Hermes Gmail AI SBC — Privacy Policy

Effective Date: October 22, 2026

1. Overview

Hermes Gmail AI SBC is a privately operated application used to retrieve, organize, search, and analyze authorized Gmail information associated with South Bay Club condominium operations.

The application runs on a privately managed Apple Mac computer and is not offered as a public service.

This Privacy Policy explains how the application accesses, processes, stores, and shares information obtained through Google’s Gmail API.

2. Information Accessed

The application accesses Gmail information through Google’s OAuth authorization system.

Its access is limited to the Gmail read-only permission.

Depending on the authorized messages and processing requirements, information accessed may include:

• Email sender and recipient information.
• Email subjects, dates, and message identifiers.
• Email message contents and snippets.
• Email attachments, including PDF, Word, Excel, and image files.
• Information extracted from those attachments.

The application does not require permission to send, delete, or modify Gmail messages.

3. How Information Is Used

Gmail information is used exclusively to support authorized condominium-related document management, research, analysis, and reporting.

Processing activities include:

• Retrieving relevant Gmail messages and attachments.
• Extracting and organizing document contents.
• Creating and maintaining a searchable knowledge base.
• Identifying relevant information in documents.
• Generating AI-assisted summaries, analyses, and reports.

The application is not used for advertising or marketing based on Gmail information.

4. Local Storage and Processing

Downloaded attachments, extracted text, document indexes, and related operational records are stored locally on the authorized operator’s Mac computer.

Document extraction, indexing, searching, and scheduled ingestion are performed locally.

The application uses macOS FileVault disk encryption and restricted filesystem permissions to help protect locally stored information.

5. External Artificial Intelligence Processing

Although the application operates locally, certain AI-assisted functions use external artificial intelligence services.

When an authorized operator requests analysis, relevant information may be transmitted to external AI providers.

This information may include selected email contents, document text, extracted information, images, and related conversational context.

The application’s current primary AI provider is OpenAI.

OpenRouter has also been used and may be available for auxiliary processing. When OpenRouter is used, information may be processed by the downstream model provider selected through that service.

Only information included in the relevant processing request is transmitted. The application does not automatically transmit the entire Gmail mailbox to an AI provider.

External providers process information according to their applicable service terms, privacy policies, and account configurations. Their data-retention and model-training practices have not been independently verified for this installation.

6. Information Sharing

Gmail-derived information is not sold or used for targeted advertising.

Information may be disclosed to external AI service providers when necessary to perform authorized analysis.

The application also communicates with Google services for Gmail access and authentication.

No external document-storage service or cloud-based knowledge-base service was identified in the inspected configuration.

7. Data Security

Security measures identified in the application’s configuration include:

• Encrypted local storage through macOS FileVault.
• Restricted access to application directories and authentication files.
• Gmail read-only authorization.
• Credential and secret-redaction protections.
• Document-integrity and processing controls.

No system can guarantee absolute security.

8. Data Retention and Deletion

Downloaded documents, extracted information, indexes, and related application records are retained locally to support the authorized knowledge base and operational requirements.

The application administrator manages local data retention and deletion.

Information previously transmitted to external AI providers may be subject to those providers’ retention policies.

9. Access and Authorization

The application is intended for use by its authorized operator.

Gmail access is granted through Google’s OAuth authorization process and can be revoked through the relevant Google Account security settings.

10. Changes to This Policy

This Privacy Policy may be updated to reflect changes in application functionality, data processing, security practices, or applicable requirements.

11. Contact

Questions about this application or its handling of information may be directed to:

Application: Hermes Gmail AI SBC
Website: Boilingice.com
Contact: condoboardmembersbc@gmail.com