Genius AI privacy policy
This policy explains what data Genius AI processes, for what purpose, for how long and with whom it is shared. It includes a specific description of how the application accesses, uses, stores and shares data from users' Google accounts.
1. Who we are
Genius AI is a platform developed and operated by Coppel, S.A. de C.V., located at República de Brasil 497 Ote., Col. Los Mochis, Ahome, Sinaloa, C.P. 81200, México. For the purposes of this policy, Coppel, S.A. de C.V. is the data controller. You can reach us at privacidad@coppel.com.
2. Scope and users
This policy applies to the Genius AI web application, desktop application and programming
interfaces published on the genius.coppel.services domain and its subdomains. It does not apply to
third party services you may reach from Genius AI, which are governed by their own policies.
Genius AI is an internal tool for the group of companies. It can only be used by people holding a corporate email account on one of the following domains:
| Entity | Authorized domain | Country | Role |
|---|---|---|---|
| Coppel, S.A. de C.V. | coppel.com | Mexico | Controller and operator |
| BanCoppel, S.A., Institución de Banca Múltiple | bancoppel.com | Mexico | Affiliated user company |
| Coppel Argentina, S.A. | coppel.com.ar | Argentina | Affiliated user company |
| Salevale, S.A. de C.V. | salevale.com | Mexico | Affiliated user company |
Coppel, S.A. de C.V. develops and operates the platform and is the data controller. The other entities are affiliated companies whose personnel use the platform under an intragroup agreement, and act as joint controllers with respect to their own personnel's data. Each entity retains the ability to authorize or block the use of Genius AI for its users from its own Google Workspace admin console.
These companies operate under separate Google Workspace accounts. For that reason the application is registered with Google as an external audience, even though its use is strictly internal and sign in is restricted to the listed domains. Anyone whose email does not belong to those domains cannot complete authorization.
Each entity's data is logically isolated. A user only accesses information from their own Google account and from the knowledge bases their entity has authorized for them. There is no cross querying of data between group companies, and one user's Google data is never exposed to personnel of another entity.
3. Data we process
3.1 Account data
- Account identifier, name, email address and profile picture, obtained from the corporate identity provider or from Google when you sign in.
- Department, job title and access groups, where the organization provides them for permission control purposes.
3.2 Usage data
- The messages you write and the responses the assistant generates.
- Files and documents you upload or select for analysis.
- Technical logs: date and time, IP address, browser type, model used, number of tokens processed, errors and latencies.
3.3 Google data
Only when you voluntarily connect your Google account do we process the data described in section 4. If you do not connect your Google account, Genius AI operates without accessing any Google data beyond your basic sign in identity.
3.4 Data we do not collect
Genius AI does not use advertising cookies or cross site tracking technologies, does not build commercial profiles, and does not deliberately collect sensitive personal data. We ask you not to enter information into the assistant that is not necessary for your work.
4. Google data and requested permissions
Before accessing any data in your Google account, Genius AI presents the Google consent screen with the exact list of requested permissions. Access begins only after you authorize it, is limited to the narrowest scope the functionality requires, and can be revoked at any time as described in section 10.
The following table details each permission, the specific purpose that justifies it, the data it grants access to, and how long that data is retained.
