Privacy policy

DISB PO Intake. Last updated 13 November 2026.

DISB PO Intake is a private tool used by a small number of named DISB staff (see the home page). This page explains what it reads, what it keeps, and who can see it.

What it reads from Google

With a staff member's permission it uses Google's Gmail API with the read-only permission. It reads only the emails and attachments under the single Gmail label that the staff member has chosen for purchase orders. It does not read other mail. It cannot send, delete, label or modify any email.

What it keeps, and where

For each email under that label it keeps the email, its attachments (for example a purchase-order PDF) and the order details extracted from them. These are stored on a DISB company server on DISB's own network. They are not stored with any third-party cloud database.

The sign-in token that lets the tool read the label is stored on the same server, in a folder that only the tool's service account can read.

Who can see it

Only DISB staff who have been given an account by DISB. The data is used for one purpose: producing and checking the company's own order records. It is not sold, shared with advertisers, or used for advertising.

Use of AI

Order details are extracted by fixed rules. Only when a staff member clicks a button asking for an AI draft (for example for a document layout the rules do not recognise), the content of that one document may be sent to Google's Gemini API under Google's paid terms, which state that prompts and responses are not used to improve Google's products. The result is only a draft; a person checks and approves every record. Nothing is sent to an AI service automatically.

Google API Services User Data Policy

DISB PO Intake'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.

Retention and removal

Records are kept as long as DISB needs them for its order and production records, and in encrypted backups for a limited period. A staff member can remove the tool's access at any time from their Google Account (Security, then Third-party access); the tool then cannot read their mail. To ask for data to be deleted, contact the address below.

Contact

Questions about this policy or a request to delete data: muhammadizzatharun@gmail.com.