Google User Data Usage Policy

Google User Data and Limited Use Disclosure

Firmli’s use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements. The use of raw or derived user data received from Google Workspace APIs will adhere to the Google User Data Policy, including the Limited Use requirements.

Data we access

When you connect your Google account to Firmli, we request only the following permissions:

Permission	Data accessed	How Firmli uses it
gmail.readonly	Email messages, threads and metadata	Syncs email conversations with your leads and students into the matching contact timeline in Firmli
gmail.compose	Drafts and outgoing messages	Lets you write, send and reply to emails from a contact’s profile in Firmli
calendar.events	Events on your calendar	Lets you create, update and cancel meetings with students from Firmli, and shows upcoming events on the contact record

We access this data only when you have connected your account, and only to provide these features to you.

How we use Google user data

Only for user-facing features. We use Google user data only to provide or improve the features described above, which are visible in Firmli’s interface.
No advertising. We do not use Google user data for advertising, retargeting, personalized ads or interest-based ads.
No sale. We do not sell Google user data.
No data brokers. We do not transfer Google user data to data brokers or information resellers.
No credit decisions. We do not use Google user data to determine creditworthiness or for lending purposes.

AI features and model training

AI features (FAI) are optional and off by default. Each Firmli client organization decides whether to enable them and which AI provider and model to connect, for example OpenAI GPT-4o-mini. When AI is enabled, Google user data is sent only to the provider and model that client selected, and only to produce the feature the user requests, such as smart reply suggestions for an email thread. If a client has not enabled AI, no Google user data is sent to any AI provider.

No training. We do not use Google user data to develop, improve or train generalized or foundational AI/ML models. This applies to raw data and to aggregated, anonymized or derived data.
Only the selected provider. Data is sent through the selected provider’s API, not its consumer apps, under terms that prohibit using API data for model training. Supported providers and models: [OpenAI (GPT-4o-mini, …), Provider B (model), …]. [Zero Data Retention is enabled. / The provider retains data for no more than X days, for abuse monitoring only.]
Client control. A client administrator can disable AI features or change the provider at any time in [Settings > AI]. Once AI is disabled, no further Google user data is sent to any AI provider.
[Optional, only if you self-host models] Self-hosted models run within Firmli’s own infrastructure. Google user data processed by them is never transmitted to the model provider.

Human access

Firmli personnel do not read your Google user data, with the following exceptions:

You give us explicit permission for specific messages, for example in a support request.
Access is necessary for security purposes, such as investigating abuse.
Access is required to comply with applicable law.
The data has been aggregated and anonymized and is used for internal operations, in line with applicable privacy and legal requirements.

Data transfer

We transfer Google user data to third parties only in these cases:

to provide or improve the user-facing features described above
for security purposes
to comply with applicable law
as part of a merger, acquisition or sale of assets, after obtaining your explicit prior consent

Storage, security and retention

Google user data and OAuth tokens are stored on [AWS, region], encrypted in transit (TLS 1.2+) and at rest (AES-256). Access is restricted by role. Synced data is kept only while your Google account remains connected. [If you disconnect, synced Google data and tokens are deleted within X days.]

Revoking access

You can disconnect your Google account at any time in Profile Settings > Email Authentication > Google in Firmli. You can also revoke access from your Google Account permissions page. To request deletion of your data, contact [privacy@firmli.com].