Biosphere / Connections

Connection privacy

How Biosphere uses selected Google Sheets, connected Gmail and AI apps.

Google Sheets access

Connecting Google Sheets is optional. You authorize Biosphere through Google and select the spreadsheet files to connect. Biosphere requests selected-file access, not access to your entire Drive or Gmail. Google's selected-file permission allows viewing, editing, creating and deleting selected files; Biosphere's Sheets integration reads them and does not write changes back to Google.

How selected spreadsheet data is used and stored

Biosphere reads the selected file's name, identifier and version, worksheet information, and the cells within the range you configure. Saved snapshots can include cell values, formulas and their saved results, formatting, notes and links. Biosphere uses this information to preview imports, apply your reviewed mapping, update business records and explain changes. Scheduled checks use saved server-side authorization so you do not need to sign in for each update.

Biosphere stores connection details, snapshots, imported records and import history in your business workspace. Access follows business permissions. If you invite a client to an order or project, the client receives the permitted customer view, not the original spreadsheet or its connection credentials. If you use Scout or authorize a connected AI app to read these records, permitted information can be shared with that AI service for the requested feature.

Stopping Google Sheets access

Pause scheduled checks or disconnect the source in Biosphere. Disconnecting stops future acquisition and removes the saved refresh credential. You can also revoke Biosphere's access from your Google Account's third-party connections settings. Disconnecting does not delete snapshots, imported business records or their history. Contact us to request deletion or ask about retention; business record and legal obligations may apply.

Biosphere's use and transfer of information received from Google APIs adheres to theGoogle API Services User Data Policy, including its Limited Use requirements.

Data an AI connection receives

Biosphere receives OAuth registration and authorization details, the business you select, requested tool names and their arguments. Search text and record identifiers supplied by your AI app may be included. The MCP connection does not require access to your entire conversation history.

Data shared with your AI app

After consent, the app can request data within the granted read permissions and your current business access. Results may include business records, documents, source evidence, saved Biosphere conversations and operational history. Do not authorize an app unless your business permits sharing that information.

The connected app receives these results and handles them under its own terms and privacy settings. Review that provider’s retention and model-training settings. Disconnecting Biosphere cannot delete data already received by another provider.

Connected Gmail

Connecting Gmail gives Biosphere read-only access to the available mailbox history, including messages, labels and original attachments. Biosphere does not send email, create Gmail drafts or change your mailbox. The connecting person chooses which business members can read the saved mail. Business ownership or support access alone does not grant mailbox access.

Biosphere stores correspondence to support search and cited Scout answers. New incoming mail outside spam, trash and drafts can be read automatically; saved historical attachments are read when requested. Reading may send the selected message and attachment evidence to an approved AI processor for the business's chosen model. Restricted reading stops when that route has not been approved. Gmail content is not used for advertising or general model training.

Biosphere's use and transfer of information received from Google APIs will adhere to theGoogle API Services User Data Policy, including the Limited Use requirements. Mail-derived Scout conversations inherit the mailbox's access restrictions and are excluded from content-bearing support notifications. Ordinary AI app consent does not include connected mailbox access.

Disconnecting stops synchronization and removes Google access while keeping saved history and acquired attachment originals. Removing saved mail is a separate control that deletes the saved correspondence, parsed evidence, findings and affected Scout conversations. Content-free execution and deletion records remain to prevent restoration by pending work. Disconnecting cannot delete information a permitted recipient has already received.

Knowledge search

When embedding search is enabled, Biosphere sends search text to Google’s Gemini API to find relevant passages in your business knowledge. Biosphere retains search text and retrieval metadata for operational review. Search derived from restricted mailbox conversations uses local text matching without sending that query to an embedding provider or retaining its raw text.

Authorization and operational records

Biosphere retains authorization records and audit information needed to enforce access and investigate failures. Biosphere-issued AI connection credentials are stored as hashes. Google credentials required for synchronization are encrypted in server-side secret storage and never returned to AI tools. Operational diagnostics are filtered to remove credentials and request content; identifiers needed to correlate failures may remain.

Reading through this connector does not change the underlying business records. If you grant proposal permissions, Biosphere retains the exact proposed change, its displayed effects, reason and source evidence where applicable, requesting person, originating grant and review expiry. Confirmation or cancellation records the person’s decision and outcome. The embedded review uses Biosphere account authentication; account credentials are not included in MCP tool results or messages to the AI host. A proposal does not apply changes until a person confirms it. Revocation prevents future use of the grant and pending confirmations tied to it; it is not a request to delete records, proposals or their audit history.

Your choices

You choose the business and review read and proposal permissions on the consent screen. You can revoke a connection from AI connections in Biosphere settings. For access, deletion or privacy questions, contact [email protected]. Do not send passwords, access tokens or confidential documents in an initial support message.

This notice describes Google Sheets, Gmail and AI connections. Your business’s agreement with Biosphere continues to govern its underlying records and service use.

Biosphere is a product of Synergetx LLC, a Washington limited liability company.