Privacy Policy

Handling of Google User Data

This section describes how the Service handles data received through Google APIs ("Google user data"). Details are set out in Article 1 and the following articles.

1. Google user data we access

• Your Google account email address (userinfo.email)
• The contents of Google Drive™ files you select with Google Picker, and files created by the Service (drive.file). The Service cannot access any other files.
• Information needed to show the add-on in the Gmail™ side panel (gmail.addons.execute). The Service does not access email bodies, subjects, recipients, or attachments.

script.external_request allows the add-on to make outbound HTTPS requests. Using urlFetchWhitelist, the add-on restricts these requests to the following destinations only:

• Google's Gemini™ API: to generate responses to your input.
• The Google Drive™ API: to read files you select, to create documents you ask the Service to export, and to extract text through a temporary copy that is permanently deleted immediately after processing.
• The Company's own server (Google Cloud™ Tokyo region): to store and retrieve your memory data.

2. How we use Google user data

• Email address: to identify you, to keep each user's memory data separate, and to manage usage limits.
• Contents of Drive files: sent to the Gemini API only to perform the processing you request (summaries, analysis, and answers). To read text in PDFs and images, the Service creates a temporary copy in your Drive and deletes it immediately after processing.
• Documents you export: when you click Export, the Service creates a new Google Doc in your Drive containing only the content you chose to export.
• We do not use Google user data for advertising, we do not sell it, and we do not use it to train AI models.
• No human reads Google user data, except with your consent, when necessary for security investigations, or to comply with applicable law.

3. How we share Google user data

Google user data is shared only with Google LLC (Gemini API and Google Cloud) for processing. It is not provided to any other third party, except as described in Article 13.

4. How we protect Google user data

• All communications are encrypted with HTTPS (TLS).
• Data is stored in the Google Cloud Tokyo region and is encrypted at rest.
• The database cannot be reached directly from the internet and is accessible only through dedicated, encrypted connections.
• Passwords and API keys are managed in Secret Manager and are never written into the program code.
• Every request to our server is authenticated by verifying a Google ID token, so each user can access only their own data.
• Administrative access is limited to the minimum necessary personnel.

5. Retention and deletion of Google user data

• Original Drive files and their full text are not stored. Originals remain in your Drive. Only summaries of about 300 characters are stored.
• Conversation text (your input and the responses) is kept for up to 7 days to maintain the flow of the conversation, and is then deleted automatically. File contents are not included in conversation records.
• Summaries (REF Cards), daily summaries (Highlights), and Prompt Checker records are kept while you maintain an account, and are deleted upon your request (Article 9). We respond to deletion requests within 30 days in principle, after verifying your identity.
• You can revoke the Service's access at any time from your Google Account settings (https://myaccount.google.com/permissions).

6. Limited Use

NMai Intelligence Fortress's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Article 1 (Operator Information and Point of Contact)

• Company Name: TSUKIWA Inc.
• Location: Kashiwa, Chiba, Japan
• Application/Service: NMai Intelligence Fortress (the "Service")
• Inquiry & Deletion Request Contact: support@tsukiwa.co.jp

Article 2 (Information Collected and Purpose of Use)

NMai Intelligence Fortress is a Google Workspace™ add-on for Gmail™ that provides an AI assistant with long-term memory. The Company collects information in three ways: (1) from the user's Google account at sign-in (email address); (2) from what the user enters or selects in the Service (prompts and the contents of Google Drive™ files the user explicitly selects); and (3) from the operation of the Service (conversation summaries, tags, vector data, and Prompt Checker logs).

The Company collects only the minimum information necessary to provide the Service and maintain secure operations.

Information Collected	Purpose of Use
Email address	User identification, usage monitoring, and subscription status management
Content of user-selected Drive files	Processing requested by the user (see "Handling of Files" below)
Dialogue summaries (approx. 300 characters), tags, and vector data	Providing memory capabilities (Rinc) and executing search and recall features (Deep Rinc)
Prompt Checker (CK) operation logs	Confirming security controls and operational audits (records the first 200 characters of inputs, evaluation outcomes, and detected keywords)
Subscription information received from our payment processor (customer ID, subscription ID, subscription status, and payment outcome)	Managing paid plan subscription status and determining the scope of features provided

Payment for the Paid Plan
Payment for the paid plan takes place on a checkout page provided by our payment processor, Stripe. Users move from the plan selection screen of the Service to Stripe's checkout page, and all payment details, including credit card numbers, are entered on Stripe's page.

The Company provides Stripe with the email address needed to identify the user, together with subscription-related information. The Company receives from Stripe the subscription information listed in the table above.

For how Stripe handles personal information, please refer to Stripe's privacy policy (https://stripe.com/privacy).

Handling of Files
For files explicitly selected by the user from Google Drive, the Company reads their contents solely to perform the processing requested by the user. The retrieved content is converted into a summary of approximately 300 characters, and only this summary is stored in the database.

Original files and their full texts are never stored in our database. Originals remain within the user's own Google Drive.

