Privacy Policy
DQ INBOX brings an organization's email, chat messages, approvals, tickets and system alerts into one timeline, triages them, and keeps them as a knowledge base people can question. That means we handle a lot of other people's messages. This policy explains exactly what we touch, why, and how you stay in control.
In short
- Every source connects read-only. We never send mail, click approvals, post in groups or change a source system.
- Mailboxes connect through the provider's own sign-in. We never handle mailbox passwords.
- If you can't see a message at the source, you can't see it in DQ INBOX: visibility follows the source system.
- Login codes, ID numbers and bank details are masked before any cloud model sees them, and login codes are never kept in long-term memory.
- Revoke a source and its stored content can be deleted on request; end the contract and the workspace is deleted.
Contents
01Who we are and when this policy applies
This policy covers the DQ INBOX website at www.gamcloud.ai, the hosted DQ INBOX service, and the Microsoft sign-in offered on this site.
DQ INBOX is mainly used by organizations. When an organization connects its mailboxes and channels, that organization decides what is connected and who can search it;
we process the content on its behalf and under its instructions. For a fully private (on-premise) deployment, messages and models stay in the customer's own
environment and we have no access to them unless the customer grants it for support.
02What we collect
Workspace and account information
Names, work email addresses, departments and roles of the people who use a workspace, taken from the customer's single sign-on or directory, so that search results can be filtered by each person's permissions.
Content from connected sources
For each source the customer connects (mailboxes, WeCom / DingTalk / Lark groups, OA approvals, ticketing, monitoring alerts, calendars, subscriptions, code-hosting notifications, custom webhooks): sender, recipients, time, subject or title, body, attachments and the folder or channel it came from. The original is always kept; summaries and triage decisions are stored next to it and never overwrite it.
What the service derives
Entities (people, companies, projects, amounts, dates, to-dos), one-line summaries, triage tier and its reasoning, and links that place each message on a person, company or project timeline.
Questions and audit records
Each question asked of the knowledge base, who asked it, which messages matched and what was returned. This is kept as an audit log the customer's administrators can export.
Website and support
Basic request logs for this website (IP address, browser, pages requested, time) used for security and troubleshooting, and anything you send us when you book a demo or contact us. We do not use advertising or cross-site tracking cookies.
03Connecting a Microsoft mailbox
Some features need access to a Microsoft mailbox. You connect it yourself by clicking Sign in with Microsoft on
www.gamcloud.ai, which sends you to Microsoft's own sign-in page. DQ INBOX never sees, receives or stores your
Microsoft password, and you can see the exact permissions on Microsoft's consent screen before you agree.
The sign-in on this site is for personal Microsoft accounts (Outlook.com, Hotmail, Live and MSN addresses). Work or school mailboxes (Exchange / Microsoft 365) are connected through your organization's own DQ INBOX workspace, using an app your administrator approves.
| Permission | What it allows | Why DQ INBOX needs it |
|---|---|---|
openid | Confirm that you signed in with Microsoft | To complete the sign-in securely |
User.Read | Read your basic profile (name, email address) | To know which mailbox you connected and show it to you |
Mail.Read | Read messages in your mailbox, read-only | To bring your mail into the unified timeline: we read the sender, recipients, subject, time, folder and body of messages, including the junk folder where login codes and bills often land |
offline_access | Keep access after you close the page | So the feature keeps working until you disconnect it, without asking you to sign in every time |
What we do not ask for. We do not request Mail.Send, Mail.ReadWrite, contacts, calendar or
files. Through this connection DQ INBOX cannot send, delete, move, flag or change any message.
How the access is stored. Microsoft gives us an access token and a refresh token instead of your password. Both are kept in an access-controlled database, sent only over TLS, used only by the service back end, and never written to logs.
How we use Microsoft data. Data obtained through Microsoft APIs is used only to provide the features you can see and asked for. We do not sell it, use it for advertising, or use it to train general-purpose AI models. People on our team do not read your mail, except when you ask us to for support, when it is needed to investigate security incidents or abuse, or when the law requires it. Our use follows the Microsoft APIs Terms of Use.
How to disconnect. You can remove DQ INBOX's access at any time at account.live.com/consent/Manage. Once removed, our refresh token stops working and we can no longer read new mail. To also delete what has already been processed, contact us (see the end of this policy).
04How we use the information
- To ingest, de-duplicate and group messages, write summaries and sort each item into action needed, worth knowing or archive only.
- To route action items to the right person, build the daily digest, and answer plain-language questions with citations to the original messages.
- To enforce permissions: searches are filtered by the asker's permissions before any AI model sees the content.
- To keep the service secure: detecting unusually frequent searches and cross-department search attempts, and investigating incidents.
- To operate and improve the service using aggregated, de-identified metrics (for example, how many items were triaged per tier). We do not build profiles of the people who appear in your messages for any other purpose.
05AI processing
Summaries, entity extraction and answers are produced by large language models. Depending on the deployment the customer chooses:
| Deployment | Where messages are stored | Where AI runs | What leaves |
|---|---|---|---|
| Hosted | Cloud environment the customer nominates | Cloud models | Masked content only |
| Hybrid | On-premise | Cloud and private models | Sensitive channels never leave |
| Fully private | On-premise | Private models | Nothing |
Before content is sent to a cloud model, login codes, ID numbers and bank account numbers are replaced with placeholders. Masking rules can be configured per field type, and high-sensitivity mailboxes can be pinned to a private model. Model providers process content only to return the result, under contracts that forbid using it to train their models. We do not use customer content to train models either.
06Who we share it with
- Within the customer's workspace, only people whose source permissions allow it: a personal mailbox is searchable only by its owner, group messages only by group members, shared mailboxes by their existing members.
- Service providers that host the service or run AI models for us, bound by confidentiality and data-processing terms and allowed to use the data only to provide their service to us.
- Authorities, when we are legally required to; where allowed, we tell the customer first.
We do not sell personal information and do not share it for advertising.
07How long we keep it
- Original messages and the knowledge base: for the retention period the customer sets for the workspace.
- When a source is revoked, ingestion from it stops immediately, and the content already stored from it is deleted at the customer's request.
- Login codes are used only for routing and are never written into long-term memory.
- Audit logs: for the retention period the customer configures.
- When the contract ends, the workspace is deleted within 30 days, after any export the customer asks for. Backups roll off within a further 30 days.
08Security
Traffic is encrypted with TLS; mailbox tokens and other credentials are kept in access-controlled storage; access by our staff is limited to named people, logged, and granted only for support or security work. Every question asked of the knowledge base is recorded with who asked and what came back. No system is perfectly secure; if an incident affects your data we will notify the customer without undue delay.
09Your choices and rights
Depending on where you live you may have the right to access, correct, delete or export personal information, and to object to or restrict its processing. If your organization uses DQ INBOX, send requests to its administrator first, because the organization controls the workspace; we will help them respond. For the website or the Microsoft sign-in on this site, write to us directly. You can withdraw Microsoft access at any time as described above.
10International transfers
The hosted service runs in the cloud region the customer nominates. If personal information has to be transferred across borders to provide the service, we do so under appropriate safeguards required by applicable law.
11Children
DQ INBOX is a business service and is not directed to children under 16. We do not knowingly collect their personal information.
12Changes to this policy
If we change this policy we will update the date at the top. If a change materially affects how we handle content from connected sources, we will notify workspace administrators before it takes effect.
✉Contact us
Questions, requests or complaints about this document or how DQ INBOX handles data: write to [email protected]. We reply within 15 working days.