1. Who operates Daymark
Daymark is a team task-management and daily-planning application at daymark.team, operated by Sina Momenzadeh. For privacy questions, access requests or deletion requests, contact sina@daymark.team.
Your organisation’s workspace owner decides which staff are invited, which workspaces they may access and what work information is entered. This policy describes Daymark’s handling of that information, including data received from Google and Microsoft when you connect a calendar or mailbox.
2. Information Daymark collects
- Account and access information: your name, email address, invitation status, role, workspace permissions, working schedule and preferences.
- Work information: task titles, descriptions, categories, dates, priorities, checklists, completion notes, uploaded attachments, daily plans, workflow records, help requests and activity history that you or authorised colleagues create.
- Sign-in and technical information: session identifiers, hashed sign-in codes, request and security logs, and technical details such as IP address and browser information used for authentication, rate limiting and troubleshooting.
- Connected calendar information: the limited event and connection information described below, only when a calendar is connected.
3. Google Calendar access and use
Connecting Google Calendar is optional. You authorise access through Google, select a calendar and a permitted Daymark workspace, and preview import rules. Daymark requests these read-only permissions:
calendar.calendarlist.readonly— read your calendar list so you can choose the calendar to connect.calendar.events.readonly— read events from the selected calendar to preview them, import tasks and keep their source details up to date.
Daymark stores the selected calendar’s identifier and display name; event identifiers, titles, start and end dates and times, all-day and cancellation status; and the mapping between events and Daymark tasks. It stores your chosen workspace, category and priority rules, review decisions, connection status and last-sync time. Calendar identifiers or names may include an email address.
Daymark processes privacy, event-type and invitation-response information to exclude Google events marked private or confidential, declined invitations and special event types such as out-of-office events. It does not copy event descriptions, attendee lists, locations or meeting links into its stored calendar records or tasks.
Calendar data is used to provide the calendar preview, task import, scheduling, category and priority matching, updates and related Daymark views. Imports normally check the previous 30 days and next 120 days. A past event or an unclear category match may require your review. Matching uses configured rules, not an AI model.
This connection does not read Gmail messages or Google Drive files, and cannot create, edit or delete events in Google Calendar. Daymark does not receive your Google password. It stores encrypted access and refresh tokens so authorised calendar syncing can continue while you are away.
4. Microsoft calendar connections
If you connect Microsoft Outlook or Microsoft 365, Daymark requests delegated read-only calendar access and permission to maintain that connection. It handles the same core event and connection information, plus event categories and importance where supplied. These support your category and priority rules. The calendar connection does not read your email inbox or change your Microsoft calendar. Optional mailbox access is authorised separately as described below.
Optional Google and Microsoft mailbox access
Mailbox is a separate, optional email feature. Connecting a calendar does not grant inbox access. When you connect a mailbox, Daymark requests Google’s gmail.modify permission, or Microsoft’s delegated Mail.ReadWrite, Mail.Send, User.Read and offline_access permissions. These allow you to read, search, send, reply to, forward and organise email from your connected account. Microsoft profile access identifies the connected email address. Daymark does not request access to permanently delete Gmail messages; its interface moves messages to Trash instead.
Daymark processes email headers, sender and recipient addresses, subjects, message bodies, attachment metadata and attachment content through its server to display your email and carry out actions you choose. Opening an unread email with read-and-send access marks it read at your provider; read-only access does not change its status. Inbox views refresh while the mailbox page is open. Incoming messages and attachments are fetched on demand rather than kept in a local email archive. Optional task suggestions retain selected text as described below. Received messages are displayed as text; their remote images and tracking pixels are not loaded. When composing from Gmail, Daymark reads the signature and display name for your connected sending address using the existing mailbox permission. Signature previews preserve formatting and may load HTTPS images from the signature’s image hosts, with no referrer. Daymark does not change your Gmail signature settings. Recipient greetings use available email display names and can be edited.
