What may an app with Gmail access do? Permissions, review and privacy
Connecting a tool to Gmail gives it access to one of the most private archives there is. Google regulates this access strictly. If you know what to look for when signing in, you decide consciously.
The permissions an app can ask for
Google splits access to Gmail into so-called scopes. The most important:
- gmail.metadata: headers only, such as sender, recipient, date and labels, no text
- gmail.readonly: read all emails, change nothing
- gmail.modify: read and change, for example apply labels, archive, move to spam; an app cannot permanently delete with it
- gmail.send: send on your behalf
- mail.google.com: full access, including permanent deletion
An app should only ask for the permissions it needs for its job. A tool that applies labels needs gmail.modify, but no sending right and no full access.
Google's review
Most Gmail permissions count as «restricted» scopes at Google. An app that uses them publicly must be reviewed: Google checks whether the app only takes what it needs, whether the privacy policy is accurate and whether the use matches what the app promises. If an app stores Gmail data on its own servers, Google can additionally require a security assessment by an independent party.
While the review is under way, Google shows the notice «Google hasn't verified this app» when you sign in. That does not mean the app is unsafe, but it is worth looking closer: who runs the app, what does the privacy policy say?
The Limited Use rules
Data from Gmail is subject to Google's Limited Use rules. In short:
- The data may only be used for visible features of the app.
- No advertising, no selling, no sharing except for these features, for security or because of laws.
- No training of general AI models with your emails.
- Humans read your emails only with your explicit consent, for security or because of laws.
Reputable apps state explicitly in their privacy policy that they follow these rules.
Questions to ask an app
- What exactly is read? Sender and subject, the start of the text, the whole email, attachments?
- Is a copy of the mailbox stored? Where, for how long?
- Does content go to third parties, for example an AI provider? In which country?
- How do I delete my account, and what happens to the data then?
The answers belong in the privacy policy, not in the small print of a help page.
