Privacy Policy
At OnGov, we are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our government efficiency and management platform.
Information We Collect
Personal Information
Name, email address, and contact information
Account credentials and authentication data
Organization and role information
Profile preferences and settings
Usage Information
Session data and login history
Feature usage and interaction patterns
Device information and IP addresses
Browser type and operating system
Content and Documents
Uploaded documents and files
Chat messages and AI interactions
Calendar events and scheduling data
Comments, notes, and annotations
Google Services Integration
OnGov integrates with Google services to provide enhanced functionality. When you choose to connect your Google account, we request specific permissions to access and manage your Google data as outlined below.
Important: Your Choice and Control
All Google integrations are optional. You choose which services to connect and can disconnect them at any time from your account settings. We only access the specific data necessary for the features you've enabled.
Gmail Integration
- Read emails from your inbox for communication tracking
- Compose new emails and save drafts to your Gmail account
- Send emails on your behalf for unified communication
- Mark emails as read/unread for status synchronization
- Download email attachments when requested
- Create, change or delete your email labels
- Move new emails to your inbox, labels, spam and bin
Google Contacts Integration
What we access:
Read and display your Google Contacts (names, emails, phone numbers, addresses) for CRM management
Access and display "Other Contacts" (contacts you've interacted with but not explicitly saved)
Read your organization's directory contacts if your account is part of a Google Workspace domain
Synchronize contact information when you make changes in OnGov
Access contact metadata and organization information for improved search and linking
OAuth Scopes: contacts, directory.readonly, contacts.other.readonly
Google Calendar Integration
- Read your calendar events and their details (title, time, attendees, location) for scheduling and coordination
- Create new events on your Google Calendar from within OnGov
- Update or modify your existing calendar events as needed
- View your calendar to display upcoming events and reminders
Google Profile Information
- See and download all the email addresses you have associated with your Google Account
- See your personal info, including any personal info you've made publicly available
- See your primary Google Account email address
- Associate you with your personal info on Google
Your Control and Privacy
All Google integrations require your explicit consent and OAuth authorization
You can connect or disconnect individual Google services independently
Data synchronization stops immediately when you disconnect a service
We comply with Google's API Services User Data Policy
Your Google data is never shared with unauthorized third parties
Why We Use Your Data
- Email AI Writing: Analyze your email patterns and communication style to help draft professional responses and improve email efficiency
- Calendar Insights: Process your calendar data to provide intelligent scheduling recommendations, meeting analytics, and time management insight
Questions about data usage? Contact us at privacy@ongov.ai
Disclosure of Google User Data
We never share, transfer, or disclose your Google user data to third parties, except when it is strictly necessary to operate and enhance the OnGov platform as outlined in this policy. Your Google user data is never sold or used for advertising. In case of legal obligation, we will disclose your data to the authorities as required by law.
Certain trusted service providers may process Google user data solely on our behalf and under strict confidentiality and security obligations. These providers include:
Amazon Web Services (AWS): Cloud storage and hosting
Pinecone: AI-powered document analysis and search
These providers are contractually obligated to protect your data and may not use it for any other purpose. We do not allow any third-party provider to use your Google user data for their own purposes.
Your Rights Regarding Google Data
You may request access to, correction of, or deletion of your Google user data at any time.
You may disconnect your Google account from OnGov at any time, which will immediately stop all data synchronization.
To exercise these rights, or if you have questions about your Google user data, contact us at privacy@ongov.ai.
How We Use Your Information
Account Management: Creating and maintaining your account, authentication, and user preferences
Document Processing: AI-powered document analysis, summarization, and intelligent search capabilities
AI Assistant: Providing intelligent responses and recommendations through our AI chat system
Data Security & Protection
Encryption & Storage
End-to-end encryption for data in transit
AES-256 encryption for data at rest
Secure cloud storage with AWS S3
Regular security audits and monitoring
Access Controls
Role-based access permissions
Multi-factor authentication support
Session management and timeout controls
Audit logging for all access events
Organization Data Isolation
Each organization's data is completely isolated using unique namespaces and access controls. No organization can access another organization's data, documents, or conversations.
AI Services & Third-Party Integrations
AI Processing
We use Pinecone and other AI services to provide intelligent document analysis and chat responses. This processing may involve:
Document content analysis and vectorization
Natural language processing for chat interactions
Semantic search and content recommendations
Automated summarization and insights generation
Data Processing Safeguards
All AI processing is performed with data encryption
No personal data is stored permanently by AI providers
Processing is limited to functionality provision only
All third-party services comply with enterprise security standards
Your Privacy Rights
Data Access & Control
Access and download your personal data
Correct inaccurate information
Delete your account and associated data
Export your documents and content
Privacy Controls
Opt-out of non-essential data processing
Control data sharing within your organization
Manage notification and communication preferences
Request data processing limitations
Data Retention & Deletion
Account Data
Retained while account is active, deleted within 30 days of account closure
Documents & Files
Retained based on organization settings, with automatic cleanup options available
Chat History
Retained for service functionality, can be deleted upon request
Note: Some data may be retained longer for legal compliance, security purposes, or legitimate business interests, as permitted by applicable law.
Contact Us & Policy Updates
Privacy Questions
If you have questions about this Privacy Policy or our data practices, please contact us at:
privacy@ongov.ai
Policy Updates
We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page. Your continued use of OnGov after such modifications constitutes acceptance of the updated Privacy Policy.