| Scope | Type | What it is used for | Data accessed | Retention |
|---|---|---|---|---|
https://www.googleapis.com/auth/gmail.readonly | RESTRICTED | Read the messages the user explicitly selects or queries, in order to summarize them, extract data and answer questions inside the Genius AI interface. | Subject, sender, recipients, date, message body and attachment file names of the queried messages. | In memory for the duration of the session. Message content is not stored at rest. |
https://www.googleapis.com/auth/gmail.modify | RESTRICTED | Apply user requested actions on their messages: label, archive, mark as read, and create assistant generated draft replies. | Labels, read state and drafts created at the user's request. | Not retained. The action is executed and the message identifier is discarded when the session ends. |
https://www.googleapis.com/auth/gmail.send | RESTRICTED | Send only the messages the user explicitly composes or approves inside Genius AI. The system never sends mail automatically or without prior user confirmation. | Recipients, subject and body of the message the user approves before sending. | Not retained after sending, except for the audit log described in section 6. |
https://www.googleapis.com/auth/drive.file | RESTRICTED | Read and write only the files the user opens, selects or creates through Genius AI, for example to generate a document or spreadsheet from an analysis. | Name, type, identifier and content of the files selected by the user. | In memory for the duration of the session. Generated files are written to the user's Drive and are not copied to our systems. |
https://www.googleapis.com/auth/drive.readonly | RESTRICTED | Index in Lexa, the Genius AI knowledge layer, the documents the user chooses to add to a knowledge base so they can be queried in natural language. | Text content and metadata of the documents the user explicitly selects for indexing. | Text chunks and search vectors for as long as the knowledge base exists. They are deleted when the knowledge base is removed or access is revoked. |
https://www.googleapis.com/auth/calendar.events | SENSITIVE | Read the user's agenda and create, modify or cancel events the user explicitly requests. | Title, date, time, duration, location, guests and description of events. | In memory for the duration of the session. The calendar is not stored at rest. |
https://www.googleapis.com/auth/contacts.readonly | SENSITIVE | Resolve names to email addresses when the user asks to send a message or invite someone to a meeting. | Name and email address of the contacts matching the user's search. | In memory for the duration of the session. The address book is not copied. |
https://www.googleapis.com/auth/cloud-platform.read-only | SENSITIVE | Query the user's Google Cloud project, resource and configuration inventory in order to answer operations, cost and compliance questions inside Genius AI. | Project identifiers, resource names, labels, roles and IAM policies, read only. | In memory for the duration of the session. Infrastructure configuration is not stored at rest. |
https://www.googleapis.com/auth/cloudplatformprojects.readonly | SENSITIVE | List the projects the user has access to so they can choose which one to query. | Project name, identifier and state. | In memory for the duration of the session. |
openid / userinfo.email / userinfo.profile | BASIC | Authenticate the user and display their name and picture in the interface. | Google identifier, email address, name and profile picture. | For as long as the Genius AI account exists. |
Genius AI requests each permission only when you activate the feature that needs it. Google Cloud permissions are always requested in read only mode. Genius AI never creates, modifies or deletes infrastructure resources, and never changes IAM policies.
- Sending an email. Every send requires you to review and approve the content on screen before confirming.
- Deleting messages, files or events.
- Sharing a Drive file with third parties or changing its permissions.
- Indexing a document in Lexa. Only what you explicitly select is indexed.
5. Limited Use of Google data
Genius AI's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
Specifically, with respect to data obtained through restricted or sensitive Google scopes:
- Use. Data is used exclusively to provide or improve the user facing features within Genius AI described in section 4. It is not used for any other purpose.
- Transfer. Data is not transferred to third parties except as necessary to provide or improve those features, for security purposes, to comply with applicable law, or as part of a merger or acquisition after providing notice and obtaining the user's explicit consent.
- Human access. No human reads your Google data, except with your affirmative agreement for a specific case, where necessary for security purposes such as investigating abuse, where required by applicable law, or where the data is aggregated and anonymized for internal operations.
- Prohibitions. Genius AI does not sell Google data, does not use or transfer it for advertising, including personalized, retargeting or interest based advertising, does not use it for creditworthiness or lending purposes, and does not transfer it to advertising platforms, data brokers or information resellers.
Data obtained from Google APIs is not used to train, retrain or fine tune generalized artificial intelligence models, whether our own or those of third parties. The model providers we use operate under enterprise agreements that expressly prohibit the use of submitted data for training.
6. Storage and security
- Encryption. All traffic travels over TLS 1.2 or higher. Data at rest is encrypted with AES-256.
- Tokens. Google access and refresh tokens are stored encrypted with keys held in a key management service, accessible only to the application service account.
- Isolation. Each user can only query their own data. Lexa knowledge bases enforce document level access control.
