Privacy Policy
The short version. DEFT asks Google for read-only access and nothing more. We never store the body of your email. We never train any model on your data. Agents cannot send, book or buy — those capabilities are not in the app. You can delete everything, permanently, in one click.
1. Who we are
DEFT (“DEFT”, “we”, “us”) provides desktop applications for macOS and Windows, and a supporting backend service at deftos.ai. The data controller is [PLACEHOLDER — legal entity name and registered address]. You can reach us at support@deftos.ai about anything in this policy.
2. What we collect
Account data
Your name, email address and profile picture, supplied by Google when you sign in. We use it to identify your account and contact you about the service.
Content you create
Tasks, descriptions, tags, reminders, activity trails, and the outputs agents produce for you. This is stored so DEFT can show it back to you, and is visible only to you unless you explicitly create a share link.
Google Workspace data
With your consent, DEFT reads your Gmail and Google Calendar using read-only scopes:
gmail.readonly— to detect action items in recent mailcalendar.readonly— to understand your real capacity for a given dayuserinfo.emailanduserinfo.profile— to identify your account
We do not request gmail.send, gmail.modify, calendar.events.write, Contacts or Drive scopes. DEFT is technically incapable of writing to your mailbox or calendar.
What we deliberately do not store
- Email bodies. A short snippet is passed to a classifier to decide whether the message contains an action item, then discarded. Only the Gmail message ID is retained, so a task can link back to the original thread in your own mail client.
- Calendar event contents beyond scheduling data. We read start and end times, and event titles where you have asked for event-derived task suggestions.
- Payment card details. Payments are processed by Stripe; we never see or store your card number.
Diagnostics
We collect crash reports and error traces (via Sentry) and structured server logs to keep the service working. These are retained for [PLACEHOLDER — e.g. 30] days and are not used to build a profile of you.
3. How your data is used
Strictly to operate the product you asked for: classifying tasks, running the agent jobs you approve, generating your Daily Brief, firing reminders, and supporting you when you write in. We do not sell your data, we do not share it with advertisers, and we do not build advertising profiles.
4. AI models and subprocessors
Running an agent job sends the relevant task content — and, where the task calls for it, the specific email or calendar context needed — to a large language model provider and to a web search API. Depending on your configuration this may be OpenAI, Anthropic, Amazon Bedrock, Fireworks, or a gateway you host yourself.
- We contractually require that your content is not used to train our providers' models, and we do not train models on it ourselves.
- On the Max and Unlimited plans you can supply your own API key. When you do, your prompts go directly to your own provider account and never touch our inference infrastructure.
- Current subprocessors: [PLACEHOLDER — list your live providers, e.g. OpenAI, Anthropic, Tavily, Stripe, Sentry, and your hosting provider, with their regions].
5. Agent safety
DEFT operates in conservative mode. Agent tools are read-only: web search, page fetching, reading your mail and calendar for context, summarising, and generating drafts. Tools for sending email, creating calendar events, completing bookings or making purchases are not present in the shipped application. Every agent output is a draft that waits for your explicit approval.
6. Security
- Google OAuth tokens are encrypted at rest with AES-256 and are held only on the backend — the desktop app never receives them.
- All traffic between the app and our backend is encrypted in transit over TLS.
- Data at rest is encrypted by our hosting provider.
- Share link tokens are 32 cryptographically random bytes and are stored only as SHA-256 hashes. Revoking a link deletes the token immediately and the URL then returns 404.
No system is perfectly secure. If you believe you have found a vulnerability, please write to support@deftos.ai with “Security” in the subject line and we will respond promptly.
7. Sharing
We share your data only with the subprocessors listed above, and only as needed to run the service; when you deliberately create a share link for a specific task; and where we are legally required to. A share link exposes exactly one task — never your account or any other task.
8. Retention and deletion
We keep your data while your account is open. Deleting your account from Settings revokes your Google tokens immediately and permanently erases your tasks, briefs and agent outputs within 24 hours. There is no grace period and no recovery, which is the point. Backups are purged on a rolling [PLACEHOLDER — e.g. 30]-day cycle.
9. Your rights
Depending on where you live, you may have the right to access, correct, export, restrict or delete your personal data, and to object to processing. Access, export and deletion are available directly in Settings; for anything else, email support@deftos.ai and we will respond within 30 days. If you are in the EEA or UK, our legal basis is performance of our contract with you, plus your consent for Google Workspace access — which you can withdraw at any time by disconnecting the integration in Settings or at your Google account permissions page.
10. Google API Services User Data Policy
DEFT's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including its Limited Use requirements. We do not transfer Google user data to third parties except as necessary to provide or improve the user-facing features described here, and we do not use it for advertising or to train generalised AI models.
11. Children
DEFT is not intended for anyone under 16, and we do not knowingly collect data from children.
12. International transfers
Our infrastructure and subprocessors may process data in [PLACEHOLDER — e.g. the United States]. Where required, transfers rely on Standard Contractual Clauses or an equivalent safeguard.
13. Changes
If we change this policy materially, we will email you and update the date at the top before the change takes effect.
14. Contact
Write to support@deftos.ai. A person who works on the product will read it.