Last updated: 10 October 2026
This notice describes personal information processed by Stonehaven Hermes, a private AI-assistant system operated by the owner of the Knobheadz business in the United Kingdom. It explains the use of Google account data and AI services for business correspondence. It is separate from the Knobheadz store's shopping privacy policy.
Who is responsible?
The Knobheadz business owner is responsible for decisions about business correspondence processed by Hermes. Questions, access requests or complaints can be sent to steve@knobheadz.com.
What information may be processed?
When the authorised mailbox is connected, Hermes may access email addresses, sender and recipient names, message dates, subjects, message bodies and related conversation information. Messages may include order enquiries, product questions, customer-service concerns and business correspondence. It can also process email labels, draft responses and records of actions taken. If additional business services are connected, data needed to answer a relevant enquiry may also be used.
What is it used for?
The purposes are to manage the Knobheadz inbox, recognise important enquiries, identify unwanted promotional mail, prepare or send authorised correspondence, maintain follow-up records and alert the owner when human attention is required. Automated classifications may guide filing, but important customer, financial and security decisions are subject to safeguards and human review.
Google data and permissions
Hermes uses Google OAuth when an account holder grants access. The Gmail connection may read messages, organise labels, prepare drafts and send messages permitted by the account holder and the assistant's operational rules. Access can be revoked at any time in the account holder's Google security settings. Google data is accessed to provide these assistant functions, not to sell personal information or serve personalised advertising.
AI providers and where data is processed
To interpret or help draft relevant correspondence, selected message text and associated context may be sent to an external AI service, currently OpenRouter, which routes requests to chosen model providers. Google holds original Gmail data; Hermes also maintains restricted local records of message identifiers, classifications and action logs on its privately operated server. Service providers may process information outside the United Kingdom. Their own terms, safeguards and data-handling practices also apply.
Legal basis and retention
Business email handling is generally undertaken for legitimate business interests, such as answering customer questions, maintaining records and protecting the business, or where necessary to fulfil a customer request or legal obligation. Information is retained only as required for the relevant business purpose, subject to applicable record-keeping requirements. Email remains subject to the mailbox operator's retention settings; Hermes' local action records may be retained to support review, security and debugging. Contact us if you want to ask about a particular message or request its removal where applicable.
Security and decisions
Hermes is a restricted, owner-operated system. Permissions are scoped to authorised accounts and processing is logged for oversight. No internet-connected system is completely risk-free. High-impact actions such as financial commitments, account changes or refunds are not delegated without additional authority. Sarah, Knobheadz's virtual assistant persona, is AI-powered rather than a human employee.
Your choices and rights
Subject to applicable UK data-protection law, individuals may ask for access to or correction of their personal data, request deletion or restriction in appropriate circumstances, or object to certain processing. Please email steve@knobheadz.com with sufficient detail to identify the correspondence. You may also raise concerns with the UK's Information Commissioner's Office (ico.org.uk).
Changes to this notice
The notice may change as Hermes' integrations and operating procedures evolve. Updates will be reflected on this page with a revised date. For general information about this private application, see the Stonehaven Hermes homepage.