Nudgely AI Privacy Policy

Nudgely AI helps a business organise leads and quotes, identify conversations that need attention, track whether a lead has replied, and create a suggested follow-up message. A user may enter lead information manually and may optionally connect a Gmail mailbox.

Nudgely AI is responsible for the processing described in this policy. Privacy questions and requests can be sent to support@nudgelyai.com.

• Account information: account email address and authentication information. Passwords are handled by the authentication service and are not visible to Nudgely AI.
• Profile and business information: name, company name, business type, expected lead volume, language, currency, preferred message tone, signature and notification preferences.
• Customer, lead and quote information: names, email addresses, phone numbers, job or enquiry details, notes, quote amount and source, quote date, status, contact dates and follow-up dates.
• Activity and AI results: timeline entries; generated or edited follow-up drafts and their tone; priority, explanation, suggested message and sales probability; and the time a message was marked as sent.
• Subscription information: plan and subscription status, trial and billing-period dates, and payment-provider customer, subscription and price identifiers. Payment details are entered on the payment provider’s checkout page and are not received by Nudgely AI.

Gmail is not required to use Nudgely AI. If a user chooses to connect Gmail, Google displays its consent screen before access is granted. Nudgely AI requests the following OAuth permissions:

• https://www.googleapis.com/auth/gmail.readonly, which permits read-only access to Gmail. It does not permit Nudgely AI to send, edit, label or delete email.
• userinfo.email and userinfo.profile, which make basic Google account information, including the account email address and profile information such as name, available during connection. The app stores the connected mailbox email address so the user can identify which mailbox is connected.

The permission granted by gmail.readonly is broader than the data the current Nudgely AI sync actually requests. The next section lists the exact Gmail fields used by the current implementation.

When the user connects Gmail or selects “Sync now”, Nudgely AI accesses:

• Mailbox profile: the connected Gmail address and Gmail history identifier. These identify the mailbox, display the connected address and record sync state.
• Message and thread identifiers: Gmail message ID and thread ID. These prevent duplicate records, group messages into a conversation, associate a conversation with a lead and support opening the original Gmail thread when available.
• Email address headers: From, To and Cc. These determine whether a message was sent or received and match it to an email address already recorded for a lead or customer.
• Other message metadata: Subject and Date headers, Gmail’s internal timestamp, and whether the message is incoming or outgoing. These support conversation matching, contact dates and reply status.
• Gmail snippet: Gmail’s short preview text for the message. A snippet can contain a limited excerpt derived from the email body. It is used only for the matching and quote-evidence functions described below.

Each sync searches messages from the previous 90 days that were sent to or received from email addresses already stored for the user’s leads or customers. It examines at most 200 candidate messages per sync and stores only messages it can associate with one of those leads. Incoming automated senders such as no-reply addresses are excluded.

Nudgely AI requests Gmail’s metadata format. It does not request or store the full email body, MIME parts, attachments, files, inline images or Google Contacts. It does, however, access and store the Subject header and Gmail snippet described above; those fields may reveal limited message content. It does not access unrelated messages beyond using Gmail’s search results to identify candidate message IDs.

• The connected account email identifies the mailbox shown in Settings.
• From, To and Cc addresses match business conversations to existing leads or customers.
• Message and thread IDs associate messages with the correct conversation and avoid duplicate imports.
• Timestamps and message direction determine when the user last contacted a lead.
• Timestamps, direction and thread association determine whether the lead replied after the latest sent email.
• Derived sent/reply dates and reply status organise leads and follow-ups that need attention.
• Subject and snippet text may be checked for one explicit, unambiguous quote amount. If found for a lead that has no amount, Nudgely AI stores the amount and a short supporting excerpt, message/thread ID, sender and date. The app does not estimate or infer an amount where the text is ambiguous.
• Limited derived Gmail facts may be used in a user-requested AI analysis or follow-up draft as described in section 8.

Gmail access runs only after connection and when the user starts a sync; Nudgely AI does not continuously read the mailbox in the background. Requests travel from Nudgely AI’s server through Lovable’s connector gateway to Google’s Gmail API. The connector gateway holds the Google OAuth authorization and uses a user-specific gateway identifier to keep each connection separate.

Nudgely AI stores the following in its application database:

• the connected mailbox address, granted scope list, sync status, last-sync time and Gmail history ID;
• for matched messages: message ID, thread ID, From/To/Cc addresses, subject, Gmail snippet, timestamp, incoming/outgoing direction and associated lead;
• on the lead: last sent and received email dates, thread ID, reply-pending status and, where applicable, the quote amount and limited source evidence described in section 5.

Nudgely AI stores an encrypted gateway connection key, not the user’s raw Google password. The connection key is encrypted server-side using AES-256-GCM and is not returned by the connection-status interface. Database access rules restrict each signed-in user to that user’s own Gmail metadata and business records.

The Gmail connection is read-only. Nudgely AI cannot send, reply to, forward, edit, label or delete Gmail messages. A suggested follow-up is displayed in Nudgely AI for the user to review and edit. The user must copy and send it from their own email service. Nudgely AI never sends an email without the user’s action.

AI analysis and follow-up drafting occur only when a user requests one of those features. Nudgely AI sends the request server-side through Lovable AI Gateway to a Google Gemini model. The request includes ordinary lead and profile information needed to produce the result: customer name, job description, recorded quote amount and date, lead status, last contact date, notes, recent lead timeline entries, sender name, company, signature, language and currency.

