Last updated: 23 September 2026. This notice describes Aeternum Support and applies when its functions are enabled.
Purpose and access
The Aeternum Company operates Aeternum Support to help its authorized support staff handle enquiries received at info@aeternum.site. This is a private integration for Aeternum's own support mailbox. Customers do not connect their Google accounts to this application.
With the mailbox owner's authorization, the service reads incoming emails and relevant conversation history, identifies support requests, records case ownership and helps staff resolve them. When live actions are enabled, it can send replies, apply support labels, make verified apartment/unit corrections on eligible unfulfilled orders and refer other cases to Aeternum's designated support staff. Observation mode classifies and records mail without sending messages, changing labels or modifying orders.
The Google permission requested is gmail.modify. It permits reading, composing, sending and modifying email, but not immediate permanent deletion bypassing Gmail's Trash. The implemented service does not delete email or change Gmail account settings. It verifies that its authenticated mailbox is info@aeternum.site and reads that mailbox's existing sending signature.
Information processed and service providers
- Google Gmail: message and thread identifiers, timestamps, sender/recipient addresses, headers, labels, subjects, message text, signature and relevant thread history. Original messages and their attachments are retrieved when needed for a staff handoff. Mail outside Inbox can be inspected so genuine enquiries are not missed.
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OpenAI: the selected email's parsed subject, limited to 500 characters, and parsed body, limited to 12,000 characters, are submitted to classify the enquiry and extract its requested order/address details. This text can contain names, contact details, addresses or other information written in the email. Quoted-text removal is conservative and may leave material that cannot be separated reliably. Attachments and separately retrieved Shopify order records are not submitted to the classifier. Requests set
store=False; that setting alone does not guarantee zero provider retention. - Shopify: when handling an eligible live order request, the service checks the relevant order identity, customer email, delivery address, payment/refund/cancellation and fulfilment status, fulfilment destinations, locations and holds. A permitted unit correction is checked before a confirmation is sent.
- Google Cloud: Cloud Run processes requests; Pub/Sub carries mailbox-change notifications; Firestore stores operational case and action records; Secret Manager stores service credentials; monitoring services report operational failures. Case records include message/thread and order identifiers, classifications, status, responsible staff, next actions, timestamps, fulfilment-hold identifiers, sent-message identifiers and hashes used to avoid duplicate actions. Full emails and full Shopify order records are not deliberately copied into Firestore by this implementation. Application logs contain case identifiers and error categories rather than email bodies or credentials.
- Authorized Aeternum support staff: cases requiring human work are sent to the designated support representative's work and approved backup inboxes, with info@aeternum.site copied. Such handoffs include the original email and its attachments so staff can investigate. Operational alerts can also reach those staff.
Limited Use and AI processing
Aeternum Support's use and transfer of information received from Google APIs will comply with the Google API Services User Data Policy, including its Limited Use requirements, and the Google Workspace user data and developer policy.
Google-derived data is used only for the disclosed support functions and necessary security or legal purposes. It is not sold, used for advertising or credit decisions, or used to create, train or improve general-purpose AI models. Transfers to service providers are limited to the authorized support functions. Human access is limited to authorized support and administration, necessary security investigations or legal requirements. The selected OpenAI organization's optional sharing of feedback, evaluation/fine-tuning data, and API inputs/outputs was verified disabled on 23 September 2026. These settings do not themselves establish zero provider retention. Provider settings and contractual controls must continue to support these restrictions.
These service-specific restrictions govern Google-derived data processed by Aeternum Support. General storefront statements about marketing, advertising or business partners do not authorize those uses of this data.
Storage, retention and control
The support worker and case database are hosted in Google Cloud’s US region (Iowa). Other provider services and authorized staff inboxes may process information in other locations under their own settings and terms. The service uses restricted service identities, authenticated requests, encrypted provider connections and Secret Manager access controls. Authorized administrators can access operational records. Local setup credentials are saved with restricted file permissions. These measures are not a claim of an independent security certification.
There is currently no automatic case-record deletion or fixed retention period implemented. Firestore records remain until an authorized operator reviews and deletes them. Original and sent emails remain in Gmail under the mailbox's retention settings; staff handoffs also create copies in the designated staff inboxes. Provider logs, backups and OpenAI processing can have separate retention settings. Deleting one case record does not automatically remove these other copies.
Contact info@aeternum.site to ask about this processing, request human support, or request access, correction or deletion of relevant support records. Include enough information to identify the enquiry without sending unnecessary sensitive details. An authorized operator must verify the request, identify records across the service and relevant providers, perform the applicable deletion and explain any records that must be retained. This release has no self-service deletion button or guaranteed automatic deletion timetable.
The mailbox owner can revoke Aeternum Support's Google access in their Google Account's third-party connections settings. Revocation prevents future API access but does not delete already retained records or undo replies or order changes. An operator can pause the service; changing it to observation mode stops new customer/order actions but continues mail reading and classification.
Material changes to the purposes, providers or data use described here require updated notice and the mailbox owner's renewed consent before the new use begins.