This policy covers the private Dent Fix Pros Email Intake tool. It describes the email connection and related review workflow, rather than every service on the Dent Fix Pros website.
Information accessed and why
After the business owner grants Google authorization, the tool reads account and label information, email identifiers and dates, sender and authentication headers, and the complete content of relevant website quote-request emails. Those emails may contain a customer’s name, mobile number, vehicle details, location, preferred service day, notes, attachments and photo links.
The tool uses this information to identify eligible submissions, check whether required information is present, compare possible duplicates or separate jobs, and request review in the owner’s existing private Codex chat. Gmail read-only permission covers the mailbox, although the intake code applies label, date, sender and form checks.
Google Cloud Pub/Sub provides mailbox-change notifications. Its OAuth permission covers accessible Pub/Sub resources; the app restricts its calls to its dedicated notification topic and subscription.
Storage and retention
Original emails and attachments remain in Gmail. The local intake database stores email/form identifiers, timestamps, comparison hashes, missing-field and review flags, processing state and delivery receipts. It does not store raw email bodies, names, mobile numbers, locations, notes or photo files. Comparison hashes remain pseudonymous information, not anonymous information.
For reviewed submissions more than 90 days old, the tool removes descriptive comparison data from its local record. It retains immutable identifiers and the review outcome to prevent duplicate processing. Unresolved records remain available for reconciliation. Content separately read or discussed in the private Codex chat is governed by that account’s retention and data controls; the local database’s 90-day rule does not delete chat history or Gmail messages.
The local database and authorization files are kept outside the synced project folder, with access limited to the Windows account owner and the system account. The app’s Google authorization is encrypted using Windows current-user data protection. The app does not request or collect the owner’s Google password.
Services and people involved
Google provides Gmail, authorization and notification services. The local bridge sends an email identifier and review instructions to the owner’s OpenAI Codex chat. With the owner’s authorization, the connected Gmail reader can provide the relevant email’s contents to that assistant for review. These transfers support the intake and review feature described on the app’s information page.
The tool does not publish customer information. Its current version does not send customer texts, technician Slack posts or spreadsheet updates. Existing email forwarding or other business systems remain separate from this tool.
Limited use
Google API data is used for the intake and review functions described here. The app does not sell that data, provide it to advertising platforms or data brokers, use it for advertising or lending decisions, or create model-training datasets from it. Google API data handling follows the Google API Services User Data Policy, including its Limited Use requirements.
Disconnecting and requesting deletion
The account owner can revoke this app’s access from Google Account connections and stop the local intake process. Revoking access stops future authorized reads; it does not automatically delete existing Gmail messages, local records or chat history.
For help removing this app’s local records or associated review information, contact Dent Fix Pros at (206) 775-5003. Requests should identify the relevant account or submission without sending passwords or authorization tokens. Removing deduplication records requires care so old submissions are not processed again.
Changes
This description must be updated before the app introduces additional data uses, destinations or customer-facing actions.