Privacy Policy

Effective date: [EFFECTIVE DATE]

Bopsy is operated by [COMPANY LEGAL NAME] ([ABN / REGISTERED ADDRESS]) ("we", "us", "our"). This policy explains what information we handle when you use the Bopsy app, its integrations, and this website (docs.bopsy.ai), and the choices you have.

If you have a question about this policy or your information, email ai-os-support@contentfirst.com.au.

Key terms

• A workspace is the space a business sets up in Bopsy. It has members (people) and agents (AI assistants that work for the workspace).
• A workspace admin is a member who can connect integrations and manage the workspace.
• Knowledge is the searchable text Bopsy builds from files a workspace adds or syncs, so its agents can answer from them.

Information we collect

Account information. Your email address and sign-in details when you create an account, and your workspace memberships and roles. If you sign in with GitHub, we receive the account details GitHub shares for sign-in.

Content you add. Messages you send to agents, files you upload to a workspace's knowledge base, and the settings you choose for your workspace and agents.

Data from integrations a workspace admin connects. For example Google Drive, Gmail, Microsoft Outlook, HubSpot, and messaging channels such as Telegram and Google Chat. What we access depends on the integration. Google and Microsoft data are described in detail below.

Technical information. Our servers record service logs, such as request times, IP addresses and errors, to run, secure and fix the service.

This website. The site does not use advertising or analytics cookies. If you use Ask AI in the docs, your question and the docs pages it needs are sent to an AI model provider through OpenRouter to write the answer.

Google user data

This section describes how Bopsy handles information it receives from Google APIs. A workspace only shares Google data with Bopsy when a workspace admin connects a Google integration and approves Google's consent screen.

Google Drive

What we access. When a workspace admin connects Google Drive, Bopsy asks Google for:

• https://www.googleapis.com/auth/drive.readonly: read-only access to Google Drive;
• openid and email: the email address of the connected Google account, so the workspace can see which account is connected.

Bopsy cannot create, change, move or delete anything in your Drive.

What we read. Bopsy lists the connected account's folders and shared drives so the admin can pick folders. After that, it reads only the files inside the folders the admin picks, including their subfolders. Files in other folders are not synced.

What we store.

• File and folder details: names, folder paths, file type, size, last-modified time and Drive link.
• The text extracted from each file, split into passages, and embeddings (numeric representations used for search) of those passages.
• Names of people, organisations and topics found in that text, with short descriptions, used to link related knowledge.
• For audio and video recordings: a timed transcript, stored as a transcript file in our file storage.

We do not keep copies of your original files. Each file is downloaded to a temporary location while it is processed, and that copy is deleted as soon as processing ends.

Sign-in tokens. The OAuth tokens that let Bopsy read your Drive are held by Nango, our integration-authentication provider, not in our database. Our database stores only a reference to the connection and the connected account's email address.

How we use it. Solely to give that workspace's members and agents search and answers over the workspace's own files. Only members and agents allowed in the area a folder belongs to can see its knowledge. We do not use Drive data for any other purpose.

Deletion.

• Removing a folder deletes the knowledge synced from it: file details, extracted text, embeddings and transcripts.
• Disconnecting Google Drive deletes all of that for every folder, then deletes the stored connection.
• Files deleted, trashed or moved out of a synced folder in Drive are removed from the knowledge base at the next sync (about every hour).
• Names of people, organisations and topics that were found only in those files are deleted with them.
• Your files in Google Drive are never changed or deleted by Bopsy.

You can also revoke Bopsy's access at any time in your Google Account, under Security → Third-party apps & services. Syncing stops when you do.

Gmail

A workspace admin can connect a Gmail account so the workspace's inbox agent can read and answer email for that mailbox, and so agents the admin chooses can search it and write drafts.

What we access. Bopsy asks Google for openid, email, and these Gmail scopes:

• https://www.googleapis.com/auth/gmail.readonly: to read and search messages and labels;
• https://www.googleapis.com/auth/gmail.send: for the inbox agent to send replies from that mailbox;
• https://www.googleapis.com/auth/gmail.compose: for chosen agents to create and update drafts. A draft is not sent: a person reviews and sends it in Gmail.

