Privacy Policy
Last updated 23 September 2026
This policy covers the OwnersBest Mail Gateway, the service that connects an OwnersBest agent's email mailbox to the Enigma agent platform.
Who we are
The gateway is operated by OwnersBest, an estate agency in Malta. For any question about this policy or about data held about you, contact admin@ownersbest.com.mt.
Whose data this concerns
Two groups. Agents, who connect their own mailbox to the gateway. And the people who correspond with them — buyers, vendors and their representatives — whose messages appear in that mailbox.
What we access
When an agent connects a mailbox, the gateway requests two permissions from Google, and Google shows both on its consent screen before anything is granted:
- Read messages and settings (
gmail.readonly) — to read incoming mail and match it to the correct property enquiry. This permission does not allow the gateway to alter or delete anything in the mailbox. - Send email on your behalf (
gmail.send) — to send replies the agent has composed in Enigma, from the agent's own address. This permission allows sending only; it grants no further access to the mailbox.
From messages it reads, the gateway stores the sender and recipients, the subject, the date, the message body, and Google's identifiers for the message and its thread. Attachments are not downloaded or stored.
Why we access it
For one purpose: keeping the record of a property enquiry complete, so that any agent handling that enquiry can see the correspondence and reply in context. We do not use mailbox data for advertising or profiling, we do not sell or rent it, and we do not use it to train machine-learning or AI models.
Limited Use
OwnersBest Mail Gateway's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
Where it is stored, and who can see it
Mail data and the access tokens that permit it are held on servers under OwnersBest's control in Germany, within the EU. Access is restricted to OwnersBest staff working the relevant enquiry and to the technical administrators who maintain the system. Nobody else reads it, and we do not grant access to third parties for their own purposes.
We use Google's Gmail API to reach the mailbox; Google's own handling of your data is governed by Google's privacy policy. We disclose data outside OwnersBest only where the law requires it.
How long we keep it
Correspondence attached to an enquiry is kept for as long as OwnersBest keeps the record of that enquiry, and is then deleted along with it. Access tokens are kept only while a mailbox remains connected, and are destroyed when it is disconnected.
Withdrawing access
An agent can disconnect a mailbox at any time, without giving a reason, from their Google Account permissions page. The gateway loses access immediately. To have stored mail data deleted as well, email admin@ownersbest.com.mt and we will erase it within 30 days, except where we are legally required to keep a record.
Your rights
Under the GDPR you may ask us for a copy of the personal data we hold about you, ask us to correct it, ask us to delete it, or object to our processing it. Write to admin@ownersbest.com.mt. If you are not satisfied with our response you may complain to the Office of the Information and Data Protection Commissioner in Malta.
Changes
If we change this policy we will update the date at the top of this page. Where a change materially affects how mailbox data is used, we will tell connected agents by email before it takes effect.