- Access control. Role based administrative access, mandatory multi factor authentication and periodic privilege reviews.
- Auditing. We log who accessed what and when. The audit log contains metadata, that is the operation type, the resource identifier and the timestamp, and not the content of your messages, files or events.
- Security assessment. The application undergoes the annual security assessment Google requires for applications using restricted scopes.
If you detect or suspect a security incident, write to seguridad@coppel.com. We will notify affected individuals and the competent authorities as required by applicable law.
7. Artificial intelligence processing
To generate responses, Genius AI sends your conversation content and, where applicable, the document or message excerpts needed to answer, to language models. These models run on infrastructure managed by Coppel, S.A. de C.V. on Google Cloud, or on model providers contracted under enterprise agreements that prohibit the use of data for training and establish zero or short term retention.
Only the portion of information needed to serve your request is sent to the model. The model has no direct access to your Google account. The current list of model providers is available on request at privacidad@coppel.com.
8. Who we share information with
We do not sell or rent personal data. We share information only with:
- Infrastructure and model providers acting as processors under contract, with confidentiality and security obligations equivalent to our own, and with no right to use the data for their own purposes.
- Group companies of Coppel, S.A. de C.V., where necessary for platform administration and support.
- Competent authorities, where there is a legal obligation, a valid court order, or where necessary to defend legitimate rights.
Data obtained from Google APIs is shared only within the limits described in section 5.
9. Retention and deletion
| Data type | Retention period |
|---|---|
| Account and profile data | While the account is active, plus 30 days. |
| Conversation history | Until you delete it. Automatic purge after 12 months of inactivity. |
| Google message, event and contact content | Not stored at rest. Processed in memory during the session. |
| Documents indexed in Lexa | While the knowledge base exists. Deleted when it is removed or when access is revoked. |
| Google access tokens | Until you revoke access or 6 months without use. Deleted immediately on revocation. |
| Technical and audit logs | 12 months, for security and compliance purposes. |
| Backups | 35 days, with automatic rotation. |
To request early deletion of your data, write to privacidad@coppel.com. We handle the request within a maximum of 20 business days and confirm in writing when it is complete.
10. How to revoke access to your Google account
You can withdraw authorization at any time, through either of these routes:
- Inside Genius AI, under Settings, Connected accounts, Disconnect Google.
- From your Google account, at myaccount.google.com/permissions, selecting Genius AI and choosing Remove access.
On revocation, Genius AI deletes the stored tokens immediately and loses the ability to access your Google data. Lexa index fragments originating from Drive are deleted within the following 7 days.
11. Your rights
Under Mexico's Federal Law on the Protection of Personal Data Held by Private Parties and its regulations, you have the right to access, rectify, cancel or object to the processing of your personal data, as well as to limit its use or disclosure and to withdraw your consent. If you are in a jurisdiction that recognizes additional rights, such as data portability, you may exercise those as well.
Send your request to datospersonales@coppel.com stating your name, a means of contact, and a clear description of the data and the right you wish to exercise. We respond within a maximum of 20 business days.
12. International transfers
Genius AI infrastructure runs primarily in Google Cloud regions located in the United States and Mexico. Where data is transferred outside your country of residence, we do so under contractual clauses that guarantee a level of protection equivalent to that required by applicable law.
13. Children
Genius AI is a workplace tool and is not directed at anyone under 18. We do not knowingly collect personal data from minors.
14. Changes to this policy
We may update this policy. Where a change is material, in particular if it broadens the purposes for which Google data is used or the permissions requested, we will notify you in the application and by email at least 15 calendar days in advance, and will request your consent again where the law requires it. The effective date appears at the top of this document.
15. Contact
Coppel, S.A. de C.V.
República de Brasil 497 Ote., Col. Los Mochis, Ahome, Sinaloa, C.P. 81200, México
Privacy: privacidad@coppel.com
Data protection and data subject rights: datospersonales@coppel.com
Security: seguridad@coppel.com
Support: genius-soporte@coppel.com