Privacy Policy

1. Who this policy covers

This policy applies to the Hexagon application at app.joinhexagon.com and to its in-product AI assistant, Milo, wherever you use it, including the web app and connected messaging surfaces such as Slack. It covers Google API data received through Hexagon and used by Milo, as well as information you provide directly through the service.

2. The Google data Hexagon accesses — and how Milo uses it

Hexagon requests Google permissions in stages. The exact permissions requested are shown by Google before you authorize them. The native production connection currently requests basic profile, Gmail, and Calendar permissions so Milo can perform the tasks and user-enabled routines you request. Gmail and Calendar may instead be connected through our verified integration provider.

Direct Drive, Docs, Sheets, Slides, and read-only Contacts permissions are approved for this OAuth project but are still not requested from new production users. They are disclosed below so the full approved set is visible. Hexagon will request them only through a separate, user-initiated connection, and only when you invoke a feature that needs them. Existing users who previously authorized these permissions may retain them until access is revoked.

• Your basic profile (name, email address)To create and identify your Hexagon account and address you correctly. (openid, email, profile)
• Gmail — read, organize, and sendSo Milo can read and triage your inbox, summarize what matters, apply labels and archive on your instruction, draft replies in your voice, and send email on your behalf when you approve it. Milo also reads your send-as signature so drafted email uses your real signature. (gmail.readonly, gmail.modify, gmail.send, gmail.settings.basic)
• Google Calendar — read and manage eventsSo Milo can read your schedule, find open time, and create, move, or update events when you ask it to book or reschedule something. (calendar)
• Google Drive, Docs, Sheets, and Slides — approved, not yet requestedIf you later grant this access, Milo can find the right file, pull context from your documents, and create or edit spreadsheets, documents, and slide decks exactly when you ask it to. These permissions are not currently requested from new production users. (drive, drive.readonly, spreadsheets, documents, presentations)
• Google Contacts — read-only, approved, not yet requestedIf you later grant this access, Milo can resolve the people you mention (“email Ramon”) to the right address when drafting email or scheduling meetings. This permission is not currently requested from new production users. (contacts.readonly)

Hexagon accesses data you have authorized only as needed for Milo to carry out a task or user-enabled routine you requested, or to maintain the live context needed to answer your questions. You can disconnect your Google account at any time (see Data retention and deletion), which revokes Hexagon's access.

3. Other information we collect

Information you provide

The messages, instructions, and approvals you send to Milo, and any content you provide through Hexagon. We use these to understand and carry out your requests.

Information collected automatically

Basic technical and usage data — such as log data, device and browser information, and how you interact with the product — used to operate, secure, and improve the service. We do not use this category to identify the contents of your Google data.

4. How we use information

• To provide the assistant features you request — reading, summarizing, drafting, sending, scheduling, and editing — and to act on your behalf only as you direct.
• To maintain the live context Milo needs to answer your questions accurately.
• To secure the service, prevent abuse, debug problems, and meet legal obligations.
• To operate and improve the Hexagon product experience, subject to the limits in the next section.

5. Google API Services — Limited Use

Hexagon's use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

Specifically:

• We only use your Google data to provide and improve the user-facing features you see in Hexagon and use through Milo — the email, calendar, document, and contact features described above.
• We do not use your Google data for advertising of any kind, and we do not sell it.
• We do not let humans read your Google data, except: (a) with your affirmative consent for specific messages or files; (b) where necessary for security purposes, such as investigating abuse; (c) to comply with applicable law; or (d) where the data has been aggregated and anonymized so it can no longer identify you.
• We do not use your Google Workspace data — including Gmail, Calendar, Drive, Docs, Sheets, Slides, and Contacts data — to develop, improve, or train generalized or non-personalized artificial-intelligence or machine-learning models.

6. Microsoft — Teams, Outlook, and files

For teams that run on Microsoft, Milo connects to Microsoft 365 the same way it connects to Google: through permissions you — or your Microsoft administrator — approve on Microsoft's own consent screens, used only to carry out the tasks and routines you ask for. This section describes the Microsoft data Milo accesses. It adds to, and does not change, the Google disclosures and commitments above; the commitments restated at the end of this section — no advertising, no sale, restricted human access, and no training of generalized AI models — apply to your Microsoft data exactly as they do to your Google data.

Milo in Microsoft Teams

When your team's administrator adds Milo to Microsoft Teams and consents to its permissions, Milo can read the following inside the specific teams and chats where it is installed. These are Teams resource-specific permissions, granted per team by the team owner at install:

• Channel messagesMessages posted in a channel where Milo is installed. Today Milo answers in a channel only when it is addressed — an @mention, or a reply in a thread it is already part of — and it grounds that answer on the conversation it is part of, not on the rest of the room. This permission is what would let a future capability read a channel's wider history to summarize or catch you up; Milo does not read the room that way today. (ChannelMessage.Read.Group)
• Chat messagesMessages in a group chat where Milo is installed, on the same addressed-only basis as channels, so Milo can respond when you bring it into the conversation. (ChatMessage.Read.Chat)
• Team membershipWho belongs to the team, so Milo can resolve the people named in a request to the right person. (TeamMember.Read.Group)
• Channel settingsA channel's basic settings, such as its name, so Milo can refer to a channel correctly. (ChannelSettings.Read.Group)

Milo holds no standing, tenant-wide access to your Microsoft organization through Teams. It receives only what these per-install permissions deliver, inside the teams and chats where it has been added, and it does not post in private channels.

