Privacy Policy

1. Introduction

Welcome to Mail Buddy ("we," "our," or "us"). We are committed to protecting your personal information and your right to privacy. This Privacy Policy applies to all information collected through our website and our email automation services (the "Services").

2. Information We Collect

We collect information that you validly provide to us, including:

• Personal Information: Name, email address, and authentication credentials (via Google OAuth).
• Email Data: By connecting your Gmail account, you grant us access to read, process, and classify your emails to provide our Services. We process email metadata (sender, subject, date) and content.
• Usage Data: Information about how you use our Services, including your interaction with our features.

3. Google API Services Usage Disclosure

Mail Buddy'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.

We access your Gmail data only to provide the specific email classification and automation features you have requested. We do not use this data for advertising purposes.

4. Data Retention and Deletion of Google User Data

MailBuddy accesses Google user data (such as Gmail email metadata and content) only after you provide explicit consent through Google OAuth authentication. This access is used solely to provide core email automation and productivity features within the application.

1. Data Retention

We retain Google user data only for as long as necessary to:

• Provide requested MailBuddy services (such as email sending, inbox automation, or message processing)
• Maintain active user functionality
• Ensure service reliability and security

We do not store Gmail message content permanently. Any Gmail data processed is used only during active service operation and is not retained beyond what is required for functionality.

We do not sell, rent, or share Google user data with third parties for advertising or marketing purposes.

2. Limited Account Record Retention

If you delete your account, we may retain a minimal basic user record (such as your email address and unique internal ID) in a deactivated state.

This is strictly maintained only for legitimate business and compliance purposes, including:

• Past payment and subscription plan history
• Financial reconciliation
• Audit logs and fraud prevention
• Legal and regulatory obligations

This retained information does not include Gmail message content or ongoing access to Google services.

3. Data Deletion

Users have full control over their Google user data.

You may request deletion of your data at any time by:

• Using the Delete Account / Delete Data option available within your MailBuddy dashboard
• OR
• Contacting us directly at: support@getmailbuddy.com

Upon deletion request or account termination:

• All stored Google user data (including email metadata, automation settings, and processed results) is permanently deleted.
• OAuth access tokens and authorization credentials are immediately revoked and invalidated.
• No Gