Effective September 1, 2026
MyInsuranceGuy Toolbox is a private internal Google Workspace add-on for authorized MyInsuranceGuy staff. It provides shared email templates, a private email follow-up queue, shared internal notes associated with Gmail conversations, and an optional email image-activity feature if separately enabled by the administrator.
INFORMATION THE TOOLBOX HANDLES
The add-on may read limited Gmail message metadata needed to identify the conversation currently open in Gmail. This can include Gmail message and thread identifiers, the subject, sender information, message count, and the message's standard Message-ID header. The add-on does not intentionally store message bodies or attachments.
Shared templates and template edits are stored for approved Toolbox users. A user's choice of which templates appear in Gmail and that user's follow-up queue are stored privately for that user. Internal conversation notes are shared with approved Toolbox users who open the same Gmail conversation.
If the optional email image-activity feature is enabled, the system may store the creator's email address, a recipient email address entered by the creator, Gmail identifiers, timestamps, and technical image-request information needed to display activity. Image activity is not proof that a recipient personally read an email because image caching, blocking, previews, security scanning, and forwarding can create false or missed signals. Activity records are restricted to their creator and are intended to expire after 90 days when the tracking service and its retention policy are deployed and configured.
HOW INFORMATION IS USED
Information is used only to provide the Toolbox features, enforce access controls, maintain the shared template catalog and notes, show each user's private follow-ups, and operate optional image-activity reporting. The Toolbox does not send emails automatically and does not sell personal information.
STORAGE, ACCESS, AND DELETION
Core Toolbox data is stored using Google Apps Script services within MyInsuranceGuy's Google Workspace and associated Google Cloud project. If optional image activity is enabled, related records may be stored in Google Cloud Run and Firestore. Access is limited to authorized MyInsuranceGuy Workspace accounts selected by the administrator.
Users can complete or remove their own follow-up items. Template owners or an administrator can delete templates, and authorized users can delete shared notes as allowed by the Toolbox. The administrator may remove a user's access or discontinue the service.
CONTACT
Questions about this policy or requests involving Toolbox data may be sent to michaelfdevito@myinsuranceguy.com.
