How Tobi handles information.

Last updated: October 14, 2026

This policy describes information used by Tobi, the private staff and operations application operated by Tobbins for its workplaces. It also covers this public information website. For questions or requests, contact tobbinsmarket@gmail.com.

Information used by Tobi

Tobi processes information entered by authorized users and administrators, such as account identifiers, contact details, staff profiles, training assignments and completion records, workplace messages, checklists, uploaded documents, maintenance tickets, and fuel business records. Available records and actions depend on assigned permissions. Security and operational information may include sign-in events, session identifiers, timestamps, and technical request information.

Google account information and outgoing email

When an administrator connects the designated business Gmail account, Tobi receives the account identity information needed to identify the sender, including its email address, and authorization tokens used to maintain the connection. With the administrator’s permission, Tobi sends staff invitations, password-recovery messages, and requested service emails through Gmail. These messages contain the recipient address and information needed for that communication. The outgoing-email connection requests send access; it does not read, modify, or delete inbox messages.

Separate fuel-mail automation

A separately authorized Google Apps Script automation accesses relevant supplier emails and attachments in the designated fuel mailbox. It uses these materials to identify and import invoices, statements, and pricing documents into Tobi. Where document recognition is used, temporary working documents may be created and removed in Google Drive. This automation has its own authorization and is separate from Tobi’s outgoing-email connection.

How information is used and shared

Information is used to operate the workplace features described above, authenticate users, apply permissions, deliver requested communications, import business documents, and troubleshoot or protect the service. Authorized workplace personnel can access records within their assigned responsibilities. Cloudflare provides application hosting and storage; Google provides authorized email and document-processing services; Box supplies documents when its separate connection is enabled. Information needed for these functions is processed by the corresponding service provider. Email recipients receive the messages addressed to them.

Tobi does not sell Google user data, use it for advertising, or use it to train generalized artificial-intelligence or machine-learning models. Access to Google user data is limited to the authorized functions described here. Human access is limited to authorized workplace use, user-authorized support, security investigations, or legal obligations.

Tobi’s use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including its Limited Use requirements.

Storage and protection

Tobi uses encrypted HTTPS connections, password hashing, encrypted stored integration tokens, and role-based application access. Authentication cookies support sign-in sessions. This public information website does not set application login cookies or include advertising or analytics scripts. Its hosting provider may process technical request information for delivery and security.

Retention, removal, and your choices

Workplace records are retained as needed for their operational purpose and applicable recordkeeping obligations. Ask the Tobi administrator to review, correct, or delete information. Some business or employment records may need to be retained; any applicable limits will be explained when a request is reviewed. Removing an integration does not automatically delete records already imported or emails already sent.

A connected Google account owner can revoke Tobi’s access through Google Account connections. Revocation prevents further authorized API access after it takes effect. Contact the support address to request removal of stored connection information or imported data. Staff can ask their manager or HR to correct their profile or close their workplace access.

Policy changes

Updates will be posted on this page with a revised date. Material changes to Google data access or use will be disclosed and authorization requested where required before that new use begins.