Privacy Policy

• Account information: your name, email address, profile photo, workspace membership and role. Sign-in is handled by Clerk.
• Workspace content: what your business enters into CrewOps, such as homeowner contact details, property addresses, insurance claim and policy details, documents and photos, contracts, notes and job financials.
• Signatures: when someone signs a document in CrewOps, we record the signer’s name, signature, signing time and IP address with the signed document.
• Gmail data: only if a user connects a mailbox. See Gmail data below.
• Usage and technical data: page views measured by Vercel Web Analytics, and server logs (such as IP address, browser type and request time) kept to operate and secure the service.

We use information to provide, maintain and secure CrewOps, to send the notifications you or your workspace set up, to support you when you contact us, and to fix and improve the product. We do not sell personal information, and we do not use it for advertising.

A user can choose to connect a Gmail mailbox to CrewOps. It can be a Google Workspace account or a personal Google account. Nothing is read from Gmail unless a user connects a mailbox.

Access we request. We ask Google for the gmail.readonly scope, plus your Google account’s email address (openid and email). Read-only access means CrewOps cannot send, delete, label or change any message in your mailbox.

What we read. When you connect, you choose how far back CrewOps reads (default 30 days); after that, new mail. CrewOps reads each conversation in memory to decide whether it belongs to your work.

What we keep. Only for conversations with a customer or an insurance carrier or adjuster, or that carry an attachment or match one of your deals:

• a short summary of the conversation, written by an AI model, with money amounts, account, policy, card and routing numbers, phone numbers and web and email addresses removed (a claim number that matches one of your deals may stay);
• a log with one short line and a date per message;
• Message-ID, In-Reply-To and References identifiers, to match conversations across your mailboxes;
• keyed one-way hashes of the participants’ email addresses (not the addresses), to match conversations to deals;
• which deal the conversation is linked to;
• whether the other party looks like a customer or an insurance carrier or adjuster;
• which of your deals the conversation matched, and on what (for example a claim number);
• for each attachment: its file name, type, size and a hash of its contents.

Other conversations, such as newsletters, notifications and personal mail, are not kept unless they carry an attachment or match one of your deals. If our classifier is briefly unavailable, only the conversation’s Gmail identifier is held; it is deleted after 3 days (checked on each sync) or when you disconnect.

What we do not store. Email subjects, message bodies, previews, or email addresses. A summary may name the people and companies in a conversation.

Attachments. A file is downloaded only when its conversation is linked to a deal; it is then filed on that deal as a document. Files of unlinked conversations are not downloaded.

Why we use it. To decide whether to keep a conversation and to write its summary, CrewOps sends the conversation’s text, subject, sender name and attachment file names, with your mailbox’s title and purpose, to an AI model (GLM) on Cloudflare Workers AI, through Cloudflare AI Gateway with request logging and caching turned off. To find the right deal, CrewOps sends the summary and a short list of candidate deals to our classification service, which also runs on Cloudflare.

For the connected mailbox itself we store its email address and display name, the title and purpose you give it (also sent to the AI model with each conversation), its Google account identifier, the access you granted, and an OAuth refresh token so CrewOps can keep the mailbox in sync.

Where it is stored. Gmail data is stored in our database, hosted by Supabase in the United States (AWS us-east-2). The refresh token is encrypted before it is stored (AES-256-GCM, with the data key wrapped by an RSA key). The CrewOps web application can encrypt a token but cannot decrypt one. Only the separate mailbox-sync service holds the decryption key.

Who can see it. When you connect a mailbox you choose whether it is private or shared.

• The person who connected a mailbox can see all of its summaries in CrewOps.
• For a shared mailbox, your workspace’s leadership users and its owner can also see all of its summaries.
• Any other user in your workspace sees a summary only after it is linked to a deal that user is already allowed to access.
• Users in other workspaces can never see your summaries.

Retention and deletion. Summaries and logs are kept while the mailbox is connected and your workspace is active. You can disconnect a mailbox at any time from CrewOps. When you do, we stop syncing, ask Google to revoke CrewOps’s access, delete the stored refresh token, and delete that mailbox’s summaries, logs and attachment records. Documents already filed on deals stay; remove them from the deal like any other document. When a conversation is deleted in Gmail, its summary is deleted overnight. You can also remove CrewOps’s access from your Google Account at myaccount.google.com/permissions, which also stops syncing. To have documents filed from a mailbox removed, email contact@raavasolutions.com from the mailbox owner’s or workspace owner’s address; we delete them within 30 days of the request.

CrewOps'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.

In particular, for data we receive from Gmail:

• We use it only to provide and improve the email features you can see in CrewOps.
• We do not use it for advertising, including targeted or personalized advertising.
• We do not sell it.
• We do not use it to develop, improve or train generalized artificial intelligence or machine learning models.
• We transfer it to others only as needed to provide those features (to the service providers listed below), to comply with the law, or as part of a merger, acquisition or sale of assets, with notice to you.
• Our staff do not read it unless you give us permission for specific messages, it is needed to investigate abuse or a security incident, or the law requires it.

We use these companies to run CrewOps. Each receives only the data it needs to do its job for us.

• Vercel: hosts the CrewOps website and application; privacy-friendly page-view analytics
• Supabase: database and file storage (United States)
• Clerk: sign-in and user accounts
• Cloudflare: DNS and network; runs our mailbox-sync service and our AI models (GLM on Workers AI; classification)
• Google: Gmail API for connected mailboxes, Cloud Pub/Sub for new-mail notifications, and Places API for address search
• Resend: delivers CrewOps notification emails

Data is encrypted in transit (TLS) and at rest by our hosting providers. Each workspace is isolated from the others by row-level security in the database, and access inside a workspace follows each user’s role. Gmail refresh tokens are additionally encrypted as described above. No system is perfectly secure; if we learn of a breach that affects your information, we will notify you as the law requires.

Your workspace administrators can view, correct and delete most workspace content in CrewOps directly. You can ask us to access, correct, export or delete your personal information by emailing contact@raavasolutions.com. If your information is in a customer’s workspace, we may refer your request to that customer.

CrewOps is a business tool and is not intended for children under 16.

We will post any change on this page and update the effective date above. If a change materially affects how we use Gmail data, we will tell you before it takes effect.

Questions about this policy or your data: contact@raavasolutions.com.

By mail:
Raava LLC, c/o Registered Agents Incorporated
30 North Gould Street, Suite R
Sheridan, Wyoming 82801