Information the workflow accesses
After authorization, the workflow checks invoice-related email messages and attachments in kopikenyalangsarawak@gmail.com and scans files uploaded directly to the Google Drive 00_UPLOAD_INBOX folder. It uses the information needed to identify accounting documents, extract fields and link each record to its source.
How information is processed
Invoice email attachments and supported files uploaded to 00_UPLOAD_INBOX may be sent to the OpenAI API using GPT-6 Luna to extract invoice, bank receipt and bank statement details. Invoices follow the existing invoice import rules. Receipt and bank statement results are staged in Google Sheets for review and do not by themselves change an invoice payment status or confirm payment. The workflow may send payment reminder emails from the authorized Gmail account.
Where information is stored
- Invoice email attachments are stored in the user's Google Drive; direct Drive uploads remain in 00_UPLOAD_INBOX.
- Extracted invoice and document records, including receipt and statement items awaiting review, are written to Google Sheets.
- Workflow state is stored in Google Cloud Storage (GCS). It includes processing IDs/status, extracted invoice details and other extracted document details, content hashes, source references such as Drive file IDs and links, and notification-channel state. This state is used to recover interrupted imports, renew Drive notifications and detect duplicates.
- OAuth credentials used to connect the workflow are stored in Google Secret Manager.
Service providers and sharing
Google provides the Gmail, Drive, Sheets and Google Cloud services used by the workflow. OpenAI provides the API used to extract invoice, bank receipt and bank statement details. Information is not sold or used for advertising. No other sharing is intended. Google and OpenAI process information under the terms and policies applicable to their services.
Retention, access and deletion
No automatic retention period is configured. Records remain in the user-controlled services until the user deletes them. Stopping or removing the workflow stops future processing but does not automatically delete existing records.
The account owner can delete source documents and records from the relevant Google Drive, Sheets and Cloud Storage locations. Access can be revoked through Google Account access settings and the Google Cloud project; stored OAuth credentials can be removed from Secret Manager.
Contact
For questions about this workflow's privacy practices, contact zzzoain91@gmail.com.