Privacy Policy

1.Who we are and what this covers

TaskFieldAI ("TaskFieldAI," "we," "us," or "our") is a professional-relationship intelligence service operated from Hyderabad, Telangana, India. This Privacy Policy explains how we access, collect, use, store, share, and protect personal information when you visit taskfieldai.com and when you use the TaskFieldAI application.

What the product is. TaskFieldAI is a web application you use in your browser. With your authorization, it connects to your Google Workspace / Gmail account (and, optionally, Google Calendar) and continuously analyzes your professional email to build a private memory of your relationships, monitor relationship health, flag agreement risk and manipulation in incoming messages, help schedule meetings, and — only at the level of autonomy you choose — draft and send replies. To do this, your email content and the information we derive from it are processed on our servers and stored in our cloud database. We are the controller of that information.

If you do not agree with this Privacy Policy, please do not use the Services. If you have questions, contact us at support@taskfieldai.com.

2.Information we collect

Information you provide and authorize

• Account & identity. When you sign in with Google, we receive your name, email address, profile picture, and Google account identifier. We do not offer email/password accounts and never see your Google password.
• Email data (Gmail). With the access you grant during Google sign-in, we read messages in your connected mailbox — their content (subject and body), headers, participants, timestamps, labels, and, if you enable attachment analysis, attachments — in order to provide the Services.
• Calendar data. If you connect Google Calendar, we read event times, titles, and attendees to detect scheduling intent and prepare meeting briefs.
• Connected integrations. If you choose to connect a third-party tool (such as HubSpot, Slack, Notion, or Asana), we receive the data from that tool that is necessary to provide the feature you enabled.
• Profile & settings. Your name, role, communication preferences, automation rules, and other configuration you enter.
• Support & communications. Information you send us by email or through support channels.

Information we derive (NeuralField)

The core of the product analyzes your email and stores the information it derives from it: facts, commitments, preferences, and events; relationship-health signals and scores; agreement-risk flags; and meeting and task records. Each derived item is stored with its source and date so it can be traced back. This derived information can include information about the people you correspond with — see "Information about your contacts" below.

Information collected automatically

• Log & usage data. IP address, browser and device characteristics, operating system, referring URLs, and records of how and when you use the Services, collected to operate and secure the product and to diagnose errors.
• Cookies. Strictly-necessary cookies keep you signed in. Optional analytics cookies are set only if you consent. See our Cookie Policy.

Payment information

If you subscribe, payment is processed by Paddle, our Merchant of Record. We receive limited billing details (such as plan, transaction status, and a customer identifier) but we never receive or store your full card number. Paddle's handling of your payment data is governed by Paddle's privacy notice.

Sensitive information

We do not ask you for special-category data (such as health, religious, or biometric information), and we do not use your email to infer protected characteristics. However, because the product reads your email, your messages may incidentally contain such information. We process email content solely to provide the Services and apply the same protections to all of it.

3.Google user data and Limited Use

TaskFieldAI's access to your Gmail uses a restricted Google API scope. Our use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Specifically:

• We use Google user data only to provide and improve the user-facing features that are prominent in the TaskFieldAI experience (for example, memory, relationship monitoring, agreement-risk detection, scheduling, and drafting).
• We do not transfer Google user data to others except as necessary to provide or improve those features, to comply with applicable law, or as part of a merger or acquisition (with notice to you).
• We do not use Google user data for advertising.
• We do not allow humans to read your Google user data unless: (i) you give specific consent for specific messages; (ii) it is necessary for security, abuse prevention, or to comply with law; or (iii) the data has been aggregated and de-identified for internal operations.
• We do not useGoogle user data to train, develop, or improve generalized or non-personalized artificial-intelligence or machine-learning models — ours or any third party's. See "AI processing".

4.How we use your information

We process your information to:

• Provide the Services — build and maintain your memory, monitor relationships, detect agreement risk and manipulation, schedule meetings, and generate drafts at the autonomy level you set.
• Create and manage your account and authenticate you.
• Respond to your requests and provide support.
• Maintain security, prevent fraud and abuse, and debug and improve reliability.
• Process subscriptions and payments (through Paddle).
• With your consent, measure aggregate product usage to improve the Services.
• Send you service and administrative messages, and — only if you opt in — product or marketing updates you can unsubscribe from at any time.
• Comply with law and enforce our terms.

We do not sell your personal information, and we do not use your email content for advertising or to train AI models.

5.Legal bases (EEA / UK)

If you are in the European Economic Area or the United Kingdom, we rely on the following legal bases under the GDPR / UK GDPR:

• Performance of a contract — to provide the Services you sign up for.
• Consent — for optional analytics cookies, attachment analysis, optional integrations, and marketing. You may withdraw consent at any time.
• Legitimate interests — to secure and improve the Services, prevent abuse, and run our business, where those interests are not overridden by your rights.
• Legal obligation — to comply with applicable law, such as tax and accounting requirements.

6.AI processing and model training

To deliver its features, TaskFieldAI sends relevant email content and derived context to AI providers for processing. We currently use:

• OpenAI — for text generation (drafts, briefs, summaries), memory extraction, and embeddings.
• Google (Gemini) — for reasoning and analysis tasks (such as evaluating whether a claim contradicts your records), long-document analysis, and embeddings.

These providers process your content only to return a result to us for your use, under business / API terms that do not permit using your content to train their models — and we do not use your content to train any model, ours or theirs. We use these providers' API offerings rather than their consumer products precisely because the API terms exclude training: OpenAI does not train on API data and retains it for up to 30 days solely to monitor for abuse before deleting it; Google's paid Gemini API does not use your prompts or responses to improve its products and does not subject them to human review. We log only token counts and model names for cost and reliability — never the content of your messages.

