Privacy Policy

1. Scope

This policy applies to Elite Avatars websites and applications that link to it, including EAV Email Command. Some products may provide additional notices for product-specific features or integrations.

2. Information we collect

Depending on the service, we may process account and profile information, organization details, contact information, configuration settings, connected-service identifiers, support communications, technical logs, and content a user chooses to process through an Elite Avatars application.

We collect only the information reasonably necessary to provide, secure, maintain and improve the service a user has chosen to use.

3. EAV Email Command

EAV Email Command is an AI-assisted email operations service designed to help authorized users connect business mailboxes, receive and organize email, classify messages, prepare drafts, manage conversations, and send approved messages according to the user's selected safety and automation settings.

Email Command is designed with tenant separation, server-side credential handling, suppression and unsubscribe controls, and a Draft Only mode that requires human approval before sending unless an authorized organization deliberately enables a different automation mode.

4. Google OAuth and Gmail data

When a user chooses to connect a Google or Gmail account, authorization occurs through Google's OAuth process. Elite Avatars does not ask for or store the user's Google password.

Depending on the permissions the user grants, EAV Email Command may access Gmail data needed to provide requested email features, including email addresses, message headers, message bodies, thread and message identifiers, labels or message state, drafts, and sending functionality.

We use Gmail data only to provide and secure user-requested Email Command functionality, such as receiving and organizing messages, maintaining conversation context, classifying intent, preparing drafts, applying approved workflow rules, and sending messages authorized by the user or organization.

5. AI processing

When an Email Command feature uses AI, relevant message content and conversation context may be sent to the configured AI service solely to perform the requested classification, summarization, drafting, or related workflow. We limit the data sent to what is reasonably necessary for the task and use server-side controls for credentials and service access.

AI-generated drafts may contain errors. Users remain responsible for reviewing important communications and for any message they approve or authorize for sending.

6. OAuth credentials and security

OAuth access and refresh tokens are treated as sensitive credentials. Email Command keeps privileged credentials server-side and is designed to store long-lived OAuth refresh tokens in encrypted secret storage rather than browser code or public files. Access to production data is limited according to operational need and security controls.

7. Retention

We retain account, mailbox, message, conversation, audit and configuration data only for as long as reasonably necessary to provide the service, maintain security and reliability, resolve disputes, satisfy contractual obligations, and comply with law.

OAuth refresh tokens are retained only while a connected mailbox requires continued authorization or until the authorization is revoked, disconnected, replaced, or deleted. Backup, security and audit records may persist for a limited additional period where needed for recovery, fraud prevention, integrity or legal obligations.

8. Deletion and disconnection

Users may request deletion of information associated with their Elite Avatars account or connected mailbox by contacting wwalker@elite-avatars.com. Requests should identify the account or mailbox involved but should never include passwords, OAuth tokens or other secrets.

When a mailbox is disconnected or a valid deletion request is completed, Elite Avatars will stop using that authorization for new Gmail access and will delete or de-identify service data that is no longer required, subject to legitimate security, backup, fraud-prevention and legal-retention needs.

9. Revoking Google access

A user can revoke Elite Avatars or EAV Email Command access at any time from the connected-app or third-party access settings in the user's Google Account. Revoking access prevents new access using that authorization. A user may also contact Elite Avatars to request mailbox disconnection and deletion of associated service data.

Google Account controls are available at myaccount.google.com/connections.

10. Sharing and service providers

We may use infrastructure, database, hosting, email, AI, security, analytics, payment or support providers where necessary to operate the service. We do not sell personal information or Gmail data. Service providers receive only the information reasonably necessary to perform their contracted function and are expected to protect it appropriately.

11. Human access to Gmail data

Elite Avatars personnel do not routinely read connected Gmail content. Human access may occur only when necessary for security, abuse prevention, legal compliance, or support requested or authorized by the user, and should be limited to the minimum information needed.

12. User responsibilities

Users must have authority to connect each mailbox and to process the messages, contacts and business information used with the service. Users are responsible for complying with applicable privacy, marketing, anti-spam, employment, confidentiality and recordkeeping requirements.

13. Changes to this policy

We may update this policy as Elite Avatars products, integrations or legal obligations change. The effective date at the top of this page will be updated when material revisions are published.

14. Contact

Questions about privacy, Gmail data, OAuth access, retention, deletion or revocation may be sent to wwalker@elite-avatars.com.