Email Operations privacy notice.
Information accessed and why
With the account holder’s authorization, the service accesses email in approved Heritage mailboxes. Depending on the task, this can include message identifiers, dates, labels, sender and recipient headers, subjects and message text. It uses this information to identify the relevant centre and responsible role, organize the inbox, prevent duplicate assignments and support follow-up.
The service does not automatically download attachments, load remote images, follow email links or execute email content. Messages that cannot be interpreted reliably are held for private review.
Internal sharing and service providers
Eligible new messages and work summaries may be sent to approved internal recipients. Financial, mixed financial and owner-only matters go only to the owner. Processing takes place in Heritage’s n8n environment using Google’s Gmail connection. Raw private email is not submitted to an AI model or external conversion service. Gmail data is not sold, used for advertising or used to train a generalized AI model.
Storage and access
Original messages remain in Gmail unless an authorized person manages them. Private operational records support follow-up, duplicate prevention, auditing and recovery. Full message bodies and attachments are not placed in public reports, website content or source-code repositories. Google credentials are held in n8n’s credential store rather than website code.
Account-holder controls
The account holder can revoke authorization through Google Account connections. The owner can pause the workflows and review retained operational records.
Heritage Email Operations’ use and transfer of information received from Google APIs follows the Google API Services User Data Policy, including Limited Use requirements.