Privacy Policy

Big Shot OS · Last updated September 17, 2026

Big Shot OS ("we", "us") provides a business operating system (CRM, invoicing, projects, scheduling, and related tools) to businesses ("you"). This policy explains what we collect, how we use it, and your choices. Questions: [email protected].

Information we collect

• Account data — name, email, workspace and user settings you provide.
• Business data you enter — customers, leads, projects, invoices, tasks, files, and messages.
• Connected-service data — when you connect a third-party service (for example Intuit QuickBooks Online, Plaid for bank connections, Google, Microsoft, or your bank), we access only the data needed to provide the features you enable: e.g. QuickBooks customers, invoices, payments, deposits/payouts, and fees; email/calendar for the inbox; and bank account balances and transactions via Plaid.
• Usage and device data — basic logs needed to operate and secure the service.

How we use it

• To provide and operate the features you turn on (e.g. sync invoices and reconcile fees).
• To secure the service, prevent abuse, and provide support.
• We do not sell your data, and we do not use data from any connected service (QuickBooks, Google/Gmail, Microsoft, or Plaid) for advertising.

Google user data (Gmail)

If you choose to connect a Google account, Big Shot OS asks for these Gmail permissions, and uses each only for the in-app email features you use:

• Read your email (gmail.readonly) — to show your messages inside the app's unified inbox (sender, recipients, subject, body, attachments, and your Gmail labels), to keep that inbox up to date as new mail arrives, and to link messages to the customers, invoices, and orders they belong to in your workspace.
• Organize your email (gmail.modify) — so that when you file a message to a folder or label, or delete it, in the Big Shot OS inbox, the same change is made in your Gmail, and the two stay in step instead of drifting apart.
• Send email on your behalf (gmail.send) — to send the messages, replies, and invoices that you write and choose to send, from your own connected address, so they appear in your Gmail Sent folder.

Changes in Gmail happen only because you made them. Big Shot OS changes your Gmail only to mirror an action you take yourself in the Big Shot OS inbox:

• Moving a message to a folder applies the matching Gmail label and takes it out of your Gmail Inbox (moving it back to the Inbox puts it back).
• Deleting a message moves it to your Gmail Trash. It stays there, recoverable, until Gmail removes it automatically after 30 days, or until you empty Gmail's Trash yourself.

Big Shot OS makes no other changes in Gmail and runs no background changes of its own. Marking a message read or unread, flagging, and archiving currently change the copy in Big Shot OS only.

A Gmail account connected before the organize permission was added keeps read and send access only until you reconnect it. Until then, moving and deleting its messages change the copy in Big Shot OS only, and nothing in that Gmail account is changed.

No permanent deletion at Google. Big Shot OS never permanently deletes a message from your Google account and never bypasses your Gmail Trash. The gmail.modify permission does not allow that, and we do not request the full-access https://mail.google.com/ permission that would.

Emptying the Trash in Big Shot OS permanently removes our copy of those messages, including the message body. We keep a minimal record of the removed message (its technical message identifier and the mailbox it came from, not its content) so that the next sync does not import it again. It does not delete anything further in your Gmail: a message you deleted is already in your Gmail Trash, where Gmail's own 30-day rule applies.

While a mailbox stays connected, mail you do not delete is kept in Big Shot OS as an archive, and stays available to you even if it is later removed from the connected mailbox. You can permanently delete our copy at any time, or ask us to erase your data as described under Your choices.

Disconnecting. You can disconnect Google at any time from Settings → Integrations. When you do, we revoke Big Shot OS's access with Google (the app is removed from your Google Account's list of third-party connections), stop accessing and changing your Gmail, and delete the stored Google access and refresh tokens. The copy of that mailbox's mail already stored in Big Shot OS is kept for 30 days after you disconnect, so reconnecting within that time restores it, and is then permanently deleted. You can ask us to delete it sooner, as described under Your choices.

How Google user data is handled (Limited Use)

Big Shot OS'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. The use of information received from Google Workspace APIs will also adhere to the Google Workspace user data and developer policy. Specifically, Google user data:

• is used only to provide or improve the user-facing email features described above, within your own workspace;
• is stored securely, associated only with your account, and never shared with other customers;
• is never sold, used for advertising, or transferred to advertising platforms or data brokers, and is never used to determine credit-worthiness;
• is transferred to others only as needed to provide or improve these features with your consent, for security purposes (for example, investigating abuse), to comply with applicable law, or as part of a merger, acquisition, or sale of assets after obtaining your explicit prior consent; and
• is not read by any person, unless you have given explicit consent for specific messages (for example, to troubleshoot a support request), it is necessary for security purposes (for example, investigating a bug or abuse), it is required to comply with applicable law, or the data has been aggregated and anonymized for internal operations.

