Who sees synced mail
Mail and meetings synced from your Google account are private to the people on them. Notes, calls and meetings you log are shared.
Updated 29 Oct 2026
Your inbox is yours. When KretaOS syncs mail from your Gmail, the words in it are shown only to the people who were on that conversation. What you deliberately log is shared with the team.
The rule
Every client page mixes two kinds of activity:
| Kind | Examples | Who sees the content |
|---|---|---|
| Synced from someone's own account | Email (synced from Gmail, or sent from KretaOS through your Gmail), meetings from your Google Calendar, Google Meet transcripts, chats on your WhatsApp | The teammate it came from, plus teammates who were on it (From, To or Cc) |
| Recorded by one person | A meeting you record, a transcript you add | The person who recorded it. The facts learned from it are shared (see Who sees a recording) |
| Logged on purpose | Notes, calls, WhatsApp chats you log by hand, meetings you log by hand, imports | Everyone in the workspace |
Under the default policy, admins are included in the restriction. Being an admin does not open a teammate's synced mail.
What everyone still sees
The team always sees the shape of the relationship, just not the private words:
- the client's last contact date and the relationship score
- counts of touches and who owns the client
- anything logged on purpose
Facts that KretaOS learns from a private email stay private in the same way. They are not shown to the whole team.
Your workspace's policy
KretaOS sets the privacy mode for your workspace by agreement with your company — one mode each for email, calendar, your own WhatsApp and recorded meetings, because a company may decide each one differently. It is not a setting inside the workspace. Each source uses one of three modes:
- Participants only (the default): a synced message is visible only to the teammates on it, admins included. For a recorded meeting this means only the person who recorded it.
- Admin oversight: the people on the message, plus your workspace admins.
- Everyone: everyone on the team sees it.
To learn which mode your workspace uses, or to change it, ask your admin, or write to us.
Good to know
- Adding a teammate to a client does not open your mail. It changes whose list the client is on, not who can read your threads.
- Exports follow the same rule. An admin exporting data gets what they could see in KretaOS.
- Ask AI follows it too. The AI assistant answers each person only from what that person can see.
Related
- What Google syncs — Which emails and calendar events KretaOS brings in from your Google account, how often, and what it leaves alone.
- Who can see what — Which records are shared with the whole team, which messages stay private, and how roles change what you see.
- Who sees a WhatsApp number — A team number is seen by the people on its access list. Your own number is seen only by you.
- How KretaOS uses your Google data — What KretaOS reads from Gmail and Google Calendar, what it never does with it, and how to disconnect at any time.
Or write to contact@tamkis.com