Privacy Policy

Information we may collect

Depending on the service, Hoid Systems may process information such as:

• name
• email address
• phone number
• business information
• service or project details
• communications sent to or from Hoid Systems

We only collect information needed to provide, operate, maintain, or improve our services.

Google Workspace and Gmail data

Hoid Systems uses Google OAuth to access Gmail functionality (the gmail.send scope only) for the single authenticated Hoid Systems operator account. Hoid Systems uses Google Workspace/Gmail data only to provide the user-facing functionality for which access was granted - never for any other purpose.

gmail.send is used only to send operator-approved outreach and follow-up messages through the authenticated Gmail account. No message is ever sent automatically without a human operator having reviewed and approved it first. Hoid Systems does not use any Gmail scope to read, search, or retrieve messages from the Gmail inbox - see "Inbound reply processing (Resend)" below for how replies are received instead.

Hoid Systems does not sell Google Workspace user data. Hoid Systems does not use Google Workspace user data for advertising, data brokerage, credit decisions, general analytics, business intelligence, or any purpose not directly tied to the outreach workflow described above.

Hoid Systems does not use Google Workspace API data to develop, train, or improve generalized, foundational, or non-personalized artificial intelligence or machine-learning models.

Hoid Systems' use of information received from Google Workspace APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

Inbound reply processing (Resend)

Replies to Hoid Systems' outreach messages are received and processed through Resend, a third-party email infrastructure provider, using a dedicated reply-only subdomain distinct from the primary Gmail inbox. Resend receives the inbound message and makes it available to Hoid Systems solely so it can be:

• matched to the correct outreach conversation
• displayed in the operator console
• classified
• used to support follow-up workflows

Hoid Systems does not use Resend to send or store marketing communications, and does not sell or share reply content received through Resend for advertising, data brokerage, or any purpose unrelated to the outreach and reply workflow described in this policy.

AI-assisted processing

Hoid Systems uses a third-party AI provider (OpenAI) to help classify inbound replies and prepare draft follow-up messages for the operator to review before anything is sent. When reply content - received via Resend, as described above - is sent to this provider, it is used only to provide that user-facing functionality (reply classification and follow-up drafting support), not for any unrelated or secondary purpose.

This data is not used to develop, train, evaluate, or improve generalized, foundational, or non-personalized AI/ML models, and is not submitted to any fine-tuning, evaluation, or persistent training dataset.

How information is used

This section describes how Hoid Systems' own collected business information (see "Information we may collect" above) is used. Google Workspace/Gmail data is governed exclusively by the "Google Workspace and Gmail data" and "AI-assisted processing" sections above, which describe its only permitted uses.

This other information may be used to:

• provide and operate Hoid Systems services
• communicate with businesses and customers
• manage outreach and replies
• improve software functionality
• maintain security and prevent abuse

Data sharing

Hoid Systems does not sell personal information, including Google Workspace user data.

Information may be processed by service providers necessary to operate the service, such as hosting, email, database, and AI infrastructure providers. Google Workspace/Gmail data is only ever shared with such providers as described in the "Google Workspace and Gmail data" and "AI-assisted processing" sections above - never for advertising, data brokerage, or unrelated purposes.

Data retention

Information is retained only for as long as reasonably necessary for the purpose for which it was collected, operational requirements, legal obligations, or security needs.

Security

Hoid Systems uses reasonable technical and organizational safeguards to protect information, including secure transport, access controls, and restricted operator access.

Your choices

If you receive outreach from Hoid Systems and do not want further contact, let us know and we will not follow up.

Contact

Questions about this policy can be sent to:

[email protected]