Article 3 (Information NOT Collected or Stored)

The Company does not collect or store the following information:

• Long-term storage of full conversations: Conversation text is deleted automatically after up to 7 days. Only summaries of approximately 300 characters are kept long-term.
• Original Google Drive files: Original files remain within the user's own Google Drive and are not stored in our database.
• Email (Gmail) contents: Gmail API scopes are used, but email body text, subjects, headers, and recipient details are never accessed or retrieved.
• Other Google Drive files: Because the Service uses the drive.file scope, it cannot access any files other than those the user explicitly selects or that the Service creates.
• Credit card numbers and other payment details: Payment details are entered on a page provided by our payment processor, Stripe. The Company does not collect credit card numbers, expiration dates, or security codes, and does not store them on our servers or in our database.

Article 4 (OAuth Scopes)

The Service requests only the following four Google OAuth scopes. It does not include any "Restricted Scopes."

1. https://www.googleapis.com/auth/userinfo.email
2. https://www.googleapis.com/auth/script.external_request
3. https://www.googleapis.com/auth/drive.file
4. https://www.googleapis.com/auth/gmail.addons.execute

The consent screen during installation displays:

"See, edit, create, and delete only the specific Google Drive files you use with this app."

Article 5 (Data Management and Security)

• Storage location: All data is stored within the Google Cloud™ Tokyo region (asia-northeast1).
• Encryption of communications: All external communications are encrypted via HTTPS. Database connections are routed through dedicated, encrypted connectors.
• Database isolation: The database cannot be reached directly from the internet. It does not rely on public networks, SSL is mandatory, and it is accessible only via dedicated, encrypted connectors.
• Confidentiality of credentials: The application source code contains no database credentials.
• No tracking: The Service (the add-on) does not use any third-party analytics or tracking tools (such as Google Analytics).

Article 6 (Treatment of Data in AI Models)

The Service uses the paid tier (Tier 1) of the Gemini™ API.

• Prompts entered by users and generated responses are never used to train or improve AI models.
• However, logs may be retained by the provider (Google) for a limited period solely for safety review, abuse prevention, and legal compliance.

Article 7 (Legal Basis for Processing)

Processing Activity	Legal Basis
Provision of the Service (memory features, summary generation)	Performance of a contract
Security assurance and abuse prevention (audit records)	Legitimate interests of the Company
Access to files on Google Drive	User consent (via the OAuth consent screen)

Article 8 (Data Retention Period)

• Conversation text (input and responses) is kept for up to 7 days to maintain the flow of the conversation, and is then deleted automatically.
• Memory records (REF Cards and Highlights) and audit records are retained as long as the user maintains an account with the Service. These are not deleted automatically, regardless of how long they have been retained.
• If a user submits a deletion request, the data will be deleted in accordance with Article 9.

Article 9 (User Rights and Deletion Requests)

Users have the following rights regarding their data held by the Company:

1. Access: Request disclosure of stored data
2. Rectification: Request correction of inaccurate data
3. Erasure: Request deletion of data
4. Restriction of processing: Request temporary suspension of data processing
5. Data portability: Request the data in a machine-readable format
6. Right to object: Object to processing based on the Company's legitimate interests

To exercise these rights, please contact support@tsukiwa.co.jp. We will respond within 30 days in principle after verifying your identity.

However, where statutory retention obligations exist, or where data is required to investigate misuse, data may be retained to the extent required under applicable law.

Users also have the right to lodge a complaint with their local data protection supervisory authority.

Article 10 (International Data Transfers)

Data managed by the Service is stored in Japan (Google Cloud Tokyo region).

Japan has been recognized by the European Commission as providing an adequate level of data protection (Adequacy Decision, effective January 2019).

Information relating to paid plan payments
Information relating to payments for the paid plan (email address, customer ID, subscription status, and the like) is provided to our payment processor, Stripe. Depending on Stripe's own arrangements, this information may be processed outside Japan, including in the United States.

For how Stripe handles personal information and the safeguards it applies, please refer to Stripe's privacy policy (https://stripe.com/privacy).

Conversation text, conversation summaries, tags, vector data, and the contents of Drive files are never provided to Stripe.

Article 11 (Service Providers)

Provider	Role
Google LLC / Google Cloud Japan G.K.	Cloud infrastructure (Cloud Run, Cloud SQL) and Google Workspace integration
Google (Gemini API)	AI model processing for response generation, summary generation, and vectorization
Stripe	Payment processing for the paid plan and subscription status management

The Company does not permit the service providers listed above to use user data beyond the purposes set out in this Policy.

Article 12 (Sale and Sharing of Personal Information)

The Company does not sell user personal information to third parties. Nor do we share personal data with third parties for behavioral advertising.

The Company will not treat users unfavorably (for example, by denying service or charging different prices) for exercising their rights.

Article 13 (Disclosure to Third Parties)

The Company will not provide or disclose user data or personal information to third parties without prior consent, except in the following cases:

1. Where the user has consented
2. Where required by law
3. Where necessary to protect human life, physical safety, or property, and obtaining consent is difficult

Article 14 (Children's Data)

The Service is intended for businesses and professional users. The Company does not knowingly collect personal information from children under 13 (or under 16 in the European Economic Area).

If we learn that such data has been collected, it will be promptly deleted.

Article 15 (Changes to This Policy)

The Company may update this Policy in response to changes in laws or in the Service.

When significant changes are made, advance notice will be given through in-service notifications or by email to the user's registered address. The updated Policy takes effect on the date stated in the notice.

Google Workspace, Gmail, Google Drive, Google Cloud, and Gemini are trademarks of Google LLC.