Orizon AI: Google and Microsoft account data

Orizon AI is normally deployed self-hosted: it runs on infrastructure the customer organisation controls, either on an Orizon appliance installed on their premises or as software on their own servers. In that deployment the customer organisation is the data controller, Orizon S.r.l. acts as a processor under a data processing agreement, and Google or Microsoft account data never reaches Orizon-operated infrastructure at all.

Orizon also offers a managed instance operated by Orizon S.r.l. on its own infrastructure in the European Union. In that deployment Orizon S.r.l. processes the data on behalf of the customer organisation under the same agreement. Which of the two applies is set out in the customer contract.

In both cases connecting a Google or Microsoft account is optional, is initiated by the individual user, and can be undone by that user at any time.

Signing in to Orizon AI with a Google or Microsoft account creates and identifies the user's account. This connector also carries the file-store permission, so a user can later attach a Drive or OneDrive folder to a workspace. Nothing in Drive or OneDrive is read until the user attaches a specific folder.

Each permission and the single feature it exists for:

openid

Associates the sign-in with the user’s Google account.

userinfo.email

The email address, used as the account identifier and for notifications.

userinfo.profile

Name and profile picture, shown in the application header.

drive.readonly

Lists the user’s Drive folders so they can choose one to attach, then reads the files in the folders they attached so answers can quote and cite them. Folders that are not attached are never read.

Microsoft: openid, email, profile, User.Read

The same identity information from a Microsoft account.

Microsoft: Files.Read.All

The OneDrive equivalent of drive.readonly, for folders the user attaches.

Microsoft: offline_access

A refresh token, so the connection survives without asking the user to sign in again each hour.

Connecting a mailbox is a separate, explicit action taken after sign-in, through its own consent screen. Until a user connects one, Orizon AI holds no mail, calendar or contact data. A user may connect several mailboxes, from either provider.

This connector requests read permissions so mail and calendar can be shown, searched and summarised, and the write permissions needed for the user to reply or schedule from inside the application. Each permission and the single feature it exists for:

The assistant cannot use any of the write permissions. Sending a message and creating, updating or deleting an event are refused whenever the model asks for them, and are reachable only from the composer once the user presses send. This is enforced in the application, not merely promised in this notice.

gmail.readonly

Lists and opens messages and threads, and searches the inbox and sent mail, for the mail view, search, and the morning briefing.

gmail.modify

Marks a message as read when the user reads it in Orizon AI. This is the only thing it is used for; the application exposes no action that deletes mail.

gmail.send

Sends the reply the user has written and reviewed in the composer, after they press send.

calendar.readonly

Lists calendars and events for the calendar view and the briefing.

calendar.events

Creates, updates, deletes and RSVPs to events the user acts on in the composer.

contacts.readonly + contacts.other.readonly

Resolves a name to an address so a reply or an invitation can be addressed. Contacts are not indexed or used for anything else.

Microsoft: Mail.Read / Mail.ReadWrite / Mail.Send

The Outlook equivalents of the three Gmail permissions above, in the same order.

Microsoft: Calendars.ReadWrite

The Outlook equivalent of calendar.readonly and calendar.events combined; Microsoft does not offer them separately.

Microsoft: Calendars.ReadWrite.Shared

Without it, Microsoft returns only some calendars, so calendars a colleague shared with the user would silently be missing.

Microsoft: Contacts.Read + People.Read

The Outlook equivalent of the contacts permissions above.

Microsoft: User.Read, offline_access

Identifies which mailbox was just connected, and keeps it connected.

An administrator of a customer’s Google Workspace may optionally let Orizon AI import the organisation’s users and groups, so that workspace permissions can follow existing groups instead of being rebuilt by hand.

This does not use an end-user consent screen and no individual user is asked to approve it. It uses a Google service account with domain-wide delegation, which a Workspace administrator authorises in the Google Admin console and can withdraw there at any time. Only directory metadata is read — user names, email addresses, group names and group membership. No mail, calendar, file or contact content is accessible through it.

If the customer does not configure it, this integration is inactive and no directory data is read.

Service account scopes

admin.directory.user.readonly, admin.directory.group.readonly, admin.directory.group.member.readonly

Google and Microsoft account data is used only to provide the features the user can see in the application, and only inside the workspace of the user who connected the account:

• displaying mail and calendar in the application interface
• search across the connected mailbox, calendar and attached folders
• the morning briefing, which summarises what is due, what needs an answer and which meetings to prepare
• answering questions the user asks in chat, with citations back to the source message, event or file
• looking up a contact so a reply or invitation can be addressed
• drafting a reply or an event in the composer, which the user reviews and sends

Orizon processes the personal data described above on the following legal bases under Article 6 GDPR. Where Orizon acts as a processor for a self-hosted or managed customer, the customer determines the basis and Orizon acts on its instructions.

Providing the service (account, workspaces, chat, search)

Performance of a contract — Art. 6(1)(b)

Connecting a Google or Microsoft account

Consent, given per connector and per mailbox — Art. 6(1)(a). It can be withdrawn at any time by disconnecting, with no effect on processing already carried out.

Security, abuse prevention, service integrity, audit logs

Legitimate interests — Art. 6(1)(f): keeping a security product secure and accountable. Balanced against user rights; no profiling or advertising is involved.

Meeting legal and accounting obligations

Legal obligation — Art. 6(1)(c)

An account is required to use Orizon AI: without a name and email address the service cannot identify a user or keep their workspaces separate.

Connecting a Google or Microsoft account is entirely optional. Orizon AI is fully usable without it — the mail, calendar and contact features simply do not appear. Declining, or later disconnecting, has no other consequence for the account.

• It is never sold, rented or licensed.
• It is never used for advertising, ad targeting or profiling for advertising.
• It is never transferred to data brokers, information resellers or advertising platforms.
• It is never used to determine creditworthiness or for lending purposes.
• It is never used to create, train, fine-tune or improve any general-purpose machine learning or artificial intelligence model.

Orizon AI answers questions using retrieval-augmented generation: the content of a connected mailbox, calendar or folder is indexed so that relevant passages can be retrieved and passed to a language model together with the user’s question.

Where that model runs depends on the deployment, and it is the customer organisation that chooses:

• Appliance: the full inference stack (language, vision, embedding and reranking models) runs on the appliance inside the customer network. No mail, calendar or file content leaves that network for inference.
• Software-only on the customer’s own GPUs: inference is likewise entirely local.
• Software-only with an external endpoint: the customer may instead configure an OpenAI-compatible inference endpoint of their own choosing. In that configuration, and only in that configuration, the passages needed to answer a question are sent to the provider the customer selected, under the customer’s own agreement with that provider. Orizon does not select that provider and does not route data to any AI provider of its own.

Orizon AI does not make decisions that produce legal effects, or similarly significantly affect a person, by automated means. There is no profiling, no scoring of individuals, and no automated decision within the meaning of Article 22 GDPR.

The assistant produces answers, summaries and drafts. They are suggestions for a person to read, judge and act on. It cannot send a message or change a calendar on its own — every such action requires the user to review the draft and press send.

Language models can be wrong or incomplete. Answers cite the message, event or file they came from precisely so a reader can check them, and they should be checked before being relied on.

OAuth tokens and connector credentials are encrypted at rest with AES-256-GCM. Message, event and file content retrieved from a connected account is stored in the workspace index of the deployment, which for a self-hosted installation is infrastructure the customer controls, and for the managed instance is infrastructure operated by Orizon S.r.l. within the European Union.

Each workspace is an isolated silo with its own access control list. Content indexed from a user’s connected account is visible only to that user unless they deliberately share it into a workspace with others.

Content retrieved from a connected account is retained only while the account remains connected. Disconnecting the account deletes it, as described below. Where a customer contract sets a shorter retention period, that period applies.

Orizon staff do not read the content of a connected mailbox, calendar or file store. Access by a human is possible only where the user has expressly asked for support on a specific item and has agreed to it, where it is necessary to investigate abuse or a security incident, or where the law requires it.

Google and Microsoft account data is not shared with third parties, with these narrow exceptions:

• For a self-hosted deployment there is no Orizon subprocessor, because the data never leaves the customer’s own infrastructure.
• For the managed instance, the hosting provider of the European infrastructure on which the instance runs acts as a subprocessor. The current list is available from Orizon on request and is maintained in the data processing agreement.
• An external inference provider, only where the customer has configured one as described in the section on AI processing, and under the customer’s own agreement with that provider.
• Where disclosure is required by law, or is necessary to investigate abuse or protect the security of the service.
• As part of a merger, acquisition or sale of assets, in which case the recipient remains bound by this notice and users will be notified before any transfer.

For a self-hosted deployment, the data stays on the customer’s own infrastructure and no transfer by Orizon takes place.

For the managed instance, the data is stored and processed on infrastructure located in the European Union.

Orizon does not transfer Google or Microsoft account data outside the European Economic Area. Should that ever become necessary, it would take place only under an adequacy decision or appropriate safeguards under Chapter V GDPR, and this notice would be updated before it happened.

Where a customer configures an external inference endpoint of their own choosing (see the section on AI processing), any transfer that results is governed by the customer’s own agreement with that provider, and the customer is responsible for its lawfulness.

A user can disconnect a connected Google or Microsoft account at any time, from the mail accounts panel in Mail & Calendar or from the Integrations page inside Orizon AI. Disconnecting stops all further access and deletes what was held for that mailbox: the snapshot, the mail and event caches, the event categories, every workspace mail scope naming it, and the Mail & Calendar workspace with its chats and messages. The stored credential is revoked once no other account references it.

Access can also be revoked independently of Orizon AI, at any time:

• Google: myaccount.google.com/permissions
• Microsoft: myapps.microsoft.com, or account.live.com/consent/Manage for a personal Microsoft account

Deleting the whole account

Deleting an Orizon AI account removes its workspaces and everything indexed in them. Contact [email protected], or ask the administrator of the deployment.

Under the GDPR, users may request access to their personal data, its rectification or erasure, restriction of or objection to processing, and data portability, and may lodge a complaint with a supervisory authority — in Italy, the Garante per la protezione dei dati personali.

For a self-hosted deployment these requests are handled by the customer organisation as data controller; Orizon assists as processor. For the managed instance, write to the address below.

The Orizon AI application sets only what it needs to work: a session cookie to keep the user signed in, and browser local storage for interface preferences such as the chosen language, theme and the last workspace opened.

There are no advertising cookies, no analytics that track a user across sites, and no third-party trackers in the application. Cookies used on the public orizon.one website are described in the Orizon cookie policy.

Orizon AI is a workplace product, sold to organisations and not directed at children. It is not intended for anyone under 16, and Orizon does not knowingly collect personal data from children. If such data has reached the service, write to the address below and it will be deleted.

This notice may be updated as the product changes. The revision date at the top always reflects the current version.

Any change that materially affects how Google or Microsoft account data is handled will be notified in the application, or by email to the address associated with the account, before it takes effect. Continuing to use a connected account after that date constitutes acceptance; a user who disagrees can disconnect at any time.