Data use and choices

Privacy notice

This notice describes the household email worker and calendar workflow in the version reviewed on 25 October 2026. The owner must review it again if the software, hosting or data handling changes.

What is accessed and why

• Email: connected account identity, message identifiers, sender, subject, sent/received dates and normalised message text. These support date extraction, source checking, retry handling and duplicate detection.
• Event suggestions: proposed titles, dates/times, source excerpts, validation reasons and review decisions. These help the household verify each suggestion before it becomes a calendar entry.
• Calendar: available calendar names/identifiers and the selected calendar's relevant entries are accessed for selection and duplicate/write checks. Approved event titles and dates/times, together with technical event identifiers, are sent to Apple.
• Account connections: OAuth tokens for Gmail and optional Outlook/Hotmail, and an Apple app-specific credential. These let the scheduled worker use connections the owner has authorised.

Where processing happens

The email worker retrieves mail from Google or Microsoft over their internet services. It sends selected message excerpts to the model service on the same PC for extraction. This version contains no model-training feature and does not call a hosted AI service for that extraction step.

Calendar writes are sent to Apple. Anyone who already has access to the selected shared calendar may see those entries. Home Assistant can retrieve them through its calendar integration and speak titles and dates/times through the configured household voice system.

Google, Microsoft, Apple and the household's separately configured systems handle their own services and records under their respective settings and policies. This notice does not describe or guarantee those separate systems' retention or security.

Local storage and retention

Queued messages and messages needing further review retain their normalised body text locally. When a queue item finishes successfully with no processing issues, its payload is cleared from the active queue record. Selected evidence and source metadata remain in the event ledger; evidence can include all of a short message.

The current worker has no automatic expiry period for pending/review items, event evidence, duplicate history or write records. These remain until the owner removes the relevant local data. Clearing an active record is not a promise of secure erasure from database storage or backups.

Account credentials are stored locally using Windows DPAPI protection, with restricted folder permissions in the installed setup. The mail-processing databases are ordinary local SQLite files; the application does not itself encrypt them. The owner is responsible for device access and any backups.

Stop access or remove data

The owner can stop the scheduled worker and revoke the app's access in the relevant Google or Microsoft account settings, or revoke the Apple app-specific password. Revoking access does not automatically erase local copies or existing calendar entries.

Contact the owner below to arrange removal of local processing data, credentials and any backups under the owner's control. The worker has no built-in per-person deletion screen or automatic backup removal. Removing its duplicate history also removes its protection against reprocessing previously seen notices, so processing must stay stopped until the owner has reviewed the reset.

The original messages remain in their email accounts because this worker has read-only mail access. Calendar entries already created must be managed separately in the calendar.

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