Privacy Policy

1. Information We Collect

We collect information to provide, operate, and improve our services. We categorize this into two main types: Account Data (about you) and Service Data (about your clients/emails).

• Account Information: When you register, we collect your name, email address, phone number, company name, and billing details. If you register via Google Sign-In, we receive your basic profile information.
• Service & Integration Data: To provide our core services, you may connect third-party platforms. We collect and securely store your forwarding email addresses, custom SMTP credentials (securely encrypted), and chat IDs for WhatsApp or Telegram delivery.
• Email & Ticket Data: When you forward emails to Mail AI, we process the contents of those emails (sender, subject, body, and attachments) to generate AI summaries, create support tickets, and draft replies based on your AI Knowledge Base.
• Usage & Device Data: We automatically collect log data, device information, IP addresses, and browsing behavior to maintain platform security and improve user experience.

2. How We Use Your Data

We process your data primarily to act as your intelligent email command center:

• Service Delivery: To receive your incoming emails, structure them into tickets, and send instant notification alerts via WhatsApp Business API or Telegram.
• AI Processing (HITL): To summarize long emails and generate suggested draft replies. Our Human-In-The-Loop (HITL) architecture ensures no email is sent to your clients without your manual approval.
• Communication: To send you service updates, billing alerts, and platform announcements.
• Security: To detect, prevent, and mitigate fraud, unauthorized access, or technical issues.

3. AI Models & Third-Party Sharing

We do not sell your personal or customer data. We only share data with trusted sub-processors strictly necessary to operate Mail AI:

• Messaging Providers: We transmit brief notification summaries to Meta (WhatsApp) and Telegram strictly for the purpose of delivering your alerts.
• AI Infrastructure: We use secure, enterprise-grade LLM APIs (such as Google Gemini or OpenAI) to generate summaries and drafts. Your private email data is NOT used by these providers to train their public AI models. Data is only processed momentarily to return the generated text.
• Infrastructure & Payments: We use secure cloud hosting providers and PCI-compliant payment gateways to store your data and process subscriptions securely.
• Legal Compliance: We may disclose data to government agencies or law enforcement if legally mandated to protect the rights, property, or safety of Mail AI, our users, or the public.

4. Security & Data Protection

We implement robust, industry-standard security measures to protect your data. All data transmitted between your device and our servers is encrypted using SSL/TLS. Sensitive Integration Data: Any custom SMTP passwords or third-party app passwords you provide are encrypted in our databases and are never stored in plain text. While we strive to use commercially acceptable means to protect your personal information, no method of transmission over the internet is 100% secure.

5. Data Deletion and Retention

Your Rights: You have the right to access, modify, or delete your personal information. You can delete your account directly from the Mail AI dashboard. Deleting your account will permanently purge your user profile, custom knowledge base, and ticketing history from our active servers.

Retention: We retain your Account Data for as long as your account is active. Service Data (like resolved tickets and emails) is retained to provide historical context to your AI Agent, but can be manually cleared by you at any time. We may retain certain data as necessary to comply with legal obligations or resolve disputes.