Privacy

Privacy Notice

How SpicaNova AI collects, uses, protects, and deletes your data — and the rights you have over it.

Last updated: July 28, 2026

Google API Limited Use

The use of information received from Google Workspace APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Specifically: data received from Gmail APIs is used only to provide user-facing features of the in-app email-management service; it is not used for advertising, is not sold, is not used to develop, improve, or train generalized (non-personalized) AI or machine-learning models, and is not shared with third parties except the sub-processors listed below, each of which processes it under the data-processing terms it publishes for its business customers, and only to run the features you asked for (see Sub-processors). Humans do not read your Google user data except with your explicit consent, where necessary for security or legal compliance, or in aggregated, anonymized form.

What each Google permission is used for

When you connect a Gmail account, we ask for exactly three permissions: one for Gmail, one for Calendar, and one for Drive. Here is what each one lets the product do. There is a fourth, a broader Drive permission for searching the files you already have, and it is never part of connecting a mailbox: it is requested separately, on its own consent screen, and only if you switch Drive search on. It has its own section below. Google Chat is a separate connection with its own permissions, covered at the end of this section.

Gmail

https://www.googleapis.com/auth/gmail.modify

  • Read recent inbox mail on each automatic sync. Every sync looks at the last seven days of your inbox: the Primary tab if your Gmail has category tabs, otherwise the whole inbox. It reads sender, subject, and message body so we can score and prioritize what needs you, summarize threads, and prepare drafts. When a new message arrives in a conversation we have not seen before, we also read the earlier messages of that same conversation, whatever their age, so the assistant understands the thread it is replying to. Those earlier messages are kept under the same retention windows as everything else below.
  • Read further back when you ask us to categorize your history. If you ask the assistant to label past email, you choose how far back it goes: the last 30 days, the last 90 days, the last year, or your entire mailbox. That job reads sender, subject, date and Gmail's own short preview snippet across your mail other than Spam and Trash, and uses them to apply category labels. If you have set a category to move out of the inbox, the matching threads are archived as well. It does not store message bodies, does not write drafts, does not send anything, and never deletes mail.
  • Read the messages a search or export you ask for matches. When you ask the assistant to find, bulk-label, or export specific emails, it runs the Gmail search that matches your request. An export goes furthest: it downloads the full message bodies and the attachments of up to 100 matching messages and packages them into a ZIP file with a PDF and an index, for you to download.
  • Read your recent sent mail if you run the voice trainer. If you ask us to learn your writing style from your own email, we read up to your 80 most recent sent messages. The cleaned-up text is shown in your browser so you can choose which ones to learn from. We store only the style markers that come out of it, such as how you greet people and how long your sentences run. The messages themselves are never saved, and no verbatim sentence from them is kept.
  • Apply and remove labels. We create and apply our own SpicaNova labels to categorize a thread. When a thread is filed, we also remove the INBOX label so it moves out of your inbox, which is what Gmail calls archiving. Nothing is deleted, and the thread stays in All Mail under its label.
  • Send email. We send replies and new messages from your account. There are two approval paths, and which one applies depends on what you are sending.
    • Replies and one-off messages: we write the draft, show it to you, and send it only after you approve that specific message. Nothing in this path goes out untapped.
    • Outreach campaigns and their follow-ups: you approve the campaign and its wording up front. The individual messages then go out to each recipient on the schedule you set, without a further tap per message. Follow-ups inside a campaign are drafted for you to approve one at a time, unless you switched that campaign to send follow-ups on schedule using wording you wrote yourself, which we never rewrite before it goes out.
  • The controls on campaign sending. Because campaign messages send without a per-message tap, these guardrails are enforced on every send:
    • A global pause switch that holds every queued send across all your campaigns until you turn it off, plus a per-campaign pause.
    • A per-campaign daily limit on how many messages leave your mailbox, and an optional sending window (days and hours) that you configure.
    • A do-not-contact list. Every recipient is checked against it immediately before sending, and a recipient on it is never contacted. If we cannot check the list, the send is blocked rather than allowed.
    • Automatic cancellation: once we see a reply on the next mailbox sync, the remaining follow-ups to that person are cancelled, and we check again for a reply immediately before each follow-up goes out.