AI and machine learning. We do not use Google user data, or data received from Google Workspace APIs, to create, train, or improve any machine-learning or artificial intelligence model, and we do not transfer it to anyone for that purpose. If you choose to use an AI feature on a message (for example, "AI Reply"), the text of that message is sent to the AI service that powers the feature (Anthropic's Claude, unless your workspace administrator has chosen another) only to produce the result you asked for, under terms that do not permit that service to train its models on it.

Google Calendar

If you choose to connect Google Calendar, Big Shot OS requests read-only access (calendar.readonly) to list your calendars and read their events, so your schedule appears alongside your tasks and jobs in the app's unified calendar. We use openid and email only to label which account you connected. Big Shot OS never creates, edits, or deletes anything in your Google Calendar. Calendar data is handled under the same Limited Use terms as Gmail data above, and disconnecting stops access and deletes the stored tokens.

Microsoft / Outlook data

If you connect a Microsoft account, we access your Outlook mail solely to power the same in-app inbox and sending features, under the same handling: stored securely, associated only with your account, never shared with other customers, and never used for advertising.

• Mailboxes you connect yourself are asked for permission to read, change, and send mail. For these, moving a message to a folder in Big Shot OS moves it in Outlook too, and deleting a message moves it to Outlook's Deleted Items, where it can still be recovered.
• Work mailboxes connected by your organization's administrator are given read, change, and send access through that administrator's approval, and moves and deletes reach Outlook in the same way.
• Who can see a company mailbox. A Microsoft 365 work mailbox that an organization connects to its business workspace can be viewed, read-only, by that workspace's owner. Nobody else in the workspace gains access to it this way. Personal workspaces and Google (Gmail) accounts are never viewable by a workspace owner; they stay visible only to the person who connected them and to anyone that person chooses to share them with.
• Marking a message read or unread, flagging, and archiving currently change the copy in Big Shot OS only, for every Microsoft mailbox.
• For invoices that arrive from known supplier addresses in a connected Microsoft mailbox, the attached invoice PDF may be read by our AI service (Anthropic's Claude) to pick out the invoice number, order number, and totals for your purchase records, under terms that do not permit that service to train its models on it.
• If you choose to use an AI feature on a message (for example, an AI-drafted reply or summary), the text of that message is sent to Anthropic's Claude only to produce the result you asked for, under terms that do not permit that service to train its models on it. Nothing is sent unless you start the feature.

Big Shot OS never permanently erases mail from your Microsoft account, and emptying the Trash in Big Shot OS removes only our copy, as described for Gmail above. You can disconnect at any time, which stops access and deletes the stored tokens; mail already copied into Big Shot OS is permanently deleted 30 days later, as described for Gmail above.

QuickBooks / Intuit data

Data accessed through the Intuit QuickBooks Online API is used solely to deliver the connected features within your own workspace, is stored securely, is associated only with your account, and is never shared with other customers. You can disconnect QuickBooks at any time from Settings → Integrations; on disconnect we stop accessing your QuickBooks data and remove stored Intuit access tokens.

Bank connections (Plaid)

We use Plaid Inc. to let you securely connect your bank and financial accounts. With your authorization, Plaid provides us your account balances and transaction history so we can display your accounts, forecast cash flow, and reconcile payments within your workspace. By connecting an account you also agree to Plaid's End User Privacy Policy. Plaid data is used solely to provide these features, is stored securely, is associated only with your account, is never shared with other customers, and is never used for advertising. You can disconnect a financial institution at any time; on disconnect we stop accessing it, instruct Plaid to remove the connection, and delete the stored access tokens.

Storage, security, and retention

Data is stored in access-controlled databases with tenant isolation; credentials and tokens are encrypted. We retain data while your account is active and delete or anonymize it on request or a reasonable period after account closure.

Sharing

We share data only with service providers that help us run the service (database hosting, application hosting, email delivery, and the AI service named above) under confidentiality obligations, and where required by law.

Your choices

• Disconnect any integration at any time.
• Request access to, correction of, or deletion of your data by emailing [email protected].

Changes

We may update this policy and will revise the date above. Continued use means acceptance of the updated policy.

Contact: [email protected]