Bopsy never labels, archives or deletes your email.

How we use it.

• Inbox agent. Bopsy reads recent inbox messages, gives them to the workspace's inbox agent, and sends the replies that agent writes from the connected mailbox. Only agents the workspace has allowed to use the inbox can do this.
• Chosen agents. Agents an admin ticks can search the mailbox, read threads and labels, and create drafts. An agent can change only drafts it created itself.
• Connection check. Workspace members can view a preview of the five most recent messages.

Sign-in tokens. The OAuth tokens are held by Nango, our integration-authentication provider, not in our database.

What we store. In our database:

• a reference to the connection and the connected email address;
• the IDs of drafts agents created and which agent created each one;
• an activity log of which tool an agent used and how many results it returned, never queries, addresses or message content.

Message content is passed to the agent and is not stored in our database. The agent may keep a record of messages it has handled on the workspace's agent machine.

Deletion. Disconnecting Gmail removes agents' Gmail access, the draft records and the stored connection. Drafts already in Gmail stay there. You can also revoke access in your Google Account.

Google Calendar

A workspace admin can connect a Google account's calendars so the agents an admin chooses can check availability and book events.

What we access. Bopsy asks Google for openid, email, and these Calendar scopes:

• https://www.googleapis.com/auth/calendar.readonly: to list the account's calendars, check free and busy times, and read events across them;
• https://www.googleapis.com/auth/calendar.events: for chosen agents to create events, and to change or cancel the events they created.

How we use it.

• Reading. Chosen agents can see every calendar the account can access, check availability, and read events.
• Booking. Agents create events only on the account's primary calendar. They can change or cancel only events they created, never events made by a person or another agent.
• Invitations. Guests are added and emailed only when an agent is explicitly asked to send invitations. Otherwise nobody is emailed.
• Connection check. Workspace members can list the next five events to check the connection.

Sign-in tokens. The OAuth tokens are held by Nango, our integration-authentication provider, not in our database.

What we store. In our database:

• a reference to the connection and the connected email address;
• which agent created which event, so agents can only change their own;
• an activity log of which tool an agent used and how many results it returned, never event content.

Event content is passed to the agent and is not stored in our database.

Deletion. Disconnecting Google Calendar removes agents' Calendar access, the event records and the stored connection. Events already in the calendar stay there. You can also revoke access in your Google Account.

Google Chat

A workspace can connect its agents to Google Chat through a Chat app that the workspace creates in its own Google Cloud project. Messages sent to that Chat app (direct messages and mentions) are delivered to Bopsy, which checks they really came from Google and passes them to the workspace's agents, which reply in Chat. The Chat app's service account key, which the workspace provides, is kept on the workspace's agent machine so the agents can reply.

Limited Use

Bopsy'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.

In particular, Google user data:

• is not sold;
• is not used for advertising, including personalised or retargeted advertising;
• is not used to train general AI or machine-learning models;
• is not read by humans, except with the user's consent, when needed for security (such as investigating abuse), or to meet legal requirements.

We transfer Google user data only to the service providers listed below, and only as needed to provide the features described here.

Microsoft Outlook

A workspace admin can connect a Microsoft Outlook mailbox (work, school or personal) so the workspace's inbox agent can read and answer email for that mailbox, and so agents the admin chooses can search it and write drafts.

What we access. Bopsy asks Microsoft for openid, email, offline_access, and these Microsoft Graph permissions:

• User.Read: to learn the connected mailbox's address;
• Mail.Read: to read and search messages and folders;
• Mail.Send: for the inbox agent to send replies from that mailbox;
• Mail.ReadWrite: for chosen agents to create and update drafts. Microsoft has no drafts-only permission. A draft is not sent: a person reviews and sends it in Outlook.

Bopsy never moves, flags or deletes your email.

How we use it.