We request gmail.modify rather than separate read, send, and label permissions because it is the single narrowest Gmail scope that covers all three. It does not permit permanent deletion of your mail, and we never delete a message.

Google Calendar

https://www.googleapis.com/auth/calendar.events

  • Read your events for a requested date range, so we can find free times, answer questions about your week, and suggest meeting slots in a draft.
  • Create events when you ask us to schedule something or set a reminder. A reminder you create in the product is mirrored as an event on your calendar so it reaches you there too.
  • Delete an event we created when you dismiss or cancel the reminder behind it, so a dismissed reminder does not leave a ghost event on your calendar. We only delete events SpicaNova created, and only the specific event tied to that reminder.

We request calendar.events rather than full calendar access because the product only reads, creates, and deletes individual events. It cannot change your calendar settings or your list of calendars.

Google Drive

https://www.googleapis.com/auth/drive.file

  • Create files in your Drive. When SpicaNova generates a document for you, it can also place a copy in your own Drive, inside a folder it creates in My Drive called SpicaNova. Those documents are the ones described in the retention table: a relationship report PDF or slide deck, which lists your contacts and how recently you spoke with them; a spending workbook, which lists the purchases and subscriptions we extracted from your mail alongside your SpicaNova usage; and an email export, which contains the full message bodies and the attachments of the messages your search matched. All of it is derived from your own account, and saving one to Drive puts that content in your Google Drive as well, so choose which ones you want there.
  • Read the documents you hand it. drive.file is the per-file permission, and it works in both directions: Google shows SpicaNova a file that SpicaNova itself created, and any file you pick yourself in Google's own file picker. You open that picker from Settings, under Files SpicaNova can read. A document you pick there joins your assistant's knowledge set, and from then on the assistant can open it and read its text when a question calls for it. This is how SpicaNova reads your documents by default, with Drive search switched off. The broader permission in the next section is only for searching, and reading, the files you never handed over.
  • What a read of one of those documents involves. When you add a file we read a small sample of it straight away, to confirm SpicaNova can actually read it rather than leaving it in the list as a promise it cannot keep. When the assistant later opens it, it reads the document's text up to 20,000 characters, and tells you when a document was cut short. The same file-type and size limits as the next section apply: Google Docs, Sheets and Slides, plus plain text, Markdown, CSV, TSV and JSON. PDFs, images and Word or Excel files are refused rather than guessed at.
  • What we keep about the files you add. For each document in the set we store its Drive file id, its title, its file type, and who added it — today that is always you, because adding a document is something only you can do, from Settings. That is enough to show you the list and to know what the assistant may open, and it is a record of your choice, not a copy of the document: we do not store the file, and we do not store a snapshot of its contents. It has its own row in the retention table below, and you can remove any file from the set in Settings at any time.
  • It cannot browse the rest of your Drive. Beyond the files it created and the files you handed it, this permission gives SpicaNova nothing. It cannot list, search, open, or download anything else in your Drive, and Google refuses those requests at its end, not ours. Searching across the documents you never picked needs the broader permission in the next section, and it is off unless you turn it on.
  • We never delete anything from your Drive. The product has no Drive delete path at all, not even for the files it created itself. Those files are yours: delete, move, rename, or share them from Drive whenever you like, and nothing in SpicaNova breaks.
  • The Drive copy is an extra, never the deliverable. The download link inside SpicaNova is what actually delivers the file. If you never granted the Drive permission, or Drive is unavailable, or the save fails for any other reason, you still get your file exactly as before, and the product simply does not show a Drive link. It never claims a copy it did not make.
  • You can switch it off. The copy only happens on a Google connection where you granted the Drive permission, and you can turn Drive saving off in Settings, under Agent capabilities, without disconnecting your Google account.