Daymark stores your mailbox address, provider and connection information, encrypted access and refresh tokens, and encrypted drafts you explicitly save or submit for sending. Drafts may include recipients, message text, quoted text and attachments. Gmail signature snapshots are encrypted and retained with the mailbox so saved drafts keep their selected signature. A mailbox manager may also paste and save a formatted signature copy as a fallback when Gmail does not provide one. That copy is available to authorised senders of the mailbox and may include remotely hosted images. Clearing its default stops automatic insertion; existing drafts retain their snapshots. Disconnecting the mailbox removes these snapshots from the active database. Daymark drafts are separate from drafts in Gmail or Outlook. Send records retain a content hash, time and result to reduce duplicate sends; they do not contain the message body. Unconfirmed sends are not retried automatically. Your email provider retains messages according to its own policies.
Mailboxes are private by default. The person connecting an account can explicitly authorise a shared workspace mailbox and select people with read-only or read-and-send access. Sharing includes existing messages and attachments. Owners and full-access administrators of that workspace can manage membership after it has been shared, but ordinary workspace access alone does not grant email access. An owner or administrator cannot convert someone else’s private mailbox into a shared mailbox. Shared members must retain workspace access, and deactivating the connecting account suspends the shared connection. Daymark drafts remain private to their author, even in a shared mailbox; sent emails are visible to other mailbox members. Daymark does not automatically turn emails into shared tasks or expose emails in workspace activity. Email data is used only to provide these user-facing mailbox functions, not for advertising, sale or AI training. The Google API Limited Use commitment below also applies to mailbox data.
Use Mailbox → Connections or Settings → Mailbox connections to disconnect. This deletes mailbox tokens and Daymark drafts from the active database; it does not delete emails at your provider or disconnect your separate calendar integration. Send deduplication records remain. You may also revoke access in your Google or Microsoft account. Private operational backups can retain earlier connection and draft records; contact the privacy address for permanent deletion requests. Mailbox credentials are encrypted at rest using the same private backup and access controls as calendar credentials.
Rosters
When your business uses Rosters, authorised roster managers can record client names, optional age and gender, disability or support information, preferences, required employee matches and fixed shifts. Employee records contain availability, optional profile details and manager-recorded CPR, NDIS screening and driver’s licence verification and expiry dates. Roster profiles and assignments are encrypted in the private application database. The owner controls who may access all roster records for the business, separately from ordinary workspace access. Roster matching uses availability, document checks, explicit staff choices and scheduling limits; it does not use age, gender or disability to rank employees. Managers review and approve suggested rosters. Records remain until removed by the operator under the business’s retention process; marking a profile inactive does not delete its history. The optional Ask Daymark assistant may use a small, permission-checked roster excerpt as described below.
If the owner connects ShiftCare, Daymark reads staff names, availability patterns and leave through ShiftCare’s API to determine work hours for staff the owner explicitly links. The API key, staff links and latest imported data are encrypted in private application storage; the key is never shown to roster managers. Daymark makes read requests only and does not send roster or employee changes back to ShiftCare. A stale or failed sync stops linked staff being suggested for new shifts until it succeeds. Disconnecting removes the active key and imported cache while preserving saved Daymark rosters and manually entered employee hours. Private operational backups follow the retention process described below.
Optional Ask Daymark assistant
Ask Daymark is a chat assistant that the owner must enable. Its initial release is a private owner pilot; staff access will be added only after further permission checks. It answers questions using selected Daymark records the signed-in person is permitted to view, such as tasks, rosters, calendar, mailbox connection details and campaign status. It does not read email bodies or attachments for chat. A client’s disability or support notes are included only when the person directly asks about that named client’s support details. When a model answer or task draft is needed, Daymark sends the question and a bounded relevant excerpt to OpenAI. Built-in guides and some status answers do not require a model call. Chat can be inaccurate, so check the linked source before acting.
The owner can separately configure TypeSafe AI Jev for experimental routing. This connection sends a filtered sequence of general work words from the current question and a screen name to select a supported intent. It does not send retrieved Daymark records, client support notes or chat history to Jev. Uncertain, unavailable or invalid Jev decisions fall back to the existing assistant. Enabling Jev requires an updated in-app notice. TypeSafe processing may occur overseas, and standard service retention applies; zero data retention is not assumed. See TypeSafe’s privacy policy and data processing addendum. Model confidence is not a guarantee of accuracy.
