Email and Calendar Permissions
When you connect Outlook (Microsoft 365) or Gmail, Microsoft or Google asks you, or your administrator, to approve a list of permissions. This page explains what those permissions mean, exactly what Funnelfeedr does with each one, and which features only run after you have switched them on.
The short version
- Funnelfeedr only accesses the mailbox and calendar of the person who connects their own account. Nobody else's.
- If nobody in your organization connects, Funnelfeedr accesses nothing, even after an administrator has approved the app.
- Email is only sent when a user sends or schedules it, or has set up an automation that sends it (see What gets sent automatically).
- Syncing the whole inbox and AI analysis of email are off by default. Each user turns them on and accepts a data use notice first.
"For all users in your organization" does not mean everyone's mailbox
In Microsoft 365 organizations, an administrator is often asked to approve Funnelfeedr. The Microsoft dialog then says roughly:
If you accept, this app will get access to the specified resources for all users in your organization. No one else will be prompted to review these permissions.
This sentence is about who approves, not about what the app can reach. The administrator approves on behalf of everyone, so individual users are not asked again when they connect. The permissions themselves are still delegated: each one only works for the user who signs in, and only for that user's own mailbox and calendar.
You can see this in how Microsoft names the permissions. Funnelfeedr asks for "Read user mail". An app that wanted every mailbox in the organization would ask for "Read mail in all mailboxes", an application permission. Funnelfeedr does not ask for that, and never calls another user's mailbox.
What each Microsoft permission is used for
| Permission in the dialog | What Funnelfeedr does with it |
|---|---|
| Sign in and read user profile | Reads the connected user's name and email address. |
| Send mail as a user | Sends email the user writes or schedules in Funnelfeedr, and automated emails the user has set up (meeting reminders). Emails go out from the user's own address and land in their Sent Items. |
| Read and write access to user mail | Creates the draft that is then sent, adds attachments, and archives or deletes a message when the user does so in Funnelfeedr. |
| Read user mail | Detects replies to emails sent from Funnelfeedr. If the user has turned on Email Inbox, syncs their inbox (see below). |
| Have full access to user calendars | Reads free/busy times for meeting booking, creates the booked meeting (with a Teams link) in the user's calendar, and shows the user's upcoming external meetings in Funnelfeedr. |
| Maintain access to data you have given it access to | Lets bookings, reminders and reply detection work when the user is not logged in to Funnelfeedr. |
Microsoft's mail permissions are broad by design: a permission that allows reading replies technically covers the whole mailbox of the user who granted it. The table above describes what Funnelfeedr actually does, which is narrower.
What is on by default, and what needs your approval
On as soon as a user connects:
- Reply detection. Funnelfeedr checks the Inbox and Sent Items folders and keeps only messages that reply to an email sent from Funnelfeedr. Everything else is ignored and not stored.
- Calendar. Funnelfeedr reads the user's calendar 60 days ahead. Meetings with invited participants or a meeting link are shown in Funnelfeedr. Other events, such as blocked time with no invitees, are discarded. Events marked private stay private in Funnelfeedr.
Off until the user turns it on:
- Email Inbox. Syncs the user's Inbox and Sent Items into Funnelfeedr, including the last six months, so conversations with prospects and customers can be seen alongside the deal. The user must accept a data use notice before it starts. New threads are private to the user by default. Turn it on or off under Email → Settings.
- Email intelligence. When Email Inbox is on, AI can triage incoming email and suggest replies. It only analyzes inbound email from organizations that are in your Funnelfeedr account, and skips internal, bulk and automated email. See the AI Policy for which providers process it.
What gets sent automatically
Funnelfeedr never sends email that nobody asked for. Email goes out automatically only in these cases, each set up by a user:
- Scheduled emails. Emails a user has written and scheduled, sent within the user's send window.
- Meeting reminders. Reminder emails a user has configured for a meeting type, sent from the host's mailbox before each booked meeting. A meeting type has no reminders until someone adds them.
- Meeting recaps to participants. If the host has turned on Automatically email external participants a meeting recap, external participants who attended a recorded meeting get the AI summary. This is off by default, only applies to meetings the user hosted, and every recap has an unsubscribe link. Recaps are sent from Funnelfeedr, not from the user's mailbox.
How to limit or remove access
As a Microsoft 365 administrator:
- Only allow certain users. In the Microsoft Entra admin center, go to Enterprise applications → Funnelfeedr → Properties and set Assignment required to Yes. Then add the users (for example, your sales team) under Users and groups. Nobody else can connect.
- Revoke approval. In the same place, go to Permissions to review what has been granted, or delete the app to remove it for everyone.
As a user: go to Email → Settings and click Disconnect. Funnelfeedr stops accessing your mailbox and calendar straight away. Email and meetings that were already synced stay in your Funnelfeedr account. To have them deleted, email privacy@funnelfeedr.com.
Google (Gmail and Google Calendar)
The Google connection works the same way. It is per user and only touches the connected user's own account. Google shows these permissions:
| Google permission | What Funnelfeedr does with it |
|---|---|
| Send email on your behalf | Same as Send mail as a user above. |
| View your email messages and settings | Reply detection and, if turned on, Email Inbox. Only the Inbox and Sent labels are read. |
| View your calendars / View and edit events on all your calendars | Free/busy for booking, creating booked meetings, and showing upcoming meetings. |
| See your primary Google Account email address | Identifies the connected account. |
In Google Workspace, an administrator can limit which users may use Funnelfeedr under Security → Access and data control → API controls.
Where the data is stored
Synced email and meetings are stored in Funnelfeedr's platform on Microsoft Azure in Sweden. Access tokens are encrypted. Funnelfeedr never uses your email or calendar data to train AI models. For the full details, see the AI Policy, the Privacy Policy and the Data Processing Agreement.
Questions about a security review? Email privacy@funnelfeedr.com.