We request drive.file rather than a broader Drive permission because saving and reading the documents you choose is all these jobs need. Google does not class drive.file as sensitive or restricted, precisely because it reaches only the files this app created and the files you picked yourself — never your Drive as a whole. Searching across the rest of your Drive needs the broader permission in the next section, which you grant explicitly and separately, or not at all.

Files we put in your Drive are outside our retention schedule.They live in your own Google storage, under your Google account and Google's terms, so none of our cleanup jobs touch them and deleting your SpicaNova account does not remove them. Delete them in Drive if you want them gone. Removing our access, from Integrations or from your Google account, stops any future saves but does not delete what is already there.

Google Drive search (only if you turn it on)

https://www.googleapis.com/auth/drive.readonly

This is the one permission we ask for on its own. Connecting Gmail does not grant it. You reach it from a control inside SpicaNova, which sends you to a second Google consent screen where Google describes it as seeing and downloading all of your Google Drive files. If you never go through that screen, nothing in this section applies to your account and nothing else stops working.

  • Search your Drive by keyword, or list what changed recently. When you ask the assistant something your own documents can answer, it searches your Drive using Google's own index, which covers file names and file contents. If you ask what is in your Drive without naming anything to look for, it can also list your files with no keyword at all. Either way it takes one page of results at a time, 10 files by default and at most 25, most recently changed first. Folders and anything in your Trash are left out.
  • Read the text of a file it found, to answer that question. Google Docs, Sheets, and Slides are converted to text by Google; plain text, Markdown, CSV, TSV, and JSON files are read as they are. Everything else is refused rather than guessed at, and the assistant says so — that includes PDFs, images, and Word or Excel files, which SpicaNova cannot read as text today. Each read stops at 20,000 characters, and you are told when a file was cut short. Size is a refusal, not a partial read: a stored file larger than 5 MB is declined outright rather than read up to some line and answered from.
  • Read-only, in both directions. This permission cannot change anything: with it SpicaNova cannot edit, move, rename, share, or delete your existing files, and the product holds no Drive delete path at all. The only files it ever writes are the ones described in the section above, under the separate drive.file permission.
  • We build no index, and we store no copy of your files. There is no background crawl of your Drive: nothing is read until you ask a question, and no search index of your files is built or stored on our side. That is deliberate. An index would mean holding derived copies of your documents and keeping those copies in step with your sharing changes and your deletions, which is a risk we would rather not create. We hold no copy of a Drive file, and no separate store of the text taken out of one.
  • What does leave your account, and what stays behind. To answer you, the text taken out of the matching file is sent to the AI provider handling that request, under the business terms described in AI processing below. It is not written into your saved chat history: before a conversation is stored, the document text a Drive tool returned is replaced with a short marker recording that the tool ran and which file it read, so reopening that conversation later does not bring the document back. The file's identifier stays in that marker; its contents and its title do not. This is the honest limit of "we keep no copy": the assistant's own reply is stored, and it may quote or summarize what it read, so whatever it repeated back to you lives in that chat until the chat ages out, or until you delete your account, whichever comes first.
  • My Drive, not shared drives. Search runs against your own Drive, so files that live in a Google Workspace shared drive do not appear in results and cannot be read, even when you have access to them. Files that live in someone else's Drive and were shared with you can appear, because Google counts those as part of your Drive.
  • Turning it off again. Google's permissions page removes SpicaNova's access to that Google account as a whole; there is no control on Google's side for removing one permission and keeping the rest. To go back to the narrower set, disconnect the Google account in Integrations, which revokes the whole grant at Google, then connect it again without turning Drive search on. That reconnect asks only for the original three permissions.

