content for advertising.
- We do not use your email content to train our own or third-party generalized AI/ML models.
- Remote images in emails are not fetched by default when you view a message in FlowDesk — you choose per message whether to load them.
- No humans at FlowDesk read your email, except with your explicit permission (e.g. a support request), when necessary for security or abuse investigation, or where required by law.
Other connections (optional)
FlowDesk can also connect Microsoft Outlook (email sync via Microsoft Graph). All connection tokens are stored encrypted at rest and each connection is optional.
How we use your data
Your data is used only to provide FlowDesk’s user-facing features to you:
- Classifying and labeling your email, in the app and natively in Gmail.
- Drafting replies in your writing style for your review.
- Tracking follow-ups and things you are waiting on.
- Showing you a complete audit history of what the assistant did.
Google API Services — Limited Use disclosure
FlowDesk’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. Specifically:
- We only use Google user data to provide and improve the user-facing features described above.
- We do not transfer Google user data to third parties except as necessary to provide those features (see “Service providers” below), to comply with applicable law, or as part of a merger or acquisition with prior notice to you.
- We do not use Google user data for advertising.
- We do not use Google user data to train generalized artificial intelligence or machine learning models.
- Humans do not read Google user data except with your explicit permission, for security or abuse purposes, to comply with law, or when aggregated and anonymized.
Service providers (subprocessors)
- OpenRouter and its underlying model providers — AI processing. Portions of email content are routed through OpenRouter to the underlying AI model providers it connects to, in order to classify messages and generate reply drafts. Under OpenRouter’s terms, data sent via the API is not used to train the underlying providers’ models.
- Cloud hosting and database infrastructure — FlowDesk runs on managed cloud infrastructure (currently Railway), where your data is stored and processed.
- Google and Microsoft APIs — used to read from and write to the accounts you connect.
Data retention and deletion
- Disconnecting Gmail (Settings → Connectors) permanently deletes the synced email messages, threads, classifications, drafts, and sync state for that account from FlowDesk’s database. Records of actions already taken (audit log entries) may be retained until your account is deleted.
- Labels and drafts FlowDesk created inside your Gmail remain in your Gmail — they are yours and you can remove them there.
- Deleting your account: email admin@flowdeskinbox.com and we will delete your account and all associated data. Self-serve account deletion is coming during the beta.
- You can also revoke FlowDesk’s access to your Google account at any time at myaccount.google.com/permissions.
Security
- OAuth tokens and sync cursors are encrypted at rest.
- All data in transit is protected with TLS.
- Every account’s data is isolated — queries are scoped to your account.
- Email HTML is sanitized and rendered in a sandboxed frame; remote content is blocked by default.
Children
FlowDesk is not directed to children and is not intended for use by anyone under 16. We do not knowingly collect data from children.
Changes to this policy
FlowDesk is in beta and this policy will evolve. If we make material changes, we will update the date above and notify you by email or in the product before the changes take effect.