SmartRFQ Privacy Notice

Scope and contact

This notice describes SmartRFQ's Gmail-based quote-request processing. For questions about this deployment or a data-deletion request, contact smartrfq1@gmail.com.

Information processed

SmartRFQ accesses messages in its authorized Gmail mailbox, including sender and recipient information, subjects, message bodies, timestamps, identifiers, and attachments. Messages may contain contact information, travel dates, routes, passenger counts, and other information supplied by the sender. SmartRFQ also uses configured aircraft and calendar information to evaluate requests.

How information is used and shared

Google provides Gmail authorization, email access and sending, and Pub/Sub notifications of mailbox changes. Cloudflare hosts application processing, queues, and database records. Relevant message text and context are sent to OpenAI to classify requests and extract trip information. Eligible requests, including original message content and attachments, are sent to the configured JetInsight RequestAI destination. Configured internal review messages may contain request details and analysis. These transfers support the quote-processing workflow.

Operational records and retention

SmartRFQ stores message identifiers, sender addresses, subjects, timestamps, extracted analysis, message fingerprints, processing decisions, and delivery records to support processing, duplicate prevention, auditing, and troubleshooting. SmartRFQ does not currently implement a fixed automatic deletion period for these database records. Mailbox messages, provider records, and backups follow the settings and retention practices of the respective services and operator. Disconnecting Gmail does not itself delete previously stored records or forwarded messages.

Access and deletion

The mailbox owner can revoke SmartRFQ's Google account access in Google Account settings. Requests concerning data held by this deployment can be sent to smartrfq1@gmail.com. Deleting information already forwarded to another system requires addressing that system's retained copies as well.