How TaskFieldAI handles your work data
What we access, what we store, who processes it, and what deletion covers — including the parts that are not finished. This page describes the current Gmail beta.
Last reviewed 24 September 2026. This is a description of how the product works today, not a legal policy; the Privacy Policy governs.
What TaskFieldAI can access
Google sign-in requests five permissions and no others: openid, your email address, your basic profile, gmail.modify and calendar.events.readonly.
- Gmail: Google sign-in with the Gmail modify permission, which allows reading, changing and sending mail. Opening an unread conversation in TaskFieldAI marks its unread messages as read in Gmail, as any email app does; archiving, labelling, deleting and sending happen when you choose them, and TaskFieldAI never sends on its own. It imports and stores message content (the most recent 90 days on Pro, with full message bodies) so it can find commitments, changes and relationship context.
- Google Calendar: Read-only access to calendar events, used for meeting context. Read-only: TaskFieldAI cannot create, edit or delete Google Calendar events. Event coverage is still being verified. A calendar entry does not contain what was said in the meeting.
- We never see your Google password. You can revoke access from your Google Account at any time.
What is stored
Email message content — subject, sender and recipients, snippet, and the plain-text and HTML bodies — for the messages we sync, plus what the AI derives from them: facts, commitments and relationship signals, each with its source and date. Gmail import can fetch and store message content, including personal messages. Professional filtering happens after ingestion and governs what gets analysed.
It lives in our cloud database (hosted in Japan), scoped to your account. OAuth tokens are encrypted (Fernet) before they reach the database, which itself encrypts at rest. All transport uses TLS. You can exclude senders and domains, and browse the derived memories in the Memory view.
Background processing
Automatic background updates are still being verified end to end. Check the sync status in the app rather than assuming the latest mail has been processed. Import runs in stages, and the app shows sync status.
AI providers
Relevant content is sent to AI providers for processing, under their API terms, solely to serve you:
OpenAI
Every task that writes to your record or produces text sent in your name: sorting email, extracting memories and commitments, analysing possible changes, relationship analysis, drafting replies (drafts use the email thread, and samples of your sent email to match your writing style), and the search index.
In this invite-only pilot, AI analysis runs only for invited pilot accounts, and only within daily limits — per account and for the service as a whole. An account that is not invited gets no AI analysis.
Groq
Not used in this pilot release. Requests you type to the Agent are read by its built-in rules instead.
The Agent's answers to questions are assembled from your records without sending them to an AI model. A few features that do not name a specific model use the deployment's default provider, which is OpenAI in production.
This section was re-checked against the code on 9 October 2026.
We do not train our own models on your content, sell it or use it for advertising. Each provider's own data use and retention depend on its terms; we do not restate another company's commitments here. See AI processing in the Privacy Policy.
Sending and calendar changes
TaskFieldAI does not send email automatically in this version, whatever the Autopilot setting: drafts wait for your review, and an email is sent only when you send it yourself. TaskFieldAI's Calendar access is read-only, so it cannot create, change or delete events on your Google Calendar.
When a thread has an open serious finding — a claim that contradicts the earlier record — no automatic draft is generated for it; that check runs before any AI call. Autonomy beyond Observer is granted by you per category and respects your working hours. Autonomous sending has not been verified end to end for new accounts.
Access controls
Application queries filter on your user id. Row-level security is enabled on every table as a second line, but today the application connects with an owner-level database role, so that second line does not add enforcement on the application path. Separating those roles is in progress, and we would rather say so than imply a layer you are not getting.
Export, deletion and backups
Export is a single download, but it is bounded: it covers your derived memories, contacts and email metadata, is capped at 10,000 memories and 5,000 email records, and deliberately excludes email bodies.
Deletionremoves your account, and the user-scoped data attached to it is removed with it — measured as 80 of 88 user-scoped tables at the time of writing. Three retain rows: AI cost accounting, payment events, and any message you sent us through the contact form — the first has no link to your account, and the other two keep the record with your account link removed. If you need those purged too, ask and we'll do it by hand. Residual copies in encrypted backups are purged on a rolling cycle; see Retention in the Privacy Policy.
About your contacts: memories are derived from correspondence you already have, stored privately in your account and used only to assist you. Deleting a contact entry removes their derived memories.
What happens when it isn't sure
A check of a claim against your record returns one of four verdicts:
- Supported — your record backs the claim; nothing interrupts you.
- Partially supported — you see which part checks out and which doesn't, separately.
- Contradicted — a finding is raised with its sources, and Autopilot is blocked from drafting or sending on that thread.
- Unverifiable — nothing in your record speaks to it, and it says so rather than rounding the gap up to “fine”.
The same rule runs through the product: too little history reads as not enough history, never as healthy; mail that has not been analysed reads as not analysed, never as zero findings.
Certifications
We hold no certifications today — not SOC 2, not ISO 27001 — and we are not claiming a compliance verdict we have not been audited for. Security questionnaires are welcome, and we will answer them honestly, including about what is not built yet. Only Google accounts can connect today; Microsoft 365 / Outlook is not supported.
Contact and incident reporting
Report a security concern or suspected incident to support@taskfieldai.com with “Security” in the subject. For data requests (export, deletion, correction), use the same address or the controls in Settings.