Milo with Outlook, calendar, and files (Microsoft Graph)

If you connect your Microsoft work account, Milo uses Microsoft Graph permissions — shown on Microsoft's consent screen when you connect — to do for your Microsoft mailbox, calendar, and files what it does on the Google side. Permissions are requested only when you connect, and any capability added after your original connection is requested only when you reconnect:

• Work email — read, organize, draft, and sendSo Milo can read and triage your Outlook inbox, draft replies in your voice, and send email on your behalf when you approve it, including sending from your own address. (Mail.ReadWrite, Mail.Send)
• Outlook calendar — read and manage eventsSo Milo can read your schedule, find open time, and create, move, or update events when you ask. (Calendars.ReadWrite)
• OneDrive and SharePoint filesSo Milo can find the right file and pull context from it, and — when you ask — save, rename, organize, and edit Word, Excel, and PowerPoint files in your OneDrive, and share a file with a person you name. SharePoint access is read-only: Milo can search the SharePoint sites you can already open, but never writes to them. (Files.ReadWrite.All, Sites.Read.All)
• Contacts and your work directoryRead-only, so Milo can resolve the people you mention (“email Ana”) to the right address — using your saved contacts, the colleagues you most work with, and your organization's basic directory (name, email, job title, and similar work-profile fields a colleague can already look up in Outlook). (Contacts.Read, People.Read, User.ReadBasic.All)
• Your basic profile and mailbox settingsTo identify your account and address you correctly, and — so drafts and scheduling match how you actually work — to read and, on your instruction, adjust mailbox settings such as your automatic replies, time zone, working hours, and inbox rules. (openid, email, profile, User.Read, MailboxSettings.ReadWrite)

You can disconnect Microsoft inside Hexagon at any time, which revokes Hexagon's access; a Microsoft administrator can also remove Milo from Teams or revoke its access from the Microsoft 365 admin center. When you disconnect, we delete or de-identify the associated Microsoft data and tokens, on the same basis as the Google data described in Data retention and deletion.

7. How Milo uses AI

Milo is powered by large language models. To carry out a request, Milo sends the minimum content necessary to a third-party AI provider (for example, Anthropic or OpenAI) acting as our service provider, solely to generate the response or draft you asked for. These providers act as our service providers: they are contractually prohibited from using your content to train their own models, and they process it only to provide and secure the service for us, consistent with their data-processing terms. As stated above, your Google Workspace content is never used to train generalized AI/ML models.

8. How we share information

We do not sell your personal information. We share it only:

• With service providers who process data on our behalf to run the service (such as cloud hosting and the AI providers above), under contracts that limit them to that purpose.
• With your direction or consent — for example, when you ask Milo to send an email or share a document on your behalf.
• For legal and safety reasons, when required by law or to protect the rights, safety, and security of users and the public.
• In a business transfer, such as a merger or acquisition, in which case we will give you advance notice and the data remains subject to this policy or a policy at least as protective.

9. How we store and protect your information

We protect your data with industry-standard safeguards. Google access and refresh tokens are stored encrypted and used only to make the API calls needed for the features you use. Data is transmitted over encrypted connections. Access within Hexagon Labs, Inc. is limited to what is necessary to operate and support the service, consistent with the human-access limits in Section 5.

10. Data retention and deletion

We retain your information only as long as needed to provide the service or as required by law. You are in control:

• Disconnect inside Hexagon to revoke Hexagon's access to your Google account and stop further data access.
• Revoke at Google any time from myaccount.google.com/permissions.
• Delete your data. Email [email protected] to request deletion of your account and associated data. When you disconnect or delete, we delete or de-identify the associated Google data and tokens, except where we are required to keep limited records by law.

11. Your rights and choices

Depending on where you live, you may have rights to access, correct, delete, or port your personal information, or to object to or restrict certain processing. To exercise any of these, contact us at [email protected]. We will not discriminate against you for exercising these rights.

12. International users

Hexagon Labs, Inc. is based in the United States, and your information may be processed there or in other countries where we or our service providers operate. We take steps to ensure your information receives an adequate level of protection wherever it is processed.

13. Children's privacy

Hexagon and Milo are not directed to children under 18, and we do not knowingly collect their personal information.

14. Changes to this policy

We may update this policy from time to time. When we make material changes, we will update the “Last updated” date above and, where appropriate, notify you. Your continued use of Hexagon or Milo after a change takes effect means you accept the updated policy.

15. Contact us

Questions about this policy or your data? Email [email protected]. Hexagon is provided by Hexagon Labs, Inc.; Milo is Hexagon's in-product AI assistant.