7.Automated processing and autonomous actions

TaskFieldAI is, by design, an automated system. It scores relationship health, classifies and prioritizes messages, flags agreement risk, and can prepare — and, at higher autonomy levels you explicitly enable, send — email and create calendar events or tasks on your behalf.

• You control the autonomy. Automated sending is off by default; the system starts in draft-only mode and only acts within limits you configure.
• Hard safety limits exist in code. An active agreement-risk flag freezes autonomous sending on that thread, every autonomous send has an undo window, and sends respect your working hours.
• Human review. You can review, edit, or override any output. Where a decision produces legal or similarly significant effects and is made solely by automated means, you have the right to request human review — contact us at support@taskfieldai.com.

8.Information about your contacts

Because TaskFieldAI reads your professional correspondence, the memory it builds necessarily contains information about the people you communicate with — your contacts. We process this information on your behalf and at your direction, solely to provide the Services to you. We do not build cross-customer profiles of these individuals, we do not sell their information, and their data is isolated to your account.

• Deleting a contact removes the memories derived from that contact.
• Deleting your account permanently removes every memory, score, commitment, draft, and log referencing every contact, in a single cascading operation.
• If one of your contacts asks to be removed, you can delete their contact entry — or they (or you) can write to support@taskfieldai.com and we will assist.

9.Sub-processors and sharing

We share personal information only with vendors who process it on our behalf to run the Services, under contracts that require them to protect it and use it only as we instruct. We do not sell your information. Our current sub-processors are:

We may also disclose information where required by law, to protect rights and safety, or in connection with a merger, acquisition, or sale of assets (with notice to you as required). An up-to-date list of sub-processors is available on request.

10.International data transfers

We operate internationally. Your information is stored primarily in Japan(our database provider's region) and is processed by us and our sub-processors in the United States, the European Union / United Kingdom, India, and other countries, depending on the feature. Where required, we rely on appropriate safeguards for cross-border transfers, including the European Commission's Standard Contractual Clauses and equivalent mechanisms. Copies of the relevant safeguards are available on request.

11.Data retention

We keep your information for as long as your account is active and as needed to provide the Services. When you delete your account, we permanently delete your account and every derived row — memories, scores, commitments, drafts, and logs — in a single cascading operation; there is no 30-day "limbo." Residual copies in encrypted backups are purged on a rolling cycle.

We may retain a limited set of records for longer where the law requires it (for example, billing and tax records held by our payment provider), or where necessary to resolve disputes, prevent abuse, and enforce our agreements.

12.How we protect your information

• No passwords. Sign-in is Google OAuth only — we never hold your password.
• Encrypted credentials. Access tokens are encrypted (Fernet) before they are written to the database, which itself encrypts data at rest. All transport is over TLS.
• Tenant isolation. Every row of your data carries your user ID and is enforced with row-level security — there is no cross-customer pooling.
• Never trained on. Your content is used to serve you, never to train any AI model.

No method of transmission or storage is perfectly secure, and we cannot guarantee absolute security. You can review more detail on our Security & Privacy page.

13.Your privacy rights

Depending on where you live, you may have the right to:

• Access a copy of your personal information, and correct or delete it.
• Port your data — you can export everything in the app as JSON in one click.
• Restrict or object to certain processing, and withdraw consent at any time.
• Not be subject to decisions based solely on automated processing that produce legal or similarly significant effects (see Automated processing).
• Lodge a complaint with your data protection authority. In the EEA/UK you may complain to your local supervisory authority; in Switzerland, to the Federal Data Protection and Information Commissioner.

You can review, export, or delete your data directly in the app, or contact us at support@taskfieldai.com. We will respond in line with applicable law. We do not charge you, deny service, or otherwise discriminate against you for exercising these rights.

14.US state privacy rights

If you are a resident of California or another US state with a comprehensive privacy law, you have the right to know, access, correct, delete, and obtain a portable copy of your personal information, and to appeal a denied request. We do not sell your personal information, we do not share it for cross-context behavioral advertising, and we do not use it for targeted advertising or for profiling that produces legal or similarly significant effects outside the Services you ask us to provide.

The categories we collect are identifiers, internet/usage activity, professional information present in your email, and inferences derived from your communications. We collect these from you, from your connected accounts, and automatically, and we disclose them to the sub-processors listed above for the business purposes described. Because we do not sell or share your personal information for targeted advertising, there is no sale or sharing for you to opt out of. To exercise your rights, email support@taskfieldai.com; you may use an authorized agent.

15.Children

The Services are for adults. We do not knowingly collect personal information from anyone under 18. If you believe a minor has provided us information, contact support@taskfieldai.com and we will delete it.

16.Cookies and tracking

We use strictly-necessary cookies to keep you signed in, and optional Google Analytics cookies that are set only if you consent through the cookie banner. We do not use advertising or remarketing cookies. Full detail, including the named cookies and how to control them, is in our Cookie Policy.

17.Changes to this notice

We may update this Privacy Policy from time to time. We will revise the "Last updated" date above and, for material changes, provide a more prominent notice. Your continued use of the Services after an update means you accept the revised notice.

18.Contact us

For any question or request about this notice or your personal information, contact us at:

• Email: support@taskfieldai.com
• Post: TaskFieldAI, Hyderabad, Telangana, India