# Acruvo Copilot Privacy Notes

Acruvo Copilot is draft-only. It helps users draft payment follow-ups and track unpaid client invoices from supported webmail pages.

## What the extension reads

- The currently open Gmail, Outlook Web, or Yahoo Mail thread subject and visible message text.
- Only when a supported mail app is open and the extension panel is used.
- The extension does not read email in the background.
- The extension does not scan your inbox, sent folder, archive, or search results in the background.

## What the extension stores

Stored locally in Chrome extension storage:

- Draft usage count for the free plan.
- Invoice and promised payment records created by the user.
- Optional sender name.
- Optional local AI endpoint URL.
- Optional Acruvo access token.

Stored on the Acruvo backend when you create an account or sync data:

- Account email, password hash, sessions, plan, and usage count.
- Synced invoice records, client history, follow-up schedules, and subscription identifiers.
- Compact thread memory, such as email subject, reply count, detected payment promises, and short snippets needed to show payment history.

Promised payment records may include:

- Client name
- Invoice amount
- Invoice number
- Due date
- Promised payment date
- Email subject and supported mail platform
- Short snippets from the open thread when saved by the user

Acruvo does not store your full inbox. For payment memory, it stores compact snippets and payment metadata rather than the complete email body.

## Security and data handling

- Acruvo uses HTTPS in production.
- Passwords are stored as salted password hashes, not plain text.
- Session tokens are stored in Chrome session storage where possible.
- AI provider keys stay on the Acruvo backend and are never shipped inside the extension.
- Acruvo does not use customer email data to train AI models.
- AI requests are used to generate the draft the user asked for. Configure provider retention settings according to the provider account terms.

## Connected accounts and provider data

Acruvo can optionally connect Gmail/Google Workspace, Outlook/Microsoft 365, QuickBooks, Xero, Stripe, or PayPal when the user or platform owner enables those integrations.

- Gmail/Outlook OAuth is used to read selected message/thread data needed for invoice recovery workflows.
- QuickBooks/Xero OAuth is read-only and imports open invoice metadata into the Acruvo recovery pipeline.
- Stripe webhooks, and supported PayPal Commerce webhooks when enabled, are used to reconcile payment status for Acruvo-generated payment links. PayPal.Me links do not provide reliable invoice-level reconciliation and may require manual "mark paid" updates.
- OAuth and payment provider secrets are encrypted at rest on the Acruvo backend.
- Access and refresh tokens are not exposed to the Chrome extension or to client-side dashboard code.

## Permissions

The extension is designed around user-initiated actions:

- It reads the visible thread after the user opens Acruvo or refreshes context.
- It inserts text only into a reply/compose box the user controls.
- It never presses Send.
- Gmail/Outlook API access is only used after the user explicitly connects the provider. Acruvo does not sell email data or use it to train Acruvo-owned AI models.

## Deletion and audit

- Users can ask Acruvo to delete account data.
- Platform admins can delete a user account and associated invoices, sessions, usage, clients, schedules, and reset tokens from the admin dashboard.
- The backend keeps recent sync logs so support can diagnose extension-to-dashboard sync failures.
- A formal SOC 2 program is planned for a later enterprise version; it is not currently certified.

## What the extension does not do

- It does not send emails automatically.
- It does not click the mail app's Send button.
- It does not connect to QuickBooks/Xero unless the user explicitly connects accounting sync from the dashboard.
- It does not access bank accounts.
- It does not upload email content unless AI drafting or account sync is used by the user.
- It does not create reminders unless the user saves or tracks an invoice.
- It does not show the same due reminder repeatedly throughout the day.

## Optional AI endpoint

The user can click `Connect AI` to use the configured Acruvo AI endpoint. When enabled, Acruvo sends the form context and visible email text to that endpoint to generate a stronger draft. API keys remain on the Acruvo backend and are not exposed to extension users.

## User control

Every generated message is inserted as a draft. The user reviews and sends it manually.

Browser notifications are optional. If enabled, Acruvo checks locally for due promised-payment dates and shows at most one notification per tracked invoice per day. Clicking a due notification opens the Acruvo dashboard.

## Contact

Questions or deletion requests: hello@acruvo.app