Before first use, the person must accept the in-app notice. Chat messages, pending task previews and feedback are encrypted in Daymark’s private database. Chat history is available across sessions for that person and workspace for up to 30 days. Expired turns are removed on the next chat access. Clear history removes active chat history, feedback drafts and task previews; separately submitted feedback remains in the owner review queue. Operational backups can retain earlier copies under the retention policy below. A task is saved only after the person reviews a preview and chooses Schedule this task, or edits and saves it in the normal editor. Ask Daymark does not send email or approve a roster. The owner may disable the assistant, and model requests are limited to control cost. OpenAI API processing and retention are described in the Optional AI section below.
Contact memory
As authorised senders browse, open and send email in Daymark, it remembers recipient names and observable writing patterns within that mailbox. Names can come from email display names; a name you confirm by saving preferences or sending takes priority. Incoming text is processed locally for simple greeting and length patterns. Contact memory stores encrypted names, editable tone and length preferences, writing instructions, aggregate counts, timestamps and up to 200 hashed message references for deduplication. It does not store incoming email bodies or infer sensitive attributes or personality profiles.
Contact memory is available only to users with current send access to the same mailbox and is never combined across mailbox connections. Learning and drafting preferences are applied automatically. Settings → Mailbox connections → Contact memory provides optional controls to correct a name, set writing preferences, pause further learning or forget a profile. Pausing retains existing preferences for drafting. Forgetting clears the name, preferences and observations while retaining a minimal paused record to prevent automatic relearning. A mailbox holds up to 2,000 contact records. Disconnecting deletes them from the active database; operational backups follow the retention policy below. When you consent to AI drafting, relevant contact preferences and observations may be sent to OpenAI with the draft request. They are used to guide wording, not to establish facts about a person.
Optional AI writing, email tasks and follow-ups
The owner can connect OpenAI using a separately billed API key, stored encrypted. When you consent and request AI writing, Daymark sends the selected email’s subject, sender and text, up to four recent messages from that conversation, your instructions, draft, recipient greeting and chosen tone to OpenAI to generate an editable suggestion. Attachments and the separately imported Gmail signature are not sent to OpenAI. Daymark does not send AI-written emails automatically.
Automatic task suggestions are off by default. Each mailbox member must opt in, choose a destination workspace and consent to sending new candidate email text to OpenAI. Checks are bounded and may miss requests. Category, priority and deadline suggestions can be wrong and must be reviewed. No task is created until a user confirms it. Confirmed task text becomes visible to authorised users of its destination workspace.
OpenAI API data is not used for model training by default. Daymark disables stored Responses, but OpenAI may retain abuse-monitoring logs for up to 30 days under its API data controls. Processing may occur outside your country. Do not submit information you are not authorised to share.
Daymark stores encrypted task suggestions including extracted text, source email details, destination, review status and task link. Reply tracking stores encrypted conversation identifiers, recipients, subject, reminder date and responsible user; it checks for later replies from the original recipients. It does not automatically send follow-up messages. Suggestions and reminders remain restricted by current mailbox access. Disconnecting a mailbox deletes these assistance records and preferences from the active database. Previously created tasks and private backups remain subject to the retention and deletion controls below. Disable automatic suggestions in Mailbox → Your next moves, or ask the owner to disable OpenAI; existing mail and task features continue working.
Incoming email notifications
Daymark checks connected mailboxes for new inbox arrivals after you first open Daymark with notifications available. Alerts show sender, subject and a short preview. Notifications and dismissals are personal and require current, explicit mailbox access. Up to 100 alerts per mailbox member are retained encrypted for up to 30 days; expired records are removed on the next check. Turn alerts off using the email icon → Preferences.
AI summaries are off by default. Each member can enable them per mailbox and consent to sending new and pending email text to OpenAI. Attachments are excluded. Summaries are cached, may be incomplete or incorrect, and fall back to an email preview when unavailable. Quick reply opens the original email and an editable composer. AI drafts and variations are generated only on request; the user must press Send email. Disconnecting removes these notification records from the active database.
5. How information is used and shared
Daymark uses information to provide sign-in, invitations, task management, planning, calendar imports, reminders, progress views, support and security. Imported tasks become part of the destination workspace: people with permission to view that workspace can see them, including its authorised managers, administrators and owner. Only connect work calendars whose information you are authorised to share with those people.
