Privacy notice
Prepared October 29, 2026 · For the privately operated Rin Office application
Purpose and operator
Rin Office Mail Assistant is a private email organization assistant operated by AVATARBOT for designated accounts. It reads authorized mailboxes, classifies and summarizes messages, provides Telegram updates, and performs supported mailbox changes requested by its operator.
Information accessed
Depending on the connected provider, the application accesses message identifiers, sender information, subjects, receipt times, message text, importance indicators, folder or label information, and list-unsubscribe headers. OAuth access and refresh tokens are stored to maintain authorized connections. IMAP connections use separately supplied mailbox credentials. Attachment contents are not part of the current classification workflow.
Gmail permission
The application requests gmail.modify to read messages, manage labels, adjust importance markers, archive selected messages, and move selected messages to or from Trash. Google combines these abilities with permission to compose and send email. Rin Office currently does not implement email sending, permanent deletion, or emptying Trash.
AI processing and Telegram delivery
Relevant email content, including sender, subject, and bounded message text, is transmitted to the OpenAI API to classify and summarize messages. Operator commands and limited message metadata may also be processed there to interpret requested actions. Mailbox credentials and OAuth tokens are not included in model prompts. Selected summaries and necessary message context are transmitted to Telegram and delivered to the designated operator’s private chat.
Rin Office does not sell email data or use it for advertising. The application does not use Google user data to develop or train generalized AI or machine-learning models. External providers process requests under their applicable service and data-handling policies; the application does not claim that those providers retain no data.
Unsubscribe requests
When the operator requests an unsubscribe action, the application reads the selected message’s unsubscribe headers and shows the destination. After explicit confirmation, supported one-click requests are sent to the sender-provided HTTPS unsubscribe service. The URL may include a recipient or subscription identifier. Mailbox credentials are not sent to that destination. Ordinary website-based unsubscribe flows are left to the operator.
Storage and retention
The dedicated assistant server stores connection credentials, message identifiers, necessary metadata, generated summaries, importance decisions, rules, operation history, and delivery receipts. Complete email bodies are not retained in the application database. Summaries and metadata remain until the operator removes them; automatic deletion after a fixed retention period is not currently implemented. Telegram delivery creates message copies subject to Telegram’s settings and policies.
Access and security
Mailbox connections use encrypted transport. Credential files use restricted file permissions on a dedicated assistant instance. Telegram commands are restricted to the designated operator’s private chat. These measures reduce access risk but do not guarantee that every security incident can be prevented.
Revoke access or request deletion
Google account holders can remove Rin Office access through Google Account third-party connections. Microsoft account holders can revoke the application’s access through their account or organization administrator. Revoking access prevents future authorized access but does not automatically remove summaries or other data already stored. Contact the operator to remove the connection, stored credentials, summaries, rules, and operation records. Previously delivered Telegram messages must be managed separately in Telegram.
Limited Use
Rin Office’s use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including its Limited Use requirements.
Contact and changes
For privacy questions or deletion requests, contact matthewc@avatarbot.us. This notice should be updated when the application’s data practices change.