We request drive.readonly rather than full Drive access because searching and reading is all this feature does; the read-only permission cannot write, and asking for one that could would be asking for more than the product uses. Google classes it as restricted, which is why it is a separate, deliberate step rather than something bundled into connecting your mailbox.

Google Chat

https://www.googleapis.com/auth/chat.spaces.readonly
https://www.googleapis.com/auth/chat.messages.create
openid · email · profile

Google Chat is a separate connection with its own, different permissions. Spaces (read-only) lists the Chat spaces you are in, so you can pick which one to bind to our bot — it does not read the messages in them. Send messages posts into that one space. openid, email and profile tell us which Google account finished the connection, so the space is bound to the right person. It gives us no access to your mail or calendar. New Google Chat connections are paused while our Google verification is in review, so this consent is currently not offered. Accounts already connected keep working and can be disconnected at any time from Integrations.

Who we are

SpicaNova AI is operated by Serhii Krutyholova (the "Company", "we", "us"), operating from California, United States. For privacy questions, contact hello@spicanova.ai.

Where we operate: SpicaNova is operated from and hosted in the United States, and your data is processed and stored there. If you are outside the United States, including in the European Economic Area or the United Kingdom, and you have a question about your data or want to make a request, write to hello@spicanova.ai and we will handle it under the rights described below.

What we collect

SpicaNova connects to the accounts you authorize. Depending on what you connect, we may process:

  • Email metadata (sender, recipient, subject, timestamp, thread ID) and email body content needed to score, label, and draft replies.
  • Email attachments, when you ask the assistant to export a set of emails. We download the attachments on the matching messages and package them, with the message bodies, into a ZIP file stored under your account for you to download. Routine syncing never downloads an attachment.
  • Calendar event metadata (title, attendees, time) when you connect a calendar, plus the events we create on your behalf: meetings you ask us to schedule and reminders mirrored onto your calendar. We store the id of an event we created so we can remove it again when you dismiss the reminder behind it.
  • Text from the Google Drive documents you handed the assistant through Google's file picker, read at the moment a question calls for one, up to 20,000 characters of a document. This is the default way SpicaNova reads your files and does not need Drive search turned on.
  • The list of those documents: for each one, its Drive file id, its title, its file type, and who added it. This is the record of which files you chose, not a copy of them.
  • Text from the rest of the files in your Google Drive, but only if you turned on Drive search, and only for the question you asked. We extract it at that moment and use it to answer you.
  • In both of those cases we store no copy of the file and no separate store of its text. The document text is replaced with a short marker before the conversation is saved, so it is not kept in your chat history either. What can persist is the assistant's own reply, which may quote or summarize what it read; that is stored as chat history under the window in the table below.
  • Files we create in your Google Drive, if you granted the Drive permission: copies of the documents SpicaNova generated for you, placed in a SpicaNova folder. The file itself lives in your Drive, on your own Google storage, and stays there under your control until you delete it — our retention schedule does not apply to it and we cannot remove it for you. Where we also keep a copy of the same document, that copy is the one covered in the retention table below; for files generated straight into Slack we keep no copy at all.
  • Integration metadata from third-party tools you connect (Slack, WhatsApp, Notion, Attio, Stripe, Outlook, Google Chat, Composio).
  • Account details: name, email address, timezone, subscription tier, and preferences you set in the product.
  • Usage events: approval actions, draft edits, feature-flag state, and error reports (with personal-data fields redacted before storage).
  • Voice notes and writing samples you provide to train the in-voice drafting feature.
  • Signature assets you upload (photo, logo) for embedding in emails sent on your behalf.
  • Contact lists you upload for outreach campaigns (names, email addresses, companies, titles, and notes you include).

We do not purchase data from data brokers. We do not pool personal data across tenants or use one founder's relationship data to benefit another.