If Gmail is connected, the AI request may also include these limited Google-derived facts: the date of the latest sent email, the date of the latest reply, whether a reply is outstanding, and a quote amount only when that exact amount was previously found unambiguously in a Gmail subject or snippet. This helps the model explain timing and draft an appropriate follow-up.

Nudgely AI does not send Gmail subjects, snippets, source excerpts, message bodies, attachments, message or thread IDs, or sender/recipient email addresses to the AI service.

Google Workspace API data is not used to develop, improve or train generalized or non-personalized artificial intelligence or machine-learning models. It is processed only to provide the user-facing Nudgely AI features described in this policy.

Nudgely AI does not disclose Google user data except to service providers acting on our behalf where necessary to operate the requested features, or where disclosure is required by law. Current relevant providers are:

• Lovable: hosts the application and server-side code. Its connector gateway manages the Google OAuth connection and transmits Gmail API requests and responses between Nudgely AI and Google.
• Lovable Cloud / Supabase: provides authentication and the database where the matched Gmail metadata, sync records, encrypted gateway connection key and derived lead fields listed in section 6 are stored.
• Google: provides Google authentication, the Gmail API and the Google Gemini model reached through Lovable AI Gateway. Gemini receives only the limited fields listed in section 8, not stored email subjects, snippets, source excerpts, addresses, full bodies or attachments.

Stripe processes subscription and payment information but is not provided Gmail messages or Gmail metadata by Nudgely AI.

Nudgely AI’s use and transfer of information received from Google APIs complies with the Google API Services User Data Policy, including its Limited Use requirements. In particular:

• Google user data is used only to provide the user-facing features described in sections 4, 5 and 8.
• Google user data is not sold.
• Google user data is not used for advertising, ad targeting, retargeting or advertising profiles.
• Google user data is not sold or transferred to data brokers or information resellers.
• Google user data is not used to determine creditworthiness or for lending, underwriting or credit scoring.
• Google Workspace API data is not used to develop, improve or train generalized or non-personalized AI or machine-learning models.
• Google user data is transferred only to the service providers listed in section 9 where necessary to provide the requested feature, or where disclosure is required by law.
• Humans do not read Gmail data except with the user’s affirmative agreement for a specific support purpose, when necessary to investigate abuse or a security incident, or when required by applicable law.

The 90-day period used by Gmail sync is a search window, not an automatic deletion period. Each sync searches the previous 90 days, but matched message metadata already stored by Nudgely AI is not automatically deleted when a message becomes more than 90 days old.

Stored Gmail metadata and the encrypted gateway connection key are retained while the Gmail connection remains in the user’s account, unless the related lead is deleted, Gmail is disconnected, the account and associated data are deleted, or the user asks us to delete the information. Disconnect and deletion behavior is described in sections 12 and 13.

A user can open Settings → Gmail and select Disconnect. Nudgely AI then asks the connector gateway to disconnect the Google authorization, deletes its locally stored encrypted gateway connection key, deletes cached Gmail message records, clears last-sent and last-received email dates and thread/reply status on leads, and marks the Gmail connection as disconnected.

If the upstream disconnection request cannot reach Google, local access is still removed, but the user should also remove Nudgely AI under Google Account → Third-party apps & services to revoke Google’s authorization directly.

A quote amount and its short source evidence previously copied to a lead from an email are part of that lead record and are not automatically cleared by the current Disconnect action. The user can delete the lead or email support@nudgelyai.com to request deletion of those derived fields as well.

Users have the following deletion options:

• Delete cached Gmail data: use Settings → Gmail → Disconnect. This performs the deletions listed in section 12.
• Delete a lead and its associated Gmail records: delete that lead in Nudgely AI. Associated cached Gmail rows for the lead are deleted with it.
• Request specific deletion: email support@nudgelyai.com from the account email address and identify the data to remove, including any quote evidence retained on a lead after disconnection.
• Delete the Nudgely AI account and associated data: email support@nudgelyai.com from the account email address. After verifying the request, we will remove the account’s application records, including profile, leads, customers, messages, Gmail connection records, cached Gmail metadata and the stored gateway connection key, except information that must be retained to meet a legal obligation. We will confirm when the request has been completed or explain any information that must be retained and why.

• Browser-to-service and server-to-provider traffic uses HTTPS.
• Gmail API and AI requests are made by authenticated server functions rather than directly by browser code.
• The per-user gateway connection key is encrypted before database storage using AES-256-GCM and is not returned by the Gmail connection-status interface.
• Database row-level access rules restrict Gmail metadata, connection status and business records to the authenticated account that owns them.
• The Gmail permission is read-only and does not permit sending or modifying email.

No online service can guarantee absolute security. Users should protect their login credentials and notify us at support@nudgelyai.com if they suspect unauthorized access.

Nudgely AI processes account and business data to provide the service requested by the user. Optional Google data is processed after the user grants access on Google’s consent screen; that authorization can be withdrawn by disconnecting Gmail or revoking access in the Google Account.

Depending on applicable law, users may request access, correction, deletion, restriction, objection or a copy of their personal data, and may withdraw Google authorization. Send a request from the account email address to support@nudgelyai.com. We may ask for information needed to verify the requester’s identity. Users may also complain to their applicable data protection authority.

We will update the date shown above when this policy changes. If a change materially expands how Google user data is accessed or used, Nudgely AI will update this policy and obtain any additional consent required before applying the new use.

Privacy and deletion contact: support@nudgelyai.com.