Legal
Privacy Policy
Last updated: June 10, 2026
At MailMind, we are committed to protecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your information when you use our email management service.
Information We Collect
When you use MailMind, we collect the following types of information:
Account Information: Your name, email address, and authentication tokens when you sign in with Gmail or Outlook via OAuth 2.0.
Email Data: We process the content, metadata (sender, recipient, subject, timestamps), and attachments of emails in your connected accounts to provide AI triage, summaries, and reply drafts. Email content is processed in real-time and not permanently stored on our servers beyond what is needed to deliver the service.
Usage Data: Information about how you interact with MailMind, including features used, automation rules created, and performance metrics.
Device Information: Browser type, operating system, IP address, and device identifiers for security and analytics purposes.
How We Use Your Information
We use the information we collect to:
- Provide, maintain, and improve MailMind's features and services
- Process and analyze your emails using AI to deliver triage scores, summaries, and reply drafts
- Execute automation rules and template dispatches you configure
- Send you service-related notifications and updates
- Monitor and analyze usage trends to improve user experience
- Detect, prevent, and address technical issues and security threats
- Comply with legal obligations
We do not use your email content to train AI models. Your data is used solely to provide the service to you.
Data Security
We take the security of your data seriously and implement industry-standard measures to protect it:
- Encryption in Transit: All data transmitted between your browser and our servers is encrypted using TLS 1.2+.
- Encryption at Rest: Data stored in our databases is encrypted using AES-256 encryption.
- OAuth 2.0: We never see or store your email passwords. Authentication is handled entirely through OAuth 2.0 with Google and Microsoft.
- Access Controls: Access to production data is restricted to authorized personnel only, with role-based access controls and audit logging.
- Infrastructure: Our services run on AWS with SOC 2 compliant infrastructure.
Third-Party Services
We use the following third-party services to operate MailMind:
- Google APIs: To access Gmail accounts via OAuth 2.0 (governed by Google's API Services User Data Policy)
- Microsoft Graph API: To access Outlook accounts via OAuth 2.0
- Google Gemini: To power AI features including email triage, summaries, and reply generation
- Amazon Web Services (AWS): For cloud infrastructure, database, and compute services
- Paddle: For payment processing and subscription management
We do not sell, rent, or share your personal information with third parties for their marketing purposes.
Google API Services User Data Policy
MailMind's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
Your Rights
You have the following rights regarding your personal data:
- Access: Request a copy of the personal data we hold about you.
- Correction: Request correction of inaccurate or incomplete data.
- Deletion: Request deletion of your personal data and account.
- Export: Request an export of your data in a portable format.
- Revoke Access: Disconnect your email accounts at any time through your account settings or directly through Google/Microsoft's security settings.
- Opt-Out: Opt out of non-essential communications.
To exercise any of these rights, contact us at founders@mailmind.site.
Data Retention
We retain your data for as long as your account is active or as needed to provide you services. If you delete your account, we will delete your personal data within 30 days, except where we are required to retain it for legal or compliance purposes.
Processed email data (triage scores, summaries, draft replies) is retained only as long as needed to provide the service and is purged when you disconnect an email account or delete your MailMind account.
Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last Updated" date. Your continued use of MailMind after changes are posted constitutes your acceptance of the updated policy.
Contact Us
If you have any questions about this Privacy Policy or our data practices, please contact us at:
Email: founders@mailmind.site