Privacy policy

Scope and contact

This policy covers the Healthcare Automation Services LLC website and the private application named Personal Assistant on Google's consent screen. Personal Assistant uses Hermes to help its authorized account owner review email, prepare replies, and receive scheduled reports. This policy does not replace the separate policies of other Healthcare Automation Services products.

For questions about Personal Assistant, access, or deletion, contact ken@healthcareautomation.services. For general website inquiries, contact info@healthcareautomation.services.

Website information

If you contact us, we receive your email address, message, and any information you choose to include. We use that information to respond and maintain the correspondence. The website's contact form opens your email application; it does not connect your Gmail account to Personal Assistant.

The website is hosted by Cloudflare. Hosting and security services may process technical request information such as IP addresses, browser information, and request timestamps. The supplied website code does not include advertising trackers or third-party analytics and does not set non-essential cookies.

Google account permissions and data accessed

Personal Assistant connects only accounts explicitly authorized by their owner. It requests Gmail read-only access to retrieve messages and threads for email summaries and reply preparation, and Gmail send access to send approved replies and previously authorized scheduled reports. Read-only permission can technically expose mailbox messages and attachments; the configured digest focuses on recent inbox messages and available text content. It does not require Gmail modification or deletion permission.

Data processed can include the authorized account's email address, sender and recipient addresses, subjects, timestamps, message and thread identifiers, message text, selected conversation context, generated summaries, and proposed replies. OAuth credentials are stored on the operator's private infrastructure so scheduled tasks can run without repeated sign-in. They are not included in website files.

How the assistant uses information

Gmail information is used to produce inbox digests, identify messages for review, prepare suggested replies, and maintain the state needed to prevent duplicate actions. Suggested replies require the owner to approve the saved reply before it is sent. Separately authorized scheduled reports may be sent automatically to their configured recipients.

The configured Gmail digest uses a locally hosted AI model for summaries and reply preparation. Separate property-research workflows use OpenAI Codex for research. Where a workflow uses email alerts as research input, selected alert information may be processed by that research workflow. AI summaries and research may be incomplete or inaccurate and require human judgment.

Sharing and delivery

Google processes Gmail API requests. Selected email details, summaries, conversation excerpts, and proposed replies can be delivered to the owner's configured private Telegram chat and displayed in the private review dashboard. Telegram processes information delivered through its service. Approved outgoing messages are sent through Gmail to their recipients. Scheduled reports go to the recipients configured by the owner.

We do not sell Google user data or use it for advertising, credit decisions, or training generalized AI models. Access and sharing are limited to the authorized features, necessary service operation, security, applicable legal obligations, and other uses expressly authorized by the account owner.

Personal Assistant's use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including its Limited Use requirements, and the applicable Google Workspace API user data policy.

Storage, retention, and security

Connected-account credentials, reply-review records, selected message context, generated reports, and operational and audit records are stored on the operator's private systems. Credentials are kept separately from public website content, and the dashboard requires authenticated access. No system can guarantee absolute security.

Records may remain until the owner removes them or requests deletion. Expiration of a pending reply does not itself guarantee deletion of its stored record. This policy does not promise an automatic deletion period. Copies in Gmail, Telegram, recipients' mailboxes, or provider logs are subject to those services' controls and retention practices.

Your choices and deletion requests

You can revoke Personal Assistant's access through Google Account connections. Revocation prevents future authorized Gmail access but does not automatically erase existing local records or messages already delivered.

Contact ken@healthcareautomation.services to request disconnection or deletion of stored account credentials and associated assistant records. We will confirm the requester's authority, explain the scope of deletion and any records that must be retained, and handle the request under applicable requirements. Copies held by recipients or external services may need to be removed through those services.

Changes

We will update this page when the described practices change. Material new uses of Google data or additional permissions require appropriate notice and authorization before use.