Athena privacy notice
CanAI (15568846 Canada Inc.) operates Athena, a hosted business workspace for customer conversations, appointments and follow-ups. This notice explains Athena’s connected Google features. Contact us at development@canaivoice.ai.
A business chooses which account to connect and which features to enable. Connect only a mailbox you control or are authorized to manage. A dedicated business mailbox helps keep unrelated personal information out of your business workspace. We will seek any additional authorization needed before using connected Google data for a new purpose.
Information accessed
A Google connection provides the authorized mailbox address, accepted sending aliases and OAuth credentials. When Athena sends a message or verifies an uncertain send, it processes the recipient, subject, body, message identifiers and relevant sent-message content and status.
Gmail’s read permission covers mailbox messages and settings. Athena uses it to verify the mailbox and accepted sending aliases, read eligible incoming conversations, and check sent-message evidence. Incoming email can cover the connected mailbox or be limited to a business label. A label is optional; without one, eligible incoming mail is not limited to a manually selected topic or folder.
When incoming email is enabled, Athena checks message changes and routing metadata. It stores eligible new messages’ sender, recipients, subject, text content, date and conversation identifiers in the selected business workspace. Sent mail, drafts, spam, trash, verified self-addresses, and identified automatic or bulk messages are excluded from customer intake. Imported message text is limited in length. Attachments are not imported by the Gmail intake feature; unsupported or truncated content needs review in Gmail. Athena’s generated outgoing messages may include calendar invitations or business documents such as receipts.
The separate Google Meet connection uses your Google account identity and permission to create and manage meeting spaces created by Athena. Athena stores meeting links and related identifiers with the appointment. These connections do not request access to read your Google Calendar, delete Gmail messages, or change Gmail settings.
How information is used and shared
Athena uses Google data to show business conversations, match or create customer records, prepare replies, support booking requests, stop follow-up sequences when a customer responds, send authorized messages and investigate delivery outcomes. Receiving an email does not grant marketing permission. Gmail receives outgoing messages through its API and delivers them to their intended recipients. Enabled appointment and follow-up automations may send messages according to the business’s settings; AI reply drafts are prepared for owner review and approval.
Optional AI email assistance
When AI reply drafts are enabled or requested, Athena sends selected incoming message text and subject, recent messages from that conversation, customer context, relevant approved business knowledge, service or proposal details, and booking context to OpenAI’s API. This processing helps prepare a relevant reply. It is not a transfer of the entire mailbox or its OAuth credentials. The owner can edit, approve or discard the resulting draft. AI output can be inaccurate and should be reviewed before sending.
CanAI does not sell Google user data, use it for advertising, or use it to train general-purpose AI models. AI requests are made to deliver the business’s requested assistance, with response storage disabled in the API request. That setting is not a claim of zero retention by the provider; provider processing and applicable security retention still apply.
Service providers and hosting
Athena’s application records and connection credentials are hosted on Amazon Web Services infrastructure in Canada. Google processes authorized Gmail and Meet requests, and OpenAI processes the selected context used for enabled AI assistance. Provider processing can take place outside Canada. The public information website is hosted through OpenAI Sites and Cloudflare; it does not host Athena’s application database or Gmail credentials. Providers may process technical connection information to deliver and secure their services. Website inquiries are covered by the CanAI website privacy policy.
Who can access information
Business workspace access is limited to authorized account users and audited Athena support administration. CanAI operators administer the hosted service and investigate operational issues.
Human reading of Google data is limited to specific data you affirmatively authorize for review, necessary security investigations, or applicable legal requirements, in accordance with Google’s Limited Use requirements. General support access does not provide unrestricted permission to read a connected mailbox.
Storage and retention
OAuth credentials are stored in private server files separately from ordinary CRM records. Athena retains imported message text, related customer records, synchronization progress and duplicate-prevention identifiers, as well as queued message content and delivery evidence. An uncertain send is retained for investigation instead of automatically sending another copy.
Imported email conversations, drafts and related CRM records do not currently have a fixed automatic deletion period. They remain in the workspace until removed through an applicable deletion process. You can request deletion of connected-account data, imported conversations or the business workspace at the contact address below. We will verify the request and explain any records that must be retained for legal, billing, security or unresolved delivery reasons. Backup removal is separate from deleting active records; we do not promise immediate deletion of every backup copy.
Disconnecting Google
Pause incoming email to stop new intake, or disable AI reply drafts to stop future automatic draft preparation. For label-limited intake, removing the label prevents future intake of that message but does not erase an imported copy. Removing a label does not exclude a message when mailbox-wide intake is selected. If an enabled inbox cannot be checked, Athena holds dependent customer follow-up sequences until synchronization can resume.
Disconnecting Google in Athena removes its active connection credentials and stops new use of that connection. It does not delete messages from Gmail, recall an email already being sent, or automatically delete imported records and backups. Meet and email connections are managed separately.
You can separately revoke Google’s grant in your Google Account connections settings. Contact CanAI to request deletion of remaining records. We will identify retained copies that still need to be addressed.
Google user-data commitment
Athena’s use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including its Limited Use requirements.
Questions and requests
For questions, corrections or data-deletion requests, email development@canaivoice.ai. Do not include passwords, access tokens or unnecessary private message content in your request.