Privacy Policy

1. Who this policy covers

This policy applies to the Milo service at milo.joinhexagon.com and to the Milo assistant wherever you use it (including the web app and connected messaging surfaces such as Slack). It covers the data Milo receives from Google APIs when you connect your Google account, as well as the information you provide directly to Milo.

2. The Google data Milo accesses — and why

When you connect your Google account, Google shows you a consent screen listing exactly what you are authorizing. Milo only requests access in order to perform the assistant tasks you ask of it. Here is each category of access and the feature it powers:

• Your basic profile (name, email address)To create and identify your Milo account and address you correctly. (openid, email, profile)
• Gmail — read, organize, and sendSo Milo can read and triage your inbox, summarize what matters, apply labels and archive on your instruction, draft replies in your voice, and send email on your behalf when you approve it. Milo also reads your send-as signature so drafted email uses your real signature. (gmail.readonly, gmail.modify, gmail.send, gmail.settings.basic)
• Google Calendar — read and manage eventsSo Milo can read your schedule, find open time, and create, move, or update events when you ask it to book or reschedule something. (calendar)
• Google Drive, Docs, Sheets, and SlidesSo Milo can find the right file, pull context from your documents, and create or edit spreadsheets, documents, and slide decks exactly when you ask it to. (drive, drive.file, drive.readonly, spreadsheets, documents, presentations)
• Google Contacts — readSo Milo can resolve the people you mention (“email Ramon”) to the right address when drafting email or scheduling meetings. (contacts.readonly)

Milo accesses this data on demand to carry out a task you have asked for, or to keep the live context it needs to answer your questions. You can disconnect your Google account at any time (see Data retention and deletion), which revokes Milo's access.

3. Other information we collect

Information you provide

The messages, instructions, and approvals you send to Milo, and any content you give it directly. We use these to understand and carry out your requests.

Information collected automatically

Basic technical and usage data — such as log data, device and browser information, and how you interact with the product — used to operate, secure, and improve the service. We do not use this category to identify the contents of your Google data.

4. How we use information

• To provide the assistant features you request — reading, summarizing, drafting, sending, scheduling, and editing — and to act on your behalf only as you direct.
• To maintain the live context Milo needs to answer your questions accurately.
• To secure the service, prevent abuse, debug problems, and meet legal obligations.
• To operate and improve the Milo product experience, subject to the limits in the next section.

5. Google API Services — Limited Use

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

Specifically:

• We only use your Google data to provide and improve the user-facing features you see in Milo — the email, calendar, document, and contact features described above.
• We do not use your Google data for advertising of any kind, and we do not sell it.
• We do not let humans read your Google data, except: (a) with your affirmative consent for specific messages or files; (b) where necessary for security purposes, such as investigating abuse; (c) to comply with applicable law; or (d) where the data has been aggregated and anonymized so it can no longer identify you.
• We do not use your Google Workspace data — including Gmail, Calendar, Drive, Docs, Sheets, Slides, and Contacts data — to develop, improve, or train generalized or non-personalized artificial-intelligence or machine-learning models.

6. How Milo uses AI

Milo is powered by large language models. To carry out a request, Milo sends the minimum content necessary to a third-party AI provider (for example, Anthropic or OpenAI) acting as our service provider, solely to generate the response or draft you asked for. These providers act as our service providers: they are contractually prohibited from using your content to train their own models, and they process it only to provide and secure the service for us, consistent with their data-processing terms. As stated above, your Google Workspace content is never used to train generalized AI/ML models.

7. How we share information

We do not sell your personal information. We share it only:

• With service providers who process data on our behalf to run the service (such as cloud hosting and the AI providers above), under contracts that limit them to that purpose.
• With your direction or consent — for example, when you ask Milo to send an email or share a document on your behalf.
• For legal and safety reasons, when required by law or to protect the rights, safety, and security of users and the public.
• In a business transfer, such as a merger or acquisition, in which case we will give you advance notice and the data remains subject to this policy or a policy at least as protective.

8. How we store and protect your information

We protect your data with industry-standard safeguards. Google access and refresh tokens are stored encrypted and used only to make the API calls needed for the features you use. Data is transmitted over encrypted connections. Access within Hexagon is limited to what is necessary to operate and support the service, consistent with the human-access limits in Section 5.

9. Data retention and deletion

We retain your information only as long as needed to provide the service or as required by law. You are in control:

• Disconnect inside Milo to revoke Milo's access to your Google account and stop further data access.
• Revoke at Google any time from myaccount.google.com/permissions.
• Delete your data. Email [email protected] to request deletion of your account and associated data. When you disconnect or delete, we delete or de-identify the associated Google data and tokens, except where we are required to keep limited records by law.

10. Your rights and choices

Depending on where you live, you may have rights to access, correct, delete, or port your personal information, or to object to or restrict certain processing. To exercise any of these, contact us at [email protected]. We will not discriminate against you for exercising these rights.

11. International users

Hexagon is based in the United States, and your information may be processed there or in other countries where we or our service providers operate. We take steps to ensure your information receives an adequate level of protection wherever it is processed.

12. Children's privacy

Milo is not directed to children under 18, and we do not knowingly collect their personal information.

13. Changes to this policy

We may update this policy from time to time. When we make material changes, we will update the “Last updated” date above and, where appropriate, notify you. Your continued use of Milo after a change takes effect means you accept the updated policy.

14. Contact us

Questions about this policy or your data? Email [email protected]. Milo is a product of Hexagon Labs, Inc.