J&R HQ 2.0 Privacy Policy

Last updated: November 10, 2026

1. Private HQ workspace

J&R HQ 2.0 is the owner's private workspace for JD Farming Horse Rescue (JDFHR) administration and personal organization. Its employee profiles are AI software assistants. Publishing this policy does not make HQ, its accounts or its records public. A described capability does not enable a tool or authorize an action.

2. Google information and authorized actions

The owner authorizes connected Google accounts. Gmail tools can search and read permitted messages and labels, obtain exact label counts, manage drafts and labels, organize mail, and send messages under the existing authorization safeguards. Data can include account and message identifiers, participants, subjects, content, dates, labels and relevant attachment information or content.

Owner-requested cleanup moves exact matching messages to recoverable Gmail Trash. It does not permanently delete messages or empty Trash. Google's retention and restoration rules apply. Saved checkpoints record selection and verified progress without silently adding new messages.

The Calendar tool can read authorized events, check availability, and create, update or remove events using existing owner-confirmation controls. Event data can include identifiers, titles, descriptions, locations and dates or times.

Gmail accounts are separated into two tool-configured groups: two business mailboxes and three personal mailboxes. Backend authorization checks the enabled tool, its permitted account group, the requested action and required safeguards. Enabling one group does not grant the other. Employee personality text cannot grant access.

3. Read-only monitoring and Telegram

When enabled, background monitoring checks authorized accounts for new, unread mail within its seven-day intake window. Monitoring itself does not change Gmail messages. Rules and, when enabled, bounded AI interpretation identify important mail; routine mail is intended to remain quiet.

Important alerts and necessary failure notices can go to the owner's configured private Telegram conversation. Priority alerts can include account, sender, subject, received time, importance reason and a Gmail link, without the full message body. Telegram also processes requests sent through that connection and applies its own service practices.

4. AI processing and delegation

HQ uses its existing OpenAI API connection for selected cloud-model requests, tool-assisted work and enabled background email interpretation. Relevant instructions, conversation context, retrieved information and authorized Gmail or Calendar data may be transmitted to OpenAI when needed for that feature. This can include message content used for classification or an owner-requested answer.

HQ also has a local Ollama model for supported conversation. Its current native tool calling is not compatible with HQ's operational tools. Local conversation does not make separate Google, Telegram or other connected-service requests local. Unsupported operations do not silently select another model.

Delegation shares the relevant assignment and result with task references. The recipient uses its own profile, selected model and enabled tools. Delegation does not merge unrelated private histories or transfer tool permissions.

5. Storage and credentials

HQ uses its existing private Open WebUI, n8n and local application storage for chats and history, instructions, knowledge, notes, reminders, tasks, monitoring checkpoints and action receipts. Google sign-in and consent occur through Google; HQ does not request Google account passwords.

OAuth tokens are encrypted in n8n's credential storage. OAuth secrets and tokens are handled by server-side components rather than supplied as employee instructions or ordinary tool results. This does not mean every application record is encrypted. Protected owner administration, device security and provider controls remain important; no absolute security or hosting-region guarantee is made.

6. Use and disclosure

Data supports the owner's requested functions and explicitly enabled monitoring. Google, OpenAI and Telegram process information needed for those selected features. Authorized web research may also contact a search provider or public websites.

This implementation does not sell Google user data, use it for advertising, or train generalized AI or machine-learning models. Task-specific interpretation and saved feedback are not model-weight training. Provider terms and settings also apply; zero provider retention is not promised. Use and transfer of Google API information will adhere to the Google API Services User Data Policy, including its Limited Use requirements.

7. Retention, revocation and deletion

HQ removes temporary classifier body content from durable processing records and makes completed routine email-processing metadata eligible for automatic cleanup after 14 days. Important events, unresolved or uncertain work and failure evidence can remain longer for safe completion or investigation.

This is not deletion of all records after 14 days. Chats, knowledge, notes, reminders, instructions, delegation records, cleanup checkpoints and connection records have separate retention behavior. Original Gmail messages and Calendar events remain in Google unless an authorized action changes them.

The owner can remove access in each Google account's third-party connections, disable HQ tools or pause monitoring. Revocation, disabling a tool or signing out does not automatically erase existing records. Reconnection may require new consent. Protected work rechecks backend authorization; an external request already submitted may finish. Disabling a tool does not undo completed actions.

Verified requests for access review or deletion are handled through the contact below. Relevant provider logs and backups follow provider processes; immediate deletion from every backup is not promised. Material changes in data use require an updated notice and appropriate authorization or consent before the new use begins.

Questions, access reviews and deletion requests: jdfhorserescue@gmail.com.