About Base Engine
Base Engine is an enterprise email ingestion and financial data extraction platform operating from Dubai. It is built for registered organizations to automate the extraction of supplier invoices, Tax Registration Numbers (TRN), VAT and urgent customer support communications from designated corporate mailboxes.
Mailbox Authorization Links
Organization owners may send time-limited, single-use connection links to employees so they can authorize their work mailbox (Google Gmail, Microsoft 365 or IMAP) without creating a Base Engine dashboard login. We store only the invite metadata (organization, mailbox label, optional expected email, expiry) and the connection outcome. Invite emails, when sent, are delivered through our transactional mail provider, not through the employee's Gmail API. Employees who use these links are not registered as application users; they only complete OAuth or IMAP authorization for their employer's Base Engine workspace.
Google User Data Accessed
When an authorized administrator connects a mailbox through Google OAuth 2.0, we request these permissions:
Account profile & email
userinfo.email
Verifies the identity of the mailbox and binds it to the organization's workspace.
Read-only message access
gmail.readonly
Reads incoming business emails, headers, body content and attachments such as PDF invoices.
Authorized email dispatch
gmail.send
Used only when an authorized user explicitly sends an email or reply from within the application.
How We Use Google User Data
We use information received from Google APIs strictly to provide and improve user-facing business operations:
- Invoice & tax extraction: scanning vendor emails and PDF attachments for invoice numbers, billing totals, TRN numbers and due dates.
- Operational categorization: identifying customer inquiries, quotation requests and logistics updates, and routing them to the right department.
- Webhooks & ERP integration: pushing structured, signed JSON data of extracted invoices to the client's own accounting or CRM systems.
- Executive assistance: answering questions about pending company bills and operational alerts based on historical mailbox records.
Data Storage, Security & Encryption
- Encryption at rest: Google OAuth refresh tokens and credentials are encrypted with AES-256-GCM before being stored.
- Encryption in transit: communications between your browser, our servers and Google APIs are secured with TLS 1.3.
- Multi-tenant isolation: data is partitioned by client organization identifier. No organization can access another organization's emails or records.
Prohibitions & Protections
No selling of data
We do not sell, rent, lease or monetize user data or email content to third parties or data brokers.
No advertising
Google user data is never used or disclosed to serve ads, retarget or run personalized marketing.
No human viewing
Our staff do not read your private email messages, except with explicit written support consent or where legally required.
No general AI training
Google user data is not used to train or improve generalized AI, machine learning or foundation models.
Google API Limited Use Disclosure
Data Retention & Deletion
- Disconnecting an account: disconnect any mailbox at any time from the Connected Mailboxes dashboard. This halts all future synchronization immediately.
- Revoking access in Google: go to Google Account Security settings, then Third-party apps with account access.
- Permanent deletion: email info@baseengine.ae to request deletion of all stored messages, extracted records and tokens for your organization. Records are permanently purged within 7 business days.