Privacy Policy
Effective Date: March 11, 2025
Thank you for using MailSynth (“we,” “us,” “our”). This Privacy Policy describes how we collect, use, and protect your information when you use our AI-based Gmail organizer and daily digest service (the “Service”). By accessing or using MailSynth, you consent to the practices described in this Privacy Policy. If you do not agree with any part of this Privacy Policy, please do not use the Service.
Scope
This Privacy Policy applies to all users of the MailSynth Service. It covers:
What data we collect, and how we collect it.
How we use your data.
How we share or do not share your data.
Your rights and choices regarding your data.
How we protect your data.
Information We Collect
2.1 Data Provided by You
Google Account Information: When you sign in to MailSynth using your Google account, we collect your basic Google profile data (e.g., your email address, name, and a unique user ID) as required to authenticate you and provide access to our Service.
Permissions & Scopes: In order to provide our Service, we request specific Gmail API permissions. These scopes allow us to access, read, and organize your emails for the purpose of generating summaries and providing daily digests.
2.2 Data Collected Automatically
Email Metadata: We may collect email metadata (e.g., sender, recipient, subject, timestamps) to organize your inbox and generate summaries more efficiently.
Device & Usage Data: We may automatically collect information such as your IP address, browser type, device information, and usage patterns (e.g., which features you use) to improve our Service and troubleshoot issues.
Cookies and Similar Technologies: We may use cookies or similar tracking technologies to remember your preferences and keep you signed in. For more information on how we use cookies, refer to our [Cookie Policy], if applicable.
How We Use Your Information
Provide the Service: We use your Gmail data (including email metadata and content when necessary) to generate organized views of your inbox, daily digests, and other features you request.
AI Analysis: We employ AI models such as Google Gemini to categorize, prioritize, and summarize your emails. Your email content may be processed temporarily to produce summaries, but we do not permanently store full email bodies.
Account Management: We may use your information for account authentication, support, administrative communications, and to notify you about important updates (e.g., changes to our Terms of Service or Privacy Policy).
Service Improvements: We may analyze aggregated, de-identified usage data to improve our algorithms, enhance Service performance, and develop new features.
Legal Compliance: We may use your information to comply with applicable laws, regulations, or legal obligations (e.g., responding to lawful requests by public authorities).
Data Sharing and Disclosure
4.1 No Selling of User Data
MailSynth does not sell or rent your personal information or email data to third parties for any purpose.
4.2 No Unauthorized Sharing
We do not share or distribute your personal information, email contents, or user data with any third parties except as described below and only for the legitimate purpose of providing our Service.
4.3 Service Providers
We use Google Cloud, Firebase, and Google Gemini to render our Service. Some user data (e.g., email content, metadata) may pass through or be temporarily stored on these services for processing. We ensure that any vendors or partners processing data on our behalf adhere to strict confidentiality and security standards and only use the data to perform the tasks we require of them.
4.4 Legal Requirements
We may disclose user data if required by law or to comply with valid legal processes (e.g., court orders). We will take steps to ensure that any such disclosure is limited to what is necessary under the circumstances, and, where possible, we will notify affected users.
4.5 Business Transfers
In the event of a merger, acquisition, reorganization, or sale of assets, your information may be transferred as part of the transaction. We will notify you via email and/or a prominent notice on our Service of any change in ownership or use of your personal information, as well as any choices you may have regarding your personal information.
Data Storage and Security
Data Location: We use secure servers on Google Cloud and Firebase to store and process user data.
Temporary Storage of Email Data: To provide AI-based summaries, certain email content may be cached or stored temporarily. We do not keep complete email bodies indefinitely; only select data (e.g., summary data, user settings) is retained for service continuity and convenience.
Security Measures: We employ industry-standard security measures such as encryption (in transit and at rest), secure access controls, and firewalls to protect your information. However, no electronic transmission or storage system is 100% secure, and we cannot guarantee absolute security.
Data Retention: We retain necessary user information for as long as required to fulfill the purposes outlined in this Policy or comply with legal obligations. If you close your account or request deletion, we will remove or anonymize your personal data as soon as practicable, unless we are legally required to retain it.
Children's Privacy
MailSynth is not intended for individuals under the age of 16 (or the age of majority in your jurisdiction if higher). We do not knowingly collect personal information from children. If we become aware that we have inadvertently received such information, we will delete it promptly.
Your Rights and Choices
Depending on your jurisdiction, you may have certain rights regarding your personal information:
Access & Correction: You may have the right to request access to your data and request corrections or updates.
Deletion: You may request the deletion of your personal data, subject to certain limitations (e.g., legal obligations).
Consent Withdrawal: Where we rely on consent for processing, you may withdraw that consent at any time without affecting the lawfulness of processing based on consent before its withdrawal.
Objection to Processing: You may have the right to object to certain processing activities, including direct marketing.
Exercise of Rights: To exercise these rights, please contact us at [Support Email Address]. We will respond within a reasonable timeframe in accordance with applicable laws.
International Data Transfers
If you access MailSynth from outside the country where our servers are located, your data may be transferred across international borders. We take measures to ensure appropriate safeguards are in place to protect your data in accordance with this Privacy Policy and applicable laws.
Policy Updates
We may occasionally update this Privacy Policy to reflect changes in our practices, technologies, or legal requirements. When we do so, we will revise the “Effective Date” at the top of the page. If the changes are significant, we may also provide more prominent notice (e.g., by email or an in-Service notification). Your continued use of MailSynth after these changes become effective indicates acceptance of the revised Policy.
Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy, please contact:
MailSynth Privacy Team
privacy@mailsynth.com
