Privacy Policy

The short version

• You connect a Gmail mailbox so Right at Hand can give you a working view of your email. We sync that mailbox into your private workspace to provide the product.
• AI drafts and analysis are generated server-side using the OpenAI API. Nothing is sent to any AI provider except to provide features you use.
• We do not sell personal information.
• Gmail-derived data is never sent to Meta, never used for advertising and never used to build advertising audiences. The only Meta events we send are marketing measurement events (which you can opt out of — see "Privacy & tracking" below) for visits to our public website and for creating a free account (hashed account email and a hashed user ID). What you do inside the app, including connecting Gmail, is never reported to Meta.
• You review AI-suggested replies before anything is sent. You can disconnect Gmail at any time and request deletion of stored data (see Data deletion).

Who we are

Right at Hand is operated by UpWeb Pty Ltd in Australia. For anything in this policy, contact sales@upweb.com.

Information we collect and store

Account and workspace information

Your email address and password (passwords are handled by our authentication provider and stored only in hashed form), your profile details, and your workspace membership, role and invitations. Right at Hand is multi-tenant: your data belongs to a workspace, and access is enforced per workspace.

Founding-access applications

If you apply for founding access we store the details you submit (first name, work email, company, role, approximate daily email volume, chosen plan interval), the campaign attribution values your visit arrived with (such as UTM parameters or ad click identifiers), your tracking opt-out status, and delivery metadata for the application. Unless you have opted out of marketing measurement, we also store the Meta browser identifiers used for measurement.

Google account connection

When you connect Gmail we receive OAuth tokens from Google. The long-lived refresh token is stored encrypted in a dedicated secrets vault on our backend; short-lived access tokens are obtained when needed and used only in server memory. We also record the connected email address and which permissions the grant includes.

Gmail content

To provide the workspace we sync the mailbox you connect: threads and messages (including headers, bodies and labels), your Gmail label list, and attachment details. Attachment content is fetched when you open it or ask the AI to consider it. Drafts created through Right at Hand are saved to your Gmail account, and messages you approve are sent through Gmail. Files you attach to outgoing replies are stored temporarily on our backend until they are sent (see retention below).

Content you provide

Writing profiles and writing samples, business knowledge (including website content you ask us to analyse), knowledge documents, projects, tasks, notes, templates and your AI preferences.

AI interaction data

The prompts assembled for AI features (built from the thread, your business knowledge, writing preferences and project context), the generated outputs (draft replies, thread summaries, strategic analyses, chat responses) and your edits and approval decisions.

Technical, security and diagnostic information

An append-only audit log of significant actions, AI usage metering (models and token counts, used to operate the service), and operational error logs. Log sanitisation removes credential material before anything is written.

Cookies and marketing data on public pages

Our public website and sign-up pages use marketing measurement (Meta Pixel and Google Tag Manager) by default, plus first-party storage for campaign attribution. If you opt out, a first-party cookie (kept for up to 180 days) remembers that choice. See "Privacy & tracking" below. The authenticated product contains no advertising trackers.

Privacy & tracking

On our public website and sign-up pages we measure which ads and campaigns bring people to Right at Hand, using the Meta Pixel, Google Tag Manager and Meta's server-side Conversions API. This is on by default. It never covers your mailbox, emails, AI prompts or anything you do inside the app.

You can opt out at any time below. We also honour the Global Privacy Control (GPC) signal: if your browser sends it, marketing measurement stays off.

How we use information

• To operate your workspace: sync mail, show conversations, search, and carry out the mailbox actions you take.
• To generate AI-assisted drafts, summaries and analysis that you review.
• To run features you set up, such as scheduled sending and follow-up reminders.
• To keep tenants separated, enforce permissions and investigate security issues.
• To respond to support requests.
• To measure AI usage and cost of operating the service.
• To notify our team about new accounts and early product milestones and to follow up on onboarding, using your account ID, login email, profile name and plan (never mailbox content and never for advertising).
• To process founding-access applications and contact you about your application.
• To measure the effectiveness of our public marketing pages and sign-ups, unless you opt out.

Google API data (Limited Use)

Right at Hand requests a single Gmail permission (gmail.modify) and uses Google user data only to provide the user-facing features described on the Gmail permissions page. Gmail data is not used for advertising, is not sold, and is not transferred except to provide those features, for security purposes, or to comply with the law.

