How Klidly handles your Gmail data

This page explains the screen you see when connecting a Gmail mailbox. It supplements the general privacy policy, which covers every kind of data we process.

1What we ask Google for

Connecting a mailbox grants Klidly specific permissions. We only ask for the ones a shared inbox cannot work without.

Identity
openid · email
We learn who is connecting and which address belongs to the mailbox, so it appears correctly in your list of accounts.
It exposes nothing else from your Google profile.
Reading and editing mail
gmail.modify
Klidly loads messages into the shared inbox, prepares drafts, applies labels and moves messages to Trash.
It does not allow permanent deletion. A message can be labelled, relabelled or trashed – wiping it for good stays in your hands.
Drive, Klidly files only
drive.file
We add it only when you enable the invoice connector, so Klidly can save an invoice scan into the folder it created itself.
It reaches only files Klidly created. The rest of your Drive stays closed.

2What is stored in the Klidly database

Klidly does not copy your mailbox. It fetches a message from Google at the moment you open it.

Labels you create in Klidly and the IDs of the messages they are applied to. The message text is not stored with them.
Drafts and other actions you asked Klidly to prepare. These are stored encrypted.
A text snapshot of a message you deliberately share with a colleague. Sharing never carries the mailbox credentials.
For an invoice you approve: its number, amounts, supplier and a copy of the attachment, because accounting needs the source document.
The Google access and refresh tokens. We never keep them in readable form.

What we do not do

We never send mail for you. Klidly prepares the draft, you press send.
We do not sell your mail, and we do not hand it to third-party AI services to train on.
We do not copy refresh tokens between accounts – a shared mailbox works with the access of the person it was shared with.
The whole Gmail feature stays switched off until the server has its encryption keys configured.

3How you switch access off

Disconnect the mailbox in Klidly

In mailbox settings, press “Disconnect mailbox”. That deletes the connection and everything Klidly held for the account – labels, action records and shared snapshots. The disconnect refuses to run while an action is in progress, so a started action cannot be lost.

Revoke access at Google

You can revoke access at any time in your Google Account: Security → Third-party access → Gmail. Klidly is then refused at the next token refresh and asks you to reconnect.

Manage permissions at Google

Disconnecting in Klidly deletes the data Klidly holds. Revoking at Google takes Klidly’s access to Gmail away. You can do either, independently.

4Security

Communication with Google runs over HTTPS only, and sign-in uses PKCE with a short time limit. Tokens and any text Klidly keeps are encrypted – without configured encryption keys the Gmail connection never starts. Approving an action and disconnecting are both written to your organisation’s audit log.

This is the Gmail-focused view. The full scope of data is described in the general privacy policy.