PRIVACY POLICY

Last updated: January 2026

This Google Workspace Chat bot (the "Service") is operated by Systomatics.

OVERVIEW

The Service operates within Google Chat spaces to automate collaboration and operational workflows. It is designed to help users and administrators manage spaces, memberships, messages, and workflow signals while complying with Google Workspace data protection and privacy requirements.

DATA ACCESSED

The Service accesses only the data necessary to perform its intended functionality, including:

• Message content sent directly to the bot within Google Chat
• Google Chat space metadata (such as space identifiers and settings)
• Membership information for spaces where the bot is installed
• Basic user identifiers provided by Google Workspace (such as user ID and domain)
• User reactions (emoji reactions) used as explicit workflow input
• Read state and space configuration metadata to support acknowledgement flows and reduce notification noise
• Administrative metadata for organization-owned spaces when explicitly authorized by a Google Workspace administrator

OAUTH SCOPES AND USAGE

The Service uses Google-approved OAuth scopes strictly to enable its documented functionality within Google Chat. These scopes allow the bot to:

• Identify and operate within the correct Google Chat space context
• Create and manage Google Chat spaces when required
• Add or remove members during onboarding and offboarding workflows
• Send messages in response to user commands and system events
• Read user reactions as explicit input to workflows (such as approvals or confirmations)
• Add or remove bot reactions to indicate workflow states such as approval, completion, or acknowledgement
• Access read state and space settings to reduce notification noise and support acknowledgement workflows
• Manage organization-owned spaces using administrator-level scopes when explicitly authorized

Administrator scopes are required to support governance of organization-owned conversations and cannot be replaced by more limited scopes. These scopes are never used without explicit administrator consent.

HOW DATA IS USED

The Service uses accessed data solely to:

• Generate responses to user requests
• Perform actions explicitly requested by users or administrators
• Automate collaboration and operational workflows within Google Chat
• Support onboarding, offboarding, governance, and workflow state tracking

The Service does not use data for advertising, profiling, or analytics beyond what is operationally required.

DATA STORAGE

• Message content and user data are not stored after request processing
• All data is processed transiently and discarded once the requested action or response is completed

DATA SHARING

• No user data is sold, shared, or disclosed to third parties
• Data is processed only within Google Workspace and the supporting infrastructure required to operate the Service

USER CONTROL

• Users may stop interacting with the bot at any time
• Access to the Service and administrative functionality is controlled by Google Workspace administrators

CONTACT

For privacy-related questions or concerns, please contact: gchatsupport@systomatics.com