AI processing

AI features are provided server-side through the OpenAI API. When you use an AI feature, the relevant context — the email thread, your writing preferences, business knowledge, project context and any attachment you ask about — is sent to the provider to generate the response. Attachments travel inline with the request; the provider is never given a link into our storage.

Our requests are sent with the provider's conversation-storage option disabled, and we never request or store model chain-of-thought. Under OpenAI's published API terms, data submitted through the API is not used to train its models by default; the provider's own terms and abuse-monitoring retention policies apply to data it processes, and we do not claim zero retention on the provider's side. The outputs we generate for you (drafts, summaries, analyses) are stored in your workspace so you can use them.

We also create text embeddings (numerical representations used for retrieval) of your business and knowledge content through the same provider so relevant context can be found when drafting.

Service providers

We use a small set of providers to run Right at Hand:

• Google — Gmail API access to the mailbox you connect, Google OAuth, and Gmail change notifications.
• Supabase — our backend platform: database, authentication, file storage and encrypted secret storage.
• OpenAI — AI text generation and embeddings, as described above.
• Meta — marketing measurement covering public-site acquisition actions and the free account registration event only. Unless you opt out, we tell Meta when you view our public pages, start signing up and complete a free account registration, and when you submit a founding-access application. These events may include a hashed copy of your account email (and first name for applications), a hashed user ID and browser identifiers (Meta cookie IDs, IP address, browser type). No Gmail-derived data and no in-app workflow activity is ever sent to Meta, and Gmail-derived data is never used to build advertising audiences.
• n8n (operated by UpWeb Pty Ltd) — internal operational notifications and onboarding follow-up. When you create an account, complete your first Think, or first send a reply after a Think, we send our own n8n workflow your account ID, account login email, profile name, your plan when it is known, and the event name and time. No mailbox content (emails, subjects, recipients, prompts or replies) is sent, and this information is not used for advertising.

We do not sell personal information. We may disclose information where required by law or to protect the service and its users.

Where data is processed

The providers above operate infrastructure in multiple countries, and some processing takes place outside Australia (for example, in the United States). We do not publish specific data-centre locations here because they are controlled by the providers. By using Right at Hand you understand that overseas processing by these providers occurs.

Retention and deletion

• Active accounts. Workspace data is retained while your account is active so the product keeps working.
• Outgoing attachments. Files you attach to replies are stored until sent and then automatically purged from our storage about 30 days after sending.
• Disconnecting Gmail. Disconnecting a mailbox revokes our Google credential (best effort), deletes our stored copy of it and stops syncing. Previously synced content remains in your workspace until you delete it or request deletion.
• Deletion. A workspace owner can delete the workspace and everything in it from Settings → Workspace; anyone else can request deletion by verified email — see Data deletion. Deleted data is removed from our active production systems; residual copies can remain temporarily in encrypted backups until those backups expire, as described below.
• Backups and security logs. Infrastructure backups and append-only audit records can persist for a limited period after deletion, and some records may be retained where needed for security or legal reasons.
• Founding-access applications. Kept to run the founding programme and contact applicants; deleted on request.

When people at Right at Hand can see your content

Day-to-day, your mailbox content is processed by software, not read by people. Authorised personnel may access content only when it is necessary to operate the service: investigating a security incident or abuse, debugging a problem you have asked us to fix (with your permission where practicable), or complying with the law. For Google user data, human access follows the Limited Use restrictions described above. Significant actions are recorded in an append-only audit log.

Security

Data is encrypted in transit, workspaces are isolated with database-level row security, Google credentials are stored encrypted in a secrets vault, and secrets never reach the browser. The Security overview describes the current controls factually, including what we do not claim.

Access, correction and complaints

You can ask us for a copy of the personal information we hold about you, ask us to correct it, or ask us to delete it by emailing sales@upweb.com. We will verify the request comes from the account holder before acting on it.

We handle personal information having regard to the Privacy Act 1988 (Cth) and the Australian Privacy Principles to the extent they apply to us. If you have a complaint, contact us first and we will try to resolve it. You can also complain to the Office of the Australian Information Commissioner (OAIC).

Changes to this policy

When our practices change, we update this page and its "Last updated" date. If a change meaningfully reduces your privacy, we will make that clear on this page before it takes effect.

Contact

Privacy questions and requests: sales@upweb.com. Right at Hand is operated by UpWeb Pty Ltd in Australia.