Daymark is hosted on Namecheap. Hosting and email infrastructure process the information needed to run the service and deliver invitations, sign-in codes and configured notifications. Notification emails may include relevant task information. Google or Microsoft receives requests needed to authorise and synchronise connected calendars and carry out your chosen mailbox actions. Processing by these providers may occur outside your country.
Daymark does not sell personal or calendar data, use it for advertising, or transfer it to data brokers. It does not use Google user data to train AI or machine-learning models. Access by the operator for support is limited to your agreement to access the relevant information, security or abuse investigation, or a legal requirement.
Daymark’s use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including its Limited Use requirements.
Optional campaign analytics
Campaign senders can enable estimated open tracking before launching a campaign. Tracked emails contain a small image with a random identifier. Loading that image records the first load time against that campaign recipient; it may be loaded automatically by an email service and is not proof of reading. Daymark stores no IP address, device identifier or user-agent in campaign analytics. The hosting provider may keep ordinary web access logs. Tracking records expire after 90 days and are removed by the campaign scheduler; private backups may retain earlier records. Only users with current campaign and mailbox send access can view these results. Private test emails are excluded. Tracking is off by default, cannot be added to past sends, and recipients can block remote images in their email app. For access or deletion requests, contact the privacy address above.
6. Storage and security
Application records and attachments are held in private server storage outside the public website directory. Workspace permissions restrict application access. Calendar tokens and OAuth application secrets are encrypted at rest. Website and calendar API connections use HTTPS; sign-in codes are hashed, and session cookies use security controls. Owners and administrators must use an authenticator after email sign-in; staff can enable it voluntarily. Authenticator secrets and recovery codes are encrypted. All team accounts have a five-day session and authenticator verification period on the signed-in browser. Team members and administrators require verification within ten minutes for sensitive access and integration changes. The configured owner’s workspace and integration settings reuse their five-day verification. Changes to authenticator credentials, recovery codes or signed-in devices require verification within ten minutes for every account. You can review and revoke your active browser sessions under Settings → Security & sessions. Security event records contain account identifiers, action names, targets, results and timestamps, without email contents or authentication secrets. They are retained for up to 90 days in the active security log, with cleanup on subsequent use; older copies may remain in operational backups. Operational backups include application data and the private keys and configuration required to restore encrypted records. They are stored privately on the hosting account. Encrypted offsite backups are also stored in Google Cloud Storage.
These controls reduce risk, but no system can guarantee absolute security. Contact the privacy address if you suspect unauthorised access to your account or data.
7. Retention and deletion
Daymark retains account and work records while the workspace uses them. Calendar review records and imported task history can remain after an event leaves the sync window. There is currently no automatic time-based purge of work records, calendar review history or deployment backups.
Disconnecting a calendar removes its saved connection tokens and source-event review records from the active Daymark database. It stops further syncing. Tasks already imported, their source references and associated activity history remain in the workspace so work history is not silently lost.
Deleting a task in the interface removes it from normal task views but retains a deletion record and history; it is not a permanent erasure of all stored copies. Disabling a staff account stops its access but does not erase work records.
To request access, correction or permanent deletion of your personal data, calendar-derived tasks, account records or retained backup copies, email sina@daymark.team. We will verify the request, coordinate with the relevant workspace owner where necessary, and explain what can be removed and any records that must be retained for an applicable legal obligation. Backups are not automatically changed by an interface deletion; requests for permanent removal must address these copies too.
8. Your controls
- Use Settings → Calendar connections to review mapping rules, pause automatic imports or disconnect an account.
- Remove Daymark’s access in your Google Account connections to revoke Google’s permission. For Microsoft, use the connected account’s application-permissions controls.
- Ask your workspace owner about your workspace access and reminder preferences.
- Contact the privacy address to ask about information held about you or to raise a privacy concern.
You can use Daymark’s manual task features without connecting a calendar. Revoking calendar permission affects syncing, not tasks already saved in Daymark.
9. Cookies and policy changes
Daymark uses necessary session cookies for sign-in and local interface preferences such as sidebar state. The application does not include advertising trackers. Hosting infrastructure may retain technical access logs.
Updates to this policy will appear on this page with a revised date. If calendar data is to be used for a new purpose or additional permissions are needed, that use will be disclosed and the required consent requested before access is expanded.