LEGAL · MAIL AGENT
Last updated: September 23, 2026
Axya Mail Agent Privacy Policy
This policy explains how Axya’s optional Mail Agent feature uses and protects Google Gmail and Microsoft Outlook mailbox data.
1. Who we are and what this policy covers
Axya (“Axya”, “we”, “us”) operates a B2B manufacturing-procurement platform. The Axya Mail Agent (“Mail Agent”) is an optional feature that lets a buyer connect their own business mailbox — Google Workspace (Gmail) or Microsoft 365 (Outlook) — so that: 1. inbound supplier email is captured onto the buyer’s matching purchase order (PO) or request-for-quote (RFQ); and 2. optionally, the buyer can send their outbound supplier email through their own mailbox.
This policy explains what mailbox data the Mail Agent accesses, why, how it is used, stored, shared, retained, and how you control and revoke that access. It is consistent with the technical controls described in Axya’s Connecting a Mailbox — IT & Security Guide. It supplements, and should be read together with, the Axya Privacy Policy (the company-wide policy); where this document is silent, the company-wide policy governs. Align the entity name, governing law, and contact details below with the company-wide policy before publishing.
2. Google API Services — Limited Use disclosure (Gmail)
1. User-facing use only. We use Gmail data solely to provide prominent Mail Agent features: capturing inbound supplier email onto your orders/RFQs, applying the [Axya Ingested] label, and, if you opt in, sending supplier email from your mailbox.
2. No transfer except as permitted. We do not transfer Gmail data except as necessary to provide or improve these features, comply with applicable law, or as part of a merger or acquisition — and, where required, with your consent.
3. No advertising. We do not use Gmail data for serving advertising of any kind, including retargeting, personalized, or interest-based advertising, and we do not sell Gmail data.
4. No human reading. We do not allow humans to read Gmail data except with your explicit consent for specific messages, where necessary for security or law, or where data has been aggregated and anonymized for internal operations. Axya’s processing is automated.
5. No generalized AI/ML training. We do not use Google Workspace APIs or data obtained through them to develop, train, or improve generalized or non-personalized AI or machine-learning models. Gmail content is never added to a model training or fine-tuning dataset.
How we use AI (automated classification)
To power a user-facing feature, Axya uses an automated classification model hosted on Amazon Web Services (Amazon Bedrock) to analyze a captured supplier message and detect its intent, so Axya can suggest a next action. This inference-time processing is not human reading and is not used for advertising. Amazon Bedrock does not store inputs or outputs, train any model with them, or share them with the underlying model provider. Messages are processed in their original language, without an external translation service. Gmail content is not used to create, train, fine-tune, or improve any generalized or non-personalized model.
3. What mailbox data we access — and what we deliberately do not
The Mail Agent is built for data minimization. Unlike a full mailbox sync, it applies a privacy filter before any message content is fetched.
What we access
• Message headers of inbound mail, to check whether the sender is a supplier on your organization’s list.
• The body and attachments only when the sender is a recognized supplier, so the message can be filed onto the matching PO/RFQ.
• The email address and basic profile of the connected account, via openid, email, and profile.
• The ability to apply a Gmail label ([Axya Ingested]) to messages we capture.
• The ability to send messages you compose or trigger in Axya, only if you enable sending for that mailbox.
What we deliberately do not access or store
• We do not download or store internal, personal, or non-supplier email; only an aggregate skipped-message count is kept.
• We do not access Gmail contacts, calendar, or Drive.
• We do not permanently delete mail. Gmail modify permissions are not used for deletion.
• For a personal mailbox, a captured supplier email that cannot be linked to an existing Axya order/RFQ is dropped and purged; the message stays only in your mailbox.
4. Why we request each scope
Scope
Type
Why
gmail.modify
Restricted
Read inbound supplier email to capture it onto your PO/RFQ, and apply the [Axya Ingested] label so you can see what was captured. Used for labeling, not deletion.
gmail.send
Restricted
Send your outbound supplier email through your own mailbox — only if you opt in.
openid, email, profile
Non-sensitive
Identify the mailbox you connect. No directory or organization-wide access.
We request delegated access to the signed-in user’s mailbox only (and shared mailboxes the user is explicitly delegated). We do not request application-level or organization-wide mailbox access.
5. How your data is stored and secured
• Token custody. We store only the OAuth refresh token, encrypted at rest using authenticated AES-based encryption with a dedicated key. It is never shown in the browser, never logged, and is purged immediately when you disconnect.
• Captured content. Supplier emails belonging to an order are stored in Axya’s application database and object storage, encrypted in transit with TLS and protected by standard access controls, for the life of that order record.
• Non-routable mail is not retained. Supplier mail that cannot be linked to an order for a personal inbox is purged; non-supplier mail is never downloaded.
• Transport and flow security. Connections use the OAuth authorization-code flow with PKCE and a single-use, browser-bound state parameter, over TLS.
• Transparency and auditability. Every captured message is labeled [Axya Ingested] in your mailbox. Connect, reconnect, disconnect, re-authorization, and ingest events are logged with actor and timestamp.
6. How we share data
We do not sell mailbox data and do not share it for advertising. Captured order-related content is shared only within your Axya organization with colleagues who have access to the relevant order/RFQ; with service providers that host and operate Axya — principally Amazon Web Services, including Amazon Bedrock for automated message classification — under contractual confidentiality and data-protection obligations; where required to comply with applicable law or lawful requests; and in connection with a merger or acquisition, subject to this policy. Amazon Bedrock does not retain message content or use it to train models. We do not transfer Gmail data to third parties for their own purposes.
7. Data retention and deletion
• Order-related captured email is retained for the life of the associated order/RFQ record in your Axya workspace, then handled under Axya’s company-wide retention practices.
• Non-routable and non-supplier email is not retained; it is dropped, purged, or never downloaded.
• OAuth refresh tokens are purged immediately on disconnect by you or your IT administrator.
• On request, contact us about retention windows for already-captured order-related content or to request deletion, in line with the Axya Privacy Policy and applicable law.
8. Your controls and how to revoke access
You are always in control of the connection:
Read this inbox (ingest) — on = we capture inbound supplier mail; off = send-only, we never read the inbox.
Send from this inbox — off by default; on = your outbound supplier mail is sent through this mailbox.
Surface unrelated emails — off by default for a personal inbox: mail we can’t link to an order is dropped, not archived.
To revoke access at any time:
In Axya: open the Mail Agent → Manage inboxes → Disconnect. This purges the stored token immediately and stops all reading/sending.
In Google: visit myaccount.google.com/permissions and remove Axya Mail Agent.
Your IT administrator can revoke org-wide via the Google Admin console (API controls → the Axya app → Blocked / removed from Trusted).
9. Children’s data
The Mail Agent is a business tool offered to organizations and is not directed to children.
10. Changes to this policy
We may update this policy. We will change the “Last updated” date above and, for material changes affecting connected mailboxes, notify affected customers.