Privacy policy

Effective 15 October 2026.

This policy describes how Equ.Digital LLC ("we", "us") handles personal information in BotWarden. BotWarden is in a private pilot for invited members of participating companies. Your company decides which features, connected services and model providers its members use, and it controls the data it keeps in BotWarden.

Information we collect

• Account information. Your name, email address, company membership and role. If you sign in with Google, we receive your Google account identifier and email address (the openid and email scopes).
• Content. The messages you send to bots, the bots' replies, and the results of the tools that bots use for you.
• Connected account data. Data from the services you connect, such as Google Workspace, as described below.
• Records of use. Security and activity records, such as sign-ins, approvals and actions taken by bots, with times and IP addresses.

Google user data

When you connect a Google account, you choose what BotWarden may do with it. Every connection can read:

• Gmail messages and attachments (gmail.readonly),
• Google Drive files (drive.readonly),
• Google Calendar events (calendar.readonly).

If you select them and your company allows them, a connection can also:

• write drafts and send mail (gmail.compose),
• organize mail with labels, archive, Trash and restore (gmail.modify),
• manage rules for incoming mail (gmail.settings.basic),
• delete mail permanently (https://mail.google.com/),
• change Calendar events (calendar.events),
• create and update Drive files (drive),
• read Google Chat spaces and messages (chat.spaces.readonly, chat.messages.readonly),
• post Chat messages (chat.messages.create),
• edit and delete your Chat messages (chat.messages).

How we use it. We use Google user data only to provide the features you request. A bot reads Google data to answer your questions and to do the tasks you ask for. A bot asks for your approval before it changes Google data. We do not use Google user data for advertising, we do not sell it, and we do not use it to train generalized AI or machine learning models.

Who receives it. To answer you, a bot sends the Google data it reads to the AI model provider that your company selected. In the pilot this is Anthropic, through its commercial API. A company can also use its own model provider account or its own model servers. We do not otherwise transfer Google user data, except as needed to provide or secure the service, to comply with the law, or as part of a merger or acquisition with notice to you.

Your Google token. Google gives BotWarden a token for each connection. A separate credential service keeps the token encrypted. Bots and AI models do not receive the token.

Limited Use. BotWarden's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

How we use information

• To provide BotWarden: sign-in, bots, connected services and company administration.
• To keep the service secure, to keep the records your company needs, and to investigate misuse.
• To send service email, such as invitations and sign-in confirmation.

We use no advertising or analytics trackers. BotWarden uses cookies only to keep you signed in and to protect forms.

Who can see your information

• Your company. Your company's authorized administrators and auditors can see members' conversations and records of bot actions, including Google data that a bot read.
• Service providers. Amazon Web Services hosts BotWarden in the United States (Ohio). Cloudflare carries traffic to the website. Amazon SES sends service email. The model provider your company selects processes content as described above.
• Legal reasons. We disclose information when the law requires it.

Storage and retention

Conversation history is stored encrypted with a key for each member. A record of each connected-service call, with its result, is kept for one day so your company's auditors can review it. For the pilot, the intended retention periods are 30 days for conversations and bot action records, and 400 days for security records. Pilot deletion is done by an operator and can happen after these periods end. Backups can keep data for longer. The model provider keeps data under its own terms.

Your choices

• You can revoke a connected account at any time on the Connections page. BotWarden then retires its stored token so it can no longer be used, and asks Google to revoke it.
• You can also remove BotWarden's access in your Google Account settings.
• To ask about, correct or delete your information, contact your company administrator or us.

Security

We use encryption, separate credential storage, access controls and audit records to protect information. No system is perfectly secure, and we do not promise that information cannot be accessed without authorization.

Children

BotWarden is for work use and is not for children under 16.

Changes

We can change this policy. We show the new effective date on this page, and we tell companies of material changes before they apply to Google user data.

Contact

Equ.Digital LLC, support@equ.digital.