Data about people you correspond with

Because SpicaNova works on your mailbox and outreach, it also processes personal data of people who are not SpicaNova users:

  • Your correspondents — names, email addresses, and message content of people who email you, used to build your private relationship graph and draft replies. This data stays inside your tenant and is never shared with other customers.
  • Outreach recipients — contacts you upload for campaigns. You are responsible for having a lawful basis to contact them. Sent-email records are kept as compliance evidence (CAN-SPAM / GDPR accountability).
  • Replies to your campaigns — when someone replies to a campaign email, we read the reply to work out what it amounts to, and keep a short quote from it as evidence alongside that sent-email record, so you can check our reading against their own words instead of taking it on trust. If the reply hands the thread to a colleague, we keep that person's name or role as well. Quotes are capped in length and outlive the 30-day email body window; they are erased when you disconnect a mailbox and deleted with your account.
  • Customer-account insights — if you mark a mailbox as customers-only or upload a customer list, we extract structured insights from customer emails (sentiment, topics, action items) including a short excerpt of the email kept as evidence. Excerpts are capped in length and outlive the 30-day email body window; they are erased when you disconnect the source mailbox and deleted with the account entry or your account.
  • Suppression list — when a recipient unsubscribes, objects, or bounces, we keep their address on a do-not-contact list for the account that contacted them. This list is retained indefinitely on purpose: deleting it would risk re-contacting people who opted out.

If you are not a SpicaNova user and want your data removed from a customer's account, contact hello@spicanova.ai — we will route the request to the account owner and honor erasure obligations, keeping only the suppression entry needed to prevent that account from contacting you again.

How we use data

We use your data only to provide and improve the SpicaNova service. Specifically:

  • Syncing and evaluating inbox messages to surface what matters.
  • Generating draft replies, summaries, and outreach emails in your voice.
  • Routing approvals and logging every automated action with the reason behind it.
  • Maintaining your relationship graph (who you know, last contact, health).
  • Debugging and monitoring service reliability (error reports, redacted logs).

We do not sell your personal data. We do not use your private mailbox content or relationship data to train shared, publicly available AI foundation models. We reach the AI providers we use (Anthropic, Google, OpenAI, Groq) through their business APIs, and each of those providers publishes a data-usage policy under which business API inputs are not used to train its models.

AI processing

To score emails, draft replies, generate summaries, and answer your questions, we send the necessary context to AI model providers (Google, Anthropic, OpenAI). We send only what is needed for the specific task. All providers are used through their business API terms, under which inputs are not used to train their models.

Two additional protective flows: an excerpt of an inbound email (up to its first 2,000 characters) may be screened by a prompt-injection classifier hosted by Groq before AI processing, and when you ask the research agent a question, the topic text (never your email content) may be sent to Google Search for real-time grounding.

You approve what goes out. For a reply or a one-off message that means approving that specific draft; for an outreach campaign it means approving the campaign and its wording before any of it sends. The Gmail permission section above sets out exactly how each path works and what limits it. Every automated action is logged with the reason it was taken, and you can review, reverse, and configure what runs autonomously from Settings → Agent capabilities.

Email subjects, sender/recipient addresses, and phone numbers are masked in our own logs and error-monitoring tools before storage. We do not permanently store raw email bodies — see retention periods below.

Retention periods

Most of what we hold ages out on its own, enforced by a daily cleanup job. Some of it does not, and the table says so plainly rather than implying a window that no process actually enforces:

