Privacy Policy

01Who 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 data from connected accounts, including Google and Microsoft, as well as information you provide directly through the service.

02The Google data Hexagon accesses — and how Milo uses it

Hexagon connects directly to Google. The permissions requested are shown on Google's consent screen before you authorize them and may include your basic profile, Gmail, Calendar, Drive, Docs, Sheets, Slides, and read-only Contacts. The set requested can vary by connection flow. Milo can use only the permissions you grant; additional access may require you to connect again.

• 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 under your instructions. 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 — files and documentsWith your permission, Milo can find the right file, pull context from your documents, and create or edit spreadsheets, documents, and slide decks when you ask it to. (drive, drive.readonly, spreadsheets, documents, presentations)
• Google Contacts — read-onlyWith your permission, Milo can resolve the people you mention (“email Ramon”) to the right address when drafting email or scheduling meetings. (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 stops access through that connection.

03Other 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.

04How 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.

05Google 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.

06Microsoft — 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)
• Chat membersWho is in a group chat where Milo is installed, and how far back each of them can see the chat's history, so that when Milo reads a group chat's history to answer there, it reads no further back than everyone in it can. (ChatMember.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 membersWho is in each channel of the team, which for a private or shared channel is not the whole team, so Milo knows who can read what it says there. (ChannelMember.Read.Group)
• Channel settingsA channel's basic settings, such as its name, so Milo can refer to a channel correctly. (ChannelSettings.Read.Group)
• Meeting basicsFor a meeting whose chat Milo is in, or a meeting held in a channel where it is installed: the meeting's basic details (such as its title, time and organizer) and when it starts and ends, so the organizer can ask Milo to recap the meeting's chat. Milo never receives a meeting's audio, video or transcript through these permissions. (OnlineMeeting.ReadBasic.Chat, ChannelMeeting.ReadBasic.Group)

Two Teams features send Milo content only when a person uses them. When someone chooses “Ask Milo about this” on a message, Milo receives that message so it can answer that person privately. When someone pastes a Milo link (a link on app.joinhexagon.com) into a Teams message, Teams sends Milo that link so it can show a preview card.

Through Teams itself Milo receives only what these per-install permissions deliver, inside the teams and chats where it has been added. Milo is in a private or shared channel only if someone in that channel adds it there, and what it says in a private channel stays in that channel. Separately, your Microsoft administrator may choose to approve two organization-wide permissions for Milo's Teams app: reading basic profiles of people in your organization (name, email and job title), so Milo can find the colleague a request names, and adding the Milo app for that colleague, so Milo can reach them in Teams. Milo has neither unless your administrator approves it on Microsoft's consent screen. (User.ReadBasic.All, TeamsAppInstallation.ReadWriteSelfForUser.All)

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 under your instructions, 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 to stop access through that connection. A Microsoft administrator can also remove Milo from Teams or revoke its permissions in Microsoft 365. Disconnecting an account is separate from deleting information already stored in Hexagon; see Data retention and deletion.

07How Milo uses AI

Milo is powered by large language models. To carry out a request, Milo sends the minimum content necessary to third-party AI providers acting as our service providers, solely to generate the response or draft you asked for. They process it to provide and secure the service for us, under their data-processing terms. As stated above, your Google Workspace content is never used to train generalized AI/ML models.

08How 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.

09How 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.

10Data 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 stop further data access through that connection. Disconnecting does not delete your Hexagon account or all information already stored in it.
• Revoke at Google any time from myaccount.google.com/permissions.
• Delete your data. Use Settings → Account → Delete account in Hexagon, or email support@joinhexagon.com to request deletion of your account and associated data. When you delete your account, we delete or de-identify associated data, except where we are required to keep limited records by law.

11Your 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 support@joinhexagon.com. We will not discriminate against you for exercising these rights.

12International 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.

13Children's privacy

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

14Changes 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.

15Contact us

Questions about this policy or your data? Email support@joinhexagon.com. Hexagon is provided by Hexagon Labs, Inc.; Milo is Hexagon's in-product AI assistant.