Data Privacy & Sharing

Data Sharing & Privacy

This guide explains how to control what Day AI can see, what each sharing setting does, and how your choices affect automation. If you're ever in doubt, you can always ask your agent for clarification.

Concepts to Understand

Four data sources:

1. Email: Contact enrichment, opportunity creation, action items, relationship context
2. Calendar: Meeting bot joins, opportunity creation, scheduling context
3. Meeting recordings: Summaries, transcripts, action items, CRM enrichment
4. Slack: Relationship context, skills that reference team conversations

Two layers of access:

Some data is shared with your whole workspace; some is private to you. Your agents inherit your permissions.

1. Visible to everyone in the workspace:

• Organizations, contacts, and opportunities
• Pipeline structure, stages, and custom properties
• Shared meeting recordings and shared email threads

2. Invite only (private to you unless you explicitly share):

• Your chat conversations with your agent
• Meeting recordings set to Invite Only
• Your email sharing rules and exclusions

Workspace admins cannot see your private emails or agent chats.

Email Sharing

Email sharing controls whether your emails are visible to teammates and whether background skills can read them.

Two options:

1. Share All: All emails are visible to workspace members and available to skills.
2. Share None: No emails are shared or processed by background skills.

"Share None" doesn't fully disconnect your agent. When you're in a direct conversation, your agent can still read your emails to answer questions or help draft replies. What it can't do is act on them in the background — skills like opportunity creation and action item generation won't trigger. If you want Day AI to never touch your inbox at all, set Share None and disconnect your email account.

Excluding specific addresses or domains. Even with broad sharing, you can exclude specific domains or email addresses — useful for personal threads, sensitive vendor communications, or HR-related emails.

Domains and subdomains. Excluding acme.com excludes email recipients whose domain normalizes to acme.com, including typical subdomains like legal.acme.com. Although some Gmail views may currently handle subdomain matching inconsistently, the safest approach would be to be comprehensive in your exclusions.

Calendar Sharing

Connecting your calendar is required for meeting bot joins, opportunity creation, and any skills you have configured related to meetings. Without it, your agent has no visibility into your schedule.

What calendar access enables:

• Meeting bot knows which meetings to join
• Opportunities created from external meetings
• Scheduling context for prep, follow-ups, and availability

What happens without it: The meeting bot won't join any of your meetings, opportunities won't be created from meeting activity, and your agent won't have context about your schedule.

Meeting Recording Privacy

Meeting recordings have their own privacy layer, separate from email and calendar settings.

• Invite Only: Only the recording owner(s). No one else in the workspace can see the recording, summary, or transcript unless explicitly invited.
• Shared to Workspace: All workspace members can view the recording and everything tied to it.

You set defaults per meeting type (internal 1:1, internal group, external 1:1, external group) in your settings (covered below). You can also change the privacy on any individual recording after it's created.

To learn more, visit our Meeting Recording Bot guide.

Configuring Your Settings

Email sharing rules: In the bottom left corner, go to your Profile → Email Sharing Rules and choose your sharing level. Add domains or addresses to exclude or include under the same section.

Calendar: Go to Profile → Email & Meeting Settings and confirm your account is configured.

Meeting recording privacy defaults: To learn about Meeting Recording, view our Meeting Recording Bot guide.

I want to...

• Set email sharing level: Profile → Email & Meeting Settings → Email Sharing Rules
• Exclude a domain or address: Profile → Email & Meeting Settings → Exclusions
• Connect my calendar: Profile → Email & Meeting Settings → Connect account
• Set recording privacy defaults: Profile → Email & Meeting Settings → Privacy settings
• Change privacy on one recording: Open recording → Three dots in upper left

Troubleshooting

Skills aren't creating opportunities or action items.
The most common cause is that email or calendar sharing isn't connected. Skills depend on seeing your emails and calendar events to detect business conversations. Check Profile → Email & Meeting Settings and confirm sharing is enabled.

The meeting bot isn't joining my meetings.
Your calendar needs to be connected for the bot to see your schedule. Go to Profile → Email & Meeting Settings and confirm your account is linked. If it's connected but the bot still isn't joining, check your meeting bot settings for that meeting type. Learn more about the Day AI Meeting Bot here.

A teammate can see a recording I thought was private.
A recording is shared with the workspace only when every co-owner who recorded it has Shared to Workspace for that meeting type, so check your own default for that meeting type (internal 1:1, internal group, external 1:1, external group) first. Then check the recording's privacy setting directly: it may have been changed after the meeting, or the teammate may have been invited to it.

I loosened my sharing settings but historical emails aren't showing up.
Sharing changes apply going forward only, Day AI doesn't backfill emails from before the change. If you need historical context in the system, contact us at support@day.ai and we can look into it.

I tightened my sharing settings but emails are still visible in the workspace.
Emails shared before you changed the setting remain visible. New emails will no longer be processed. There's no automatic way to remove previously shared emails, reach out to support@day.ai if you need help with this.

Can my admin see my private emails?
No. Workspace admins cannot access emails you haven't shared. Your sharing rules are yours to control.

Questions? Reach out at support@day.ai or ask your agent directly.