Google Data Use

Effective date: March 15, 2026

This page explains in plain English how Mailhogs uses data from your Google account. It is intended both for users and for Google's API review process.

Mailhogs' use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

Why We Request Google Access

Mailhogs is an outbound email platform. Its core function is to help you send personalized sales emails, track replies, and book meetings, all through your own Gmail account. We do not send emails from a Mailhogs-owned address. We act on behalf of your connected Google account, using the permissions you explicitly authorize.

Every Google permission we request has a specific, user-facing reason described below.

Google Permissions We Request

Gmail: Read

Scope: https://www.googleapis.com/auth/gmail.readonly

Why we need it: When a lead replies to a campaign email, we read their reply from your Gmail inbox so we can display it in the Mailhogs inbox view, classify it (interested, objection, etc.), and optionally draft a follow-up. We also read a recent sent message to detect your display name for outbound emails.

What we access: Specific messages matching your campaign lead emails, fetched one message at a time. We do not read your entire inbox.

Gmail: Send

Scope: https://www.googleapis.com/auth/gmail.send

Why we need it: To send campaign emails and follow-up replies on your behalf, from your Gmail address.

Gmail: Modify

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

Why we need it: To apply Gmail labels to message threads, such as "AI - Interested" or "AI - Meeting Scheduled". These labels help you organize your inbox at a glance. We do not modify, move, or delete any message content.

Gmail: Settings (Basic)

Scope: https://www.googleapis.com/auth/gmail.settings.basic

Why we need it: To read your Gmail display name and email signature from your SendAs settings, so outbound emails include your correct name and signature automatically.

Google Calendar

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

Why we need it: To create calendar events with Google Meet links when a meeting is booked (either manually by you or automatically when a lead suggests a specific time). We also check your calendar's free/busy status to offer available time slots for the "Book a time" feature.

What we access: We create and read events on your primary calendar. We check free/busy data to find open slots. We do not read, modify, or delete other calendar events.

Google Account Email

Scope: https://www.googleapis.com/auth/userinfo.email

Why we need it: To identify which Google account you are connecting and to associate it with your Mailhogs account.

What Data Is Stored

  • OAuth tokens: Your Gmail access token and refresh token, encrypted at rest using AES-256-GCM and stored in our database. These allow us to continue acting on your behalf between sessions.
  • Your email address: The Gmail address you connected.
  • Outbound email content: Subject lines and body text of emails Mailhogs sends through your Gmail account, so we can display your campaign history.
  • Inbound reply content: The body text of replies from leads, so we can classify them and display them in the inbox view.
  • Thread IDs and message IDs: Gmail thread and message identifiers, used to keep replies in the correct email thread.
  • Calendar event IDs and Meet links: The unique identifier and video link for booked calendar events.

What Data Is Not Stored

  • Email attachments: We do not download or store attachments. We only record whether a message has an attachment (true/false).
  • Raw email headers: We parse certain headers (such as Subject, Date, From, and References) to power features, but we do not store raw header data.
  • Your full inbox: We only fetch messages from leads who are part of an active campaign. We do not sync your full inbox.
  • Your full calendar: We do not store or index your calendar events beyond the specific events Mailhogs creates.
  • Google Contacts: We do not access or store your Google Contacts.
  • Google Drive: We do not access Google Drive.

How AI Uses Gmail Data

Mailhogs uses OpenAI's API for several features that involve Gmail content:

  • Drafting personalized outbound emails based on lead profile data and your campaign settings.
  • Classifying replies (interested, objection, not interested, or automated/unknown).
  • Extracting a lead's preferred name from their reply (for example, detecting that "Joseph" goes by "Joey").
  • Extracting a suggested meeting time from a reply (for example, "Monday at 3pm") so we can auto-create a calendar event.

When these features run, the relevant content (typically the visible text portion of a reply, not the full raw message) is sent to OpenAI's API. OpenAI processes this under their own privacy policies and API terms.

Mailhogs does not use Google Workspace API data to develop, improve, or train generalized AI or machine learning models. Gmail or Calendar content is never used to train models outside of what is required to deliver the user-facing features described on this page.

How You Control Access

Disconnecting Gmail from Mailhogs

You can disconnect your Gmail account from any project at any time by going to the project's settings page and clicking "Disconnect Gmail". This removes Mailhogs' stored OAuth credentials for that connection. After disconnecting, Mailhogs will no longer be able to send emails, read inbox replies, or create calendar events on your behalf.

Revoking Access from Google

You can also revoke Mailhogs' access directly from your Google account:

  1. Go to myaccount.google.com/permissions.
  2. Find "Mailhogs" in the list of connected apps.
  3. Click "Remove access".

Requesting Deletion of Stored Data

Disconnecting Gmail removes your OAuth credentials but does not automatically delete stored email content (reply bodies, outbound email bodies) from our database. If you want that content deleted, please contact us at privacy@mailhogs.com with your request. We will process it within a reasonable timeframe.

No Advertising Use

Mailhogs does not use your Gmail or Calendar data to serve advertising, to profile you for advertising purposes, or to share data with advertising networks. Google user data is used exclusively to operate the features you request within the product.

Contact

Questions about how we use Google data? Contact us at privacy@mailhogs.com.