• Inbox agent. Bopsy reads recent inbox messages, gives them to the workspace's inbox agent, and sends the replies that agent writes from the connected mailbox. Only agents the workspace has allowed to use the inbox can do this.
• Chosen agents. Agents an admin ticks can search the mailbox, read conversations and folders, and create drafts. An agent can change only drafts it created itself, and only until they're sent.
• Connection check. Workspace members can view a preview of the five most recent messages.

Sign-in tokens. The OAuth tokens are held by Nango, our integration-authentication provider, not in our database.

What we store. In our database:

• a reference to the connection and the connected email address;
• the IDs of drafts agents created and which agent created each one;
• an activity log of which tool an agent used and how many results it returned, never queries, addresses or message content.

Message content is passed to the agent and is not stored in our database. The agent may keep a record of messages it has handled on the workspace's agent machine.

Deletion. Disconnecting Outlook removes agents' Outlook access, the draft records and the stored connection. Drafts already in Outlook stay there. You can also remove Bopsy's access in your Microsoft account's app permissions.

Outline

A workspace admin can connect an Outline wiki, hosted by Outline or self-hosted, so agents the admin chooses can search and read it and write new pages as drafts.

What we access. The admin gives the wiki's web address and an Outline API key. Bopsy can see what that key's owner can see in Outline. For a wiki behind Cloudflare Access, the admin also gives a Cloudflare Access service token, which Bopsy sends with each request so Cloudflare lets it through.

How we use it.

• Chosen agents. Agents an admin ticks can search the wiki, list its collections and documents, read documents, and create new documents as drafts. Drafts are saved under the API key's owner. An agent can change only drafts it created itself, and only while they're still drafts. Bopsy never publishes, moves or deletes documents: a person publishes drafts in Outline.
• Connection check. Workspace members can view the titles of the five most recently updated documents.

API key. The API key, and any Cloudflare Access service token, are held by Nango, our integration-authentication provider, not in our database. They go from your browser to Nango. Bopsy fetches them from Nango each time an agent uses Outline, uses them for that request only, and never stores them.

What we store. In our database:

• a reference to the connection, the key owner's name and email address, and the wiki's address;
• the IDs of drafts agents created and which agent created each one;
• an activity log of which tool an agent used and how many results it returned, never queries or document content.

Document content is passed to the agent and is not stored in our database. The agent may keep a record of what it read on the workspace's agent machine.

Deletion. Disconnecting Outline removes agents' Outline access, the draft records and the stored connection. Drafts already in Outline stay there. You can also delete the API key in Outline.

How we use information

We use information to:

• provide Bopsy: run your workspace and its agents, build and search its knowledge, and connect its integrations;
• keep the service secure and working, and fix problems;
• contact you about your account and the service;
• meet our legal obligations.

We do not sell personal information.

Service providers

We use these providers to run Bopsy. Each processes data only to provide its service to us.

Our database is hosted in [DATA HOSTING REGION]. Some providers may process data in other countries. Where they do, we rely on their contractual commitments to protect it.

Security

Data is encrypted in transit. Email sign-in tokens are held by Nango, not in our database; other secrets we store are encrypted. Access to each workspace's data is limited to its members and agents according to their roles and knowledge areas.

Retention and deletion

We keep information for as long as your account or workspace is active, or as needed to provide the service.

• Integration data is deleted as described for each integration above.
• Deleting a workspace deletes its knowledge, its uploaded files and transcripts, and its integration connections.
• To delete your account, or to ask us to delete specific data, email ai-os-support@contentfirst.com.au.

We may keep limited records where the law requires us to.

Your rights

Depending on where you live, you may have the right to access, correct or delete your personal information, or to object to how we use it. To make a request, email ai-os-support@contentfirst.com.au. If you are not satisfied with our response, you may complain to your local privacy regulator.

Children

Bopsy is a business service and is not meant for anyone under 18.

Changes to this policy

If we change this policy, we will post the new version here and update the effective date. If the changes are significant, we will tell workspace admins before they take effect.

Contact

[COMPANY LEGAL NAME]
[ABN / REGISTERED ADDRESS]
ai-os-support@contentfirst.com.au