Privacy Policy

Last updated: June 2026

This policy explains what information Gaia collects, how we use it, and the choices you have. Gaia is an AI layer for the departments that run your company — it reads, classifies, and summarizes incoming work so a department head sees the few items that need them. To do that well, we handle your data carefully and keep you in control.

Information we collect

Account & workspace data: the names, email addresses, roles, and tenant (organization) details needed to authenticate users and enforce access control.

Connected-service data: when you connect Microsoft, Google, or Zoho, Gaia ingests the messages, calendar events, documents, and CRM records you authorize — only within the scopes you grant (read-only by default) — to produce summaries, prioritization, and briefings.

Usage & operational data: request metadata, audit events, and diagnostic logs used to operate the service, enforce limits, and investigate issues.

How we use it

We use your data to provide the service: reading and triaging incoming communications, generating summaries and drafts, answering questions over your connected knowledge with sources attached, and keeping a tenant-scoped audit trail. We do not sell your data, and we do not use your private workspace content to train third-party foundation models.

Connected services

Integration access tokens are stored encrypted at rest and are used only to fetch the data required for the features you enable. You can disconnect any integration at any time from the Integrations page; disconnecting revokes Gaia’s stored access and stops further ingestion.

AI processing

Gaia routes model requests through governed, policy-checked tooling. Models propose; actions that commit your company or mutate a system of record stop for human approval. Generated content can be imperfect — review outputs before relying on them.

Data retention & deletion

We retain workspace data for as long as your account is active or as needed to provide the service. On request or account closure we run a tenant-scoped erasure process that removes your content and derived artifacts (such as embeddings) from primary stores and indexes.

Security

Data is isolated per tenant and encrypted in transit and at rest. See our Security overview for the controls behind the product.

Your rights

Depending on your jurisdiction you may have rights to access, correct, export, or delete your personal data. Workspace administrators can exercise many of these directly in-product; for anything else, contact us.

Contact

Questions about this policy or your data? Reach us through the support options in your Gaia workspace or via your account representative.