Data retention periods
Data typeRetention
Email body content30 days from sync date
Full email cache row (metadata)90 days from sync date
Customer-account insight records (incl. short evidence excerpts)Until you delete the account entry, disconnect the source mailbox (excerpts erased), or close your account
The list of Google Drive documents you added for the assistant to read (each one's file id, title, file type, who added it, and when)No automatic expiry. Kept until you remove that document from the set in Settings, disconnect your last Google account (which erases the whole list), or delete your account. This is the record of your choice, not a copy of the document
Agent actions & approval log30 days
Files we generate for you: email exports (including the attachments inside them), PDF reports, decks, and spending workbooksNo automatic expiry today. The file stays in our storage under your account until you delete your account, and is erased then. The download link is separate and short-lived: 1 hour for a report, deck, or spending workbook, 24 hours for an email export or a campaign export
Signature images you uploadUntil you delete your account. These are stored in a public bucket by design, so they keep rendering in mail you already sent
Web delivery records (draft cards)14 days from when the card was created, and only once you have approved, rejected, or otherwise resolved it. A card still waiting on you is kept until you act on it
Assistant Q&A on Slack, WhatsApp, and Google Chat30 days
WhatsApp inbound messages30 days
Reminders90 days from when the reminder was created, and only once it has fired, been acknowledged, or been cancelled. A reminder still waiting to fire is kept until then
Stripe payment snapshots (your connected account)Summarized monthly; detail 90 days
Billing and subscription records (plan tier, Stripe customer id)Life of the account; deleting your account deletes our Stripe customer record, cancelling any subscription, before local data is purged
Usage log (token spend)Summarized monthly; detail 90 days
Contact activity log90 days
Contact enrichment cacheUntil enrichment expiry or account deletion
Chat history (web chat Q&A)90 days
Slack outreach setup sessions24-hour working state; hard-deleted at 30 days
Outreach sent-email recordsRetained as compliance evidence (CAN-SPAM / GDPR)
Short quote from a reply to an outreach campaign, kept with that sent-email record, plus the colleague's name or role when the reply hands the thread to oneKept with the campaign record, so it outlives the 30-day email body window. Capped in length. Erased when you disconnect a mailbox, and deleted with your account
Suppression (do-not-contact) listRetained indefinitely while the account exists, by design. Deleted with the account, at which point that account can no longer contact anyone
Relationship records (contact name and address, last contact, engagement summary)No automatic expiry. Kept for the life of the account and deleted when you close it
Error diagnostics (personal fields redacted)90 days from the last occurrence
Account deletion records30-day grace period, then purged
Voice samples you provideUntil you delete them or close your account
Connection tokens (encrypted)Until you disconnect the integration

Three notes on the Drive rows, because "we keep no copy" is easy to say too broadly. First, the copies we save into your Google Drive are absent from this table because they are not ours to keep or to remove: they sit in your Drive, on your own Google storage, and only you can delete them. Second, the documents you hand the assistant to read do have a row, but it covers the record of which documents you chose, not the documents themselves — we store no copy of a Drive file, whether you picked it or Drive search found it. Third, the text read out of a file to answer a question has no row because it is not retained: before a conversation is saved, the document text is replaced with a short marker recording that the tool ran. What does survive is the assistant's own reply, which may quote or summarize the document, and that ages out with the chat-history row above.

After your account is deleted, a 30-day grace period applies (allowing recovery from accidental deletion), after which we purge all personal data including relationship records, voice notes, preferences, and integration tokens.

Sub-processors

We share data with the following sub-processors, and only as much as each one needs to do its job. Each processes that data under the data-processing terms it publishes for its business customers.

Sub-processors and data locations
ProviderPurposeLocationActive
SupabaseDatabase, authentication, file storageUS (AWS us-east-1)Always
Amazon Web Services (AWS)App hosting (EC2, ALB, ECR, Secrets Manager)US (us-east-1)Always
Google LLC — Gmail/Calendar/Drive APIGmail, Calendar, and Drive access (OAuth): reading recent mail, applying labels, sending messages you approved, reading and writing calendar events, creating files in the SpicaNova folder of your Drive, and reading the text of the Drive documents you handed the assistant through Google's file picker. If you separately turn on Drive search, also searching the rest of your Drive and reading the text of the files that match your questionUSWhen Gmail connected
Google LLC — Gemini APIEmail scoring, labeling, JSON extraction; research grounding via Google SearchUSAlways
AnthropicDraft generation (Claude)USAlways
GroqPrompt-injection screening of inbound email excerpts (hosted classifier)USWhen enabled
ResendTransactional email: signup confirmation, password reset, service noticesUSAlways
InngestBackground job orchestration (cron, async tasks)USAlways
SentryError monitoring (PII redacted before transmission)USAlways
OpenAIOne model in the multi-model Council that scores email on the Pro and Founder plansUSPro and Founder plans
Slack TechnologiesSlack integration delivery surfaceUSWhen Slack connected
Meta (WhatsApp)WhatsApp integration delivery surfaceUSWhen WhatsApp connected
Microsoft (Outlook)Outlook mailbox access via Microsoft Graph: reading recent mail, applying categories, sending approved messages, and reading and writing calendar eventsUSWhen Outlook connected
Google LLC — Chat APIGoogle Chat delivery surfaceUSWhen Google Chat connected
ComposioLong-tail tool integrationsUSWhen Composio tools enabled
Notion LabsNotion integration (read access)USWhen Notion connected
AttioCRM integrationUS/EUWhen Attio connected
Stripe (SpicaNova billing)Subscription billing and payment processing for SpicaNova paid plans (Checkout, billing portal, payment webhooks). We share your account email, an internal account id, and your plan choice; card details are entered on Stripe's hosted pages and never touch our serversUSWhen you subscribe to a paid plan
Stripe (your connected account)Read-only payment snapshots from your own Stripe account, via a restricted key you provideUSWhen Stripe connected

International data transfers

SpicaNova is operated from and hosted in the United States. Personal data processed by the sub-processors listed above is transferred to and stored in the United States, except where a provider's own location is noted differently in the Location column of that table.

If you are outside the United States, or someone outside the United States emails you, personal data reaches the United States as a normal part of using the service. Each onward transfer to a sub-processor is governed by the data-processing terms that provider publishes. Several of those providers publish the European Commission's Standard Contractual Clauses as part of those terms, and several are certified under the EU-US Data Privacy Framework; the terms each provider publishes are the authoritative statement of which applies to it.

If you need the specifics for a particular provider before you connect an account, write to hello@spicanova.ai and we will point you at that provider's current terms.

Cookies and local storage

We use only strictly necessary cookies, the secure session cookies that keep you signed in, plus a small set of localStorage preferences (theme, font, and layout choices) that never leave your device. We do not use advertising, analytics, or cross-site tracking cookies. No cookie-consent banner is required in our current configuration.

For the full cookie and storage disclosure table, see our Cookies page.

Your rights

GDPR rights (EEA & UK residents)

Under the General Data Protection Regulation and the UK GDPR, you have the right to:

  • Access — request a copy of the personal data we hold about you.
  • Rectification — ask us to correct inaccurate data.
  • Erasure ("right to be forgotten") — request deletion of your data. We will process this within 30 days and complete purging after the grace period.
  • Restriction — ask us to restrict processing while a dispute is resolved.
  • Portability — receive your data in a structured, machine-readable format.
  • Object — object to processing based on legitimate interests.
  • Withdraw consent — where processing is based on consent, withdraw it at any time without affecting prior processing.
  • Lodge a complaint — with your local supervisory authority (e.g. the ICO in the UK).

Our legal basis for processing is primarily contract (to deliver the service you signed up for) and legitimate interests (security, fraud prevention, service improvement). Where we rely on consent (e.g. voice samples), you may withdraw it at any time.

CCPA / CPRA rights (California residents)

California residents have the right to:

  • Know what categories of personal information we collect, use, disclose, or sell.
  • Delete personal information we hold about you.
  • Correct inaccurate personal information.
  • Opt out of sale or sharing — we do not sell or share personal information as defined by the CCPA/CPRA.
  • Limit use of sensitive personal information — we do not use sensitive personal information for purposes beyond what is necessary to provide the service.
  • Non-discrimination — we will not discriminate against you for exercising these rights.

To exercise any of these rights, contact hello@spicanova.ai. We will respond within 45 days (CCPA) or 30 days (GDPR).

How to delete your data

You can do all of this yourself, in the product, without contacting us.

Delete your whole account

  1. Sign in and open Settings.
  2. Scroll to Account, then Delete account.
  3. Press Delete my account. A confirmation box appears.
  4. Type your email address into that box, exactly as it is shown.
  5. Press Permanently delete in 30 days.

The moment you confirm, we try to revoke the access grants for the accounts you connected through Google and Slack. Revoking is what actually stops the mailbox reads: without a valid grant our stored token no longer works. It is a best-effort step, so a failure is logged rather than hidden, and every grant is revoked again just before the final delete. Outlook has no equivalent endpoint we can call, so revoke that one yourself from your Microsoft account. Integrations you connected by pasting a key, such as Stripe, Notion, Attio, and WhatsApp, have no provider-side revoke either; those are removed when the account is deleted.

Your data then sits in a 30-day grace period, so an accidental deletion can be undone: the same screen shows a Cancel button for the whole 30 days. After the grace period a daily job permanently deletes your account and everything attached to it, including your inbox cache, drafts, relationship records, outreach history, chat history, voice samples, files you uploaded or we generated for you such as signature images and email exports, and integration tokens. If you have a paid subscription, your customer record at Stripe is deleted first, which cancels the subscription. After that point nothing can be recovered.

Copies we saved into your Google Drive are the one exception, and it is in your favour: they are files in your own Drive, so closing your SpicaNova account leaves them exactly where they are. If you want those gone too, delete them from the SpicaNova folder in Drive.

Disconnect one integration but keep your account

Open Integrations and press Disconnect next to the account you want to remove. For Google and Slack we also revoke the token at the provider, not just on our side, so our access ends at that moment rather than when the token would have expired. Disconnecting a mailbox also erases the email excerpts we kept as evidence for customer-account insights from that mailbox, and the short quotes we kept from replies to your outreach campaigns. Those reply quotes go for every campaign, not only the ones sent from the mailbox you disconnected: once a mailbox is gone, a sent record no longer points back at it, so we erase them all rather than guess which ones to keep. It stops any further saves into your Google Drive, and leaves the files already saved there untouched, because they are yours. Disconnecting your last Google account also erases the whole list of Drive documents you had added for the assistant to read — the list, not the documents. That is deliberate: without a Google connection the list is a record of your files that we could no longer open, so we do not keep it. Reconnecting starts that list empty.

You can revoke our access from Google's side at any time, from any device, at myaccount.google.com/permissions. Doing that stops all future access immediately. It does not delete data we already hold, so use the account deletion above if you want that removed too.

Ask us instead

If you would rather not use the in-app flow, or you are not a SpicaNova user and want your data removed from a customer's account, email hello@spicanova.ai. We respond within 30 days.

Security

Integration tokens are encrypted with AES-256-GCM before storage. User data is protected by row-level security in our database. We use HTTPS everywhere with HSTS enforced, and we apply security response headers (X-Frame-Options, X-Content-Type-Options, Referrer-Policy, Permissions-Policy) on all routes. A Content Security Policy is deployed in report-only mode while we finish moving to per-request nonces. Error monitoring is active with Sentry, configured to scrub personal-data fields before transmission.

For more detail, see our Security page.

Children

SpicaNova AI is not directed at children under 16. We do not knowingly collect personal data from anyone under 16. If you believe a child has provided us data, contact us immediately at hello@spicanova.ai and we will delete it promptly.

Changes to this notice

We will update this notice as the product evolves. Material changes will be communicated by email or by a notice in the product before they take effect. Continued use after the effective date constitutes acceptance.

Contact us

For privacy requests, data-subject rights exercises, or questions about this notice: