Cortex privacy policy

1. Controller and scope

Ing. Christoph Vogelsang · Vogelsang AI · P.O. Box 33, 3400 Klosterneuburg, Austria · VAT ID ATU66520099 · office@vogelsang.ai

This privacy policy applies to the Cortex product: the web application at cortex.vogelsang.ai and the associated product page vogelsang.ai/cortex. The umbrella brand's privacy policy applies to the rest of the vogelsang.ai website; the final section links to it.

2. Google user data in Cortex

This section applies only when an invited user explicitly connects a Google account to Cortex and approves the displayed permissions. For connected Microsoft accounts, section 7 applies.

• openid – securely identifies the connected Google account during sign-in.
• email – shows which Google account is connected and maps it to the correct Cortex account.
• profile – reads the name of the connected account so Cortex can greet the user by name. The profile image is not used.
• gmail.modify – reads and organises email and threads, retrieves required attachments, manages labels, detects changes, sends user-initiated messages and moves messages to trash.
• calendar.events – displays events and creates them when instructed by the user. Cortex also reads events to identify free time slots and generate meeting suggestions — including in prepared replies. When instructed by the user, Cortex adds Watchpoints (date reminders, e.g. a subscription ending) as all-day, non-blocking entries with reminders to their Watchpoint calendar.
• calendar.calendars – when instructed by the user, creates calendars for their Cortex areas, renames an existing calendar the user selects to the area name, and deletes an area calendar created by Cortex after explicit confirmation. For Watchpoints, Cortex uses a dedicated calendar; if none is associated yet, Cortex creates the calendar “Cortex Watchpoints” in the connected Google account. Calendars Cortex did not create and the primary calendar are never deleted; sharing settings are not changed.
• calendar.calendarlist.readonly – reads available calendars so the user can select the correct target calendar; it does not change the calendar list.

3. Google permissions deliberately not requested

Cortex requests only the permissions needed for visible features.

• mail.google.com is not requested. It permits permanent deletion. Cortex only moves items to trash and has no permanent-delete call.
• gmail.readonly, gmail.send and gmail.labels are not requested in addition. Their required functions are already covered by gmail.modify.
• calendar, calendar.readonly, calendar.calendarlist (write) and calendar.acls are not requested. Cortex uses the narrower calendar.events, calendar.calendars and calendar.calendarlist.readonly scopes and does not change calendar sharing.

4. Limited Use

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

• Google user data is used only for the user-facing email, task and calendar features.
• No transfer except to processors where necessary to provide the selected feature, for security purposes or where required by law.
• No sale, advertising, retargeting or interest profiles.
• No raw or derived Workspace data is used to train or improve general, cross-organisation AI models or models not exclusively for that user.
• People read Google user data only if you have given prior express consent to access specifically identified data, where necessary for security purposes (for example, to investigate abuse or a security incident), or where required by law.
• Employees, contractors and processors must comply with the same restrictions.

5. AI processing

Cortex transfers content needed for the selected AI-assisted features to Anthropic Ireland, Limited, Ireland. For individual features, OpenAI Ireland Ltd., Ireland, may additionally be used. As part of this processing, data is also processed outside the European Economic Area; Anthropic states that for its commercial services it routes traffic by default to selected countries in the US, Europe, Asia and Australia, and that data is stored in the US. Where personal data is transferred to third countries, the providers state that this takes place on the basis of the applicable safeguards, in particular the European Commission's standard contractual clauses.

Email data is transferred only to provide the service. It is not used to train or improve general AI models. The Limited Use commitments in section 4 also apply.

6. Storage and deletion of Cortex data

Cortex stores copies of your emails and calendar entries, together with tasks, analyses and states derived from them, to provide its features.

You can delete this data yourself at any time, in two steps: In Cortex, open Settings, tab Provider. First disconnect the Google connection ("Trennen"). The button "Google-Daten löschen" (delete Google data) then becomes available. It requires typing GOOGLE-DATEN LÖSCHEN to confirm and then deletes the Google data stored in Cortex listed below and the data derived from it.

Deleted are the stored emails including analysis results, tasks created from them, calendar copies, documents taken from attachments, planning and topic links, timeline and log entries, and this connection's queues and caches. What remains: a cleaned technical connection shell without access credentials and without the deleted Google content (to allow a clean later reconnect), and a technical deletion record that contains no deleted email, calendar or document content. The originals in Gmail and Google Calendar remain unchanged. Calendars that Cortex created at your request for your areas or for Watchpoints remain in Google Calendar and can be deleted there at any time.

Disconnecting alone revokes access at Google and deletes the stored access credentials, but no content yet. You can also revoke access directly in your Google account (myaccount.google.com/permissions); this ends further access but does not delete data already stored in Cortex — use the deletion path above for that.

Deleted data may temporarily remain in technical backups. These backups are not used for live operation, are created daily and are automatically removed after about one week; at the latest 8 days after deletion, your data is therefore gone from all backups as well. Deletion requests by email to office@vogelsang.ai remain possible at any time, for example if you no longer have access to your Cortex account.

The deletion path described above applies to Google accounts. For a connected Microsoft account, disconnecting ends access and deletes the stored access credentials, but not the copies of your emails and the data derived from them that are stored in Cortex. You can request deletion of that data by email to office@vogelsang.ai. We delete the data stored in Cortex for your Microsoft connection and the data derived from it, unless statutory retention obligations or other legal grounds prevent this, and we inform you about the handling of your request within one month at the latest.

A step-by-step guide is available at vogelsang.ai/cortex/help.

7. Microsoft account data in Cortex

This section applies when a user connects a Microsoft account to Cortex. By default, Cortex requests the standard connection described below. A read-only mode is also available. For any given connection, Cortex requests only the permission set intended for the selected variant.

With the standard connection, Cortex also uses your Outlook calendar: it reads when you are free or busy to identify free slots and produce meeting suggestions, creates events at your instruction and, on request, can create, rename and delete area calendars created by Cortex. Existing events that Cortex did not create itself are neither changed nor deleted. The read-only connection does not include calendar access. For deletion of the data stored in Cortex for a Microsoft account, section 6 applies.

• Standard connection · Mail.ReadWrite – reads email and folders, sets categories, archives email and moves it to the Deleted Items folder.
• Standard connection · Mail.Send – sends messages and replies that you have initiated.
• Standard connection · Calendars.ReadWrite – reads your calendars and free/busy times, creates events at your instruction and, on request, creates, renames and deletes area calendars created by Cortex.
• Standard connection · User.Read – reads basic profile information of the connected account so Cortex knows which account is connected.
• Standard connection · offline_access – keeps the connection alive without requiring you to sign in again.
• Read-only connection · Mail.Read – reads email and folders. In this variant Cortex does not change or send anything.
• Read-only connection · User.Read and offline_access – as above.

8. Processors and hosting

Cortex uses the following service providers to operate the product. They process personal data on our instructions and for the purposes described here.

• Supabase Pte. Ltd. — database and authentication. Data is stored in a Supabase project in Ireland (eu-west-1); the contracting party and data importer is Supabase Pte. Ltd.
• Railway Corporation, San Francisco (USA) — backend hosting; transfer to the US on the basis of the EU standard contractual clauses.
• Vercel Inc., USA — delivery of the web app.
• Plus Five Five, Inc. (Resend), USA — sending the system messages about your order and subscription (order confirmation with booking link, reminder before the trial ends, invoices by email). This processes your email address, name and the content of the message. The basis is Resend's data processing agreement, including its provisions on transfers to the US.
• Google LLC — Gmail and Calendar APIs, only after your consent and only to the extent of the permissions listed in section 2.
• Anthropic Ireland, Limited and OpenAI Ireland Ltd. — AI-assisted features; details in section 5.

9. Everything else

For the general information — your data subject rights, cookies and local storage, website hosting including server logs, and your right to lodge a complaint with the supervisory authority — the privacy policy of the umbrella brand Vogelsang AI applies: vogelsang.ai/privacy. Those statements apply to Cortex accordingly, except where this policy provides otherwise.

10. Payment and invoicing for paid use

This section applies once you use Cortex on a paid basis. Payments are handled by Mollie B.V., Keizersgracht 126, 1015 CW Amsterdam, the Netherlands. You enter your payment details (such as card or account details) directly on Mollie’s payment page; Cortex does not receive or store them. Mollie processes this data as a payment service provider under its own privacy statement (mollie.com/privacy).

Cortex transmits to Mollie your name and email address to create you as a customer, and for payments and the subscription the amount, the payment description and the billing interval, together with an internal reference we use to match payments to your account.

Cortex stores your billing details (company, name, email address, billing address and – for businesses – the VAT ID together with the result of its check), the identifiers Mollie assigns to the customer, mandate, payment and subscription, the mandate status, and for each payment event the amount, currency and status. We do not store Mollie’s full responses.

The legal bases are the performance of the contract (Art. 6(1)(b) GDPR) and statutory retention obligations (Art. 6(1)(c) GDPR). We keep invoicing and accounting records for as long as tax retention rules require (in particular section 132 of the Austrian Federal Fiscal Code, BAO).