Privacy Policy

Thank you for installing and using SmartReply For Google Forms (the “Add-on”). This Privacy Policy describes how we collect, use, store, and protect your information when you use our Add-on. We are committed to complying with all applicable privacy regulations and Google’s API Services User Data Policy. By using the Add-on, you agree to the practices described in this policy.

The SmartReply For Google Forms Add-on (“we,” “us,” or “our”) facilitates automatic notifications and optional draft generation for form submissions. Specifically, when a form is submitted, the Add-on sends a notification email from [email protected] to the form owner containing the submitted responses. If the form owner chooses to reply, they can open the notification email and click the 'Compose Reply' button in the Add-on, and the Add-on will generate a Gmail draft based on the form data.

This Privacy Policy outlines how we handle data accessed from Google services and how we comply with Google’s policies and other applicable regulations.

1. Google Forms Data
   • Form Responses: We access the responses submitted to your Google Form.
   • Form Structure: We may read the structure of the form (e.g., questions, response fields) to map form answers to the email template.
2. Gmail Data
   • Draft Creation: We use Gmail API access to create and save email drafts in your Gmail account, but only after you click the “Compose Reply” button.
   • Recipient Email: We extract the recipient’s email address from form responses, as configured by you, to include in the draft (if you choose to generate one).
3. User Account Information

   Google Account Authorization: To function properly, the Add-on requests permission to access your Google Forms and Gmail. This access is limited to only the scopes necessary for the Add-on to work (e.g., reading form responses, sending a notification, creating drafts in Gmail).

• Notification Email: When a form is submitted, we use the form submission data to send a notification email to the form owner from [email protected] containing the form response details.
• Draft Generation: If the form owner clicks the “Compose Reply” button in the notification email, the Add-on uses the same form data to generate a custom email draft using AI. The content of the draft is based on your instructions and the form responses.
• Draft Storage: The generated email drafts are stored in your Gmail account.
• Customization & Configuration: We allow you to define and manage custom instructions for how the AI should generate email drafts.
• Internal Improvements: We may analyze aggregated, anonymized data to improve Add-on performance and user experience.

• No Long-Term External Storage: We do not store your form responses or email data on our own servers beyond what is necessary to process the form responses, send the notification, and generate drafts.
• AI Processing: Form data is used transiently for AI-based draft creation. We do not keep identifiable data after drafts are generated, unless required for debugging or compliance, in which case we ensure it is protected and retained only for the minimal period necessary.
• Retention Period: Email drafts remain in your Gmail account until you choose to delete them. We do not control how long you retain drafts in your Gmail.

• Third-Party Disclosure: We do not sell, trade, or otherwise transfer your data to outside parties. We do not share your data with any external entities unless required by law or when necessary to protect our rights, comply with a judicial proceeding, court order, or legal process.
• Service Providers: We may use trusted third-party service providers to assist us in the operation of our Add-on, such as AI processing services. Where such services are used, we ensure they meet or exceed all applicable data protection regulations, and they are only permitted to use the data in a manner consistent with this Privacy Policy and our contracts.

• Consent & Permissions: When you install or use the Add-on, you grant us consent to access your Google Forms and Gmail data strictly for the purpose of delivering the Add-on’s functionality. You can revoke these permissions at any time through your Google account permissions page.
• Notification & Reply Generation Settings: You can enable or disable the notification and reply generation features within the Add-on’s settings.
• Managing Drafts: You can edit or delete the generated drafts directly from your Gmail interface at any time.

We take reasonable measures to protect the data we access and process from unauthorized access, alteration, disclosure, or destruction. These measures include:

• Using secure connections (HTTPS) for data transmission.
• Limiting access to the data to only those employees, contractors, and agents who need such access to operate, develop, or improve the Add-on.
• Maintaining compliance with applicable security standards and best practices.

We may update or modify this Privacy Policy from time to time. When we make changes, we will post the updated policy on this page and update the “Last Updated” date at the top. If the changes are significant, we will provide a more prominent notice (e.g., email notification or a notice within the Add-on).

By using the SmartReply For Google Forms Add-on, you acknowledge that you have read and understood this Privacy Policy and agree to its terms.