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Privacy notice
Homelab Email Extractor is a private household utility operated by Gareth Jones. This notice covers its use of connected Gmail accounts and the separate public information website. It is not a public registration service.
1. Information accessed
With account-owner consent, the extractor can access Gmail account identity, message and thread identifiers, dates, senders and recipients, subjects, labels, message bodies and attachments. This can include archived or labelled mail throughout the available account history. Discovery may inventory identifiers from Spam, Trash and Drafts; these folders are excluded from the current import policy.
Email content can contain sensitive personal information, including financial, medical and school records. Access is for household record preservation and inbox organisation, not for making eligibility, lending or other consequential decisions about people.
2. Purpose and current operation
Data is used to discover important records, assess categories and response or action needs, validate attachments, create email transcriptions, store private copies in Paperless, and track import results to avoid duplicate uploads.
Currently, continuous discovery is read-only and document imports are limited to reviewed trials. General automatic importing and mailbox modification are not enabled. Planned filing must preserve a review window of more than 48 hours and retain unresolved requests in the inbox. Age alone does not authorise a change.
3. Google permissions
The existing connection uses Gmail read-only permission. Gmail modify permission will be requested separately when filing is ready. Google’s modify permission is broader than labelling: it also permits sending and moving messages to Trash. The intended worker will not send messages or permanently delete them. No full-mailbox permanent-deletion scope is requested.
OAuth access and refresh tokens permit the authorised connection without storing a Google password. Granting permission does not itself enable a feature.
4. Storage and access
Discovery state, processing evidence and credentials are stored on the operator’s systems with restricted filesystem access. Reviewed email PDFs and supported original attachments are stored in private Paperless records. System administrators can still access administered systems; “private” does not exclude administrators.
The public website is separate from the extraction service. It contains no mailbox credentials, email content, documents or live connection to the household systems.
5. Sharing and processing
Google processes account authorisation and Gmail API requests. The operator’s Paperless installation processes and stores imported records. No Gmail data is sold, used for advertising, supplied to data brokers or used to train general-purpose AI models by this application.
The background discovery worker does not send message content to an external AI service. During owner-requested setup or troubleshooting, the owner may separately authorise an assistant to review selected records; that interaction is governed by the assistant provider’s applicable privacy terms as well as the owner’s consent. It is not an unattended feature of this website.
Any future change introducing additional processors or materially different uses will require an updated notice and appropriate consent before use. Google API data is handled under the Google API Services User Data Policy, including its Limited Use requirements.
6. Retention and deletion
Preserved records are retained for the household’s record-keeping needs until the owner removes them or requests removal. Processing records and import receipts are retained to support review and duplicate prevention. There is not currently a general automatic retention-deletion schedule.
Disconnecting Gmail stops future authorised access but does not automatically erase previously saved PDFs, attachments, processing records or backups. Removing originals from Gmail also does not remove their Paperless copies. The owner can request removal of stored copies and credentials separately; backup copies may remain until their applicable retention period ends.
7. Control and contact
Account owners can revoke access through Google Account connections and ask the operator to stop processing, correct records or remove stored data. Contact Gareth Jones using the support email displayed on the Google consent screen. Do not send passwords, authentication codes or unnecessary sensitive documents in a support request.
8. Visiting this website
These static pages include no analytics code, advertising scripts, forms or email-upload facility. Hosting and network providers may process normal request information, such as IP addresses, browser details and timestamps, to serve and protect the site. The website’s hosting infrastructure is separate from the private document store.
9. Changes
The date above identifies this version. Material changes to data access or use will be disclosed before they take effect, with renewed consent where required.