Last updated 27 October 2026. This notice describes the supplier invoice reader operated by Hoole Food Market. Contact hoolefoodmarket@gmail.com with access, correction or deletion requests.
With the mailbox owner’s consent, the tool uses the Gmail API’s read-only permission to find supplier correspondence and retrieve invoice PDFs. That permission technically permits reading messages and settings across the authorised mailbox. The configured collector limits its searches to approved supplier senders and subjects, excluding sent mail, spam and trash. It does not send, delete or modify messages.
HFMOS retains selected supplier documents, relevant sender and subject details, message and attachment identifiers, receipt dates and extracted invoice data. These records support invoice review, purchasing reconciliation, duplicate detection and an audit trail. Statements and accounting references are kept separate from physical delivery evidence.
Selected documents and extracted records are held in Hoole Food Market’s controlled HFMOS environment and its backups. Access is restricted to authorised staff and authorised technical support where necessary to operate or troubleshoot the system. Google authorisation credentials are stored separately from source code and ordinary document exports; credentials are not published on this website. Transport uses encrypted connections.
Google data is used to provide and maintain the invoice intake function. It is not sold, used for advertising, or used to train general-purpose AI models. It is not transferred to another organisation except to service providers acting for Hoole Food Market to host, secure or support the system, where necessary for those purposes, or where required by law.
HFMOS Gmail Invoice Reader’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.
Disconnecting Google access stops future collection; it does not automatically delete invoices already retained as business records. Hoole Food Market retains those records for its operational and applicable accounting requirements. Contact the address above to request review or deletion of information that is no longer needed. Backup copies remain subject to the applicable backup-retention cycle.
The mailbox owner can revoke the tool’s Google access in their Google Account’s third-party connections settings. The operator can also stop the collector. Changes to the purpose or scope of collection require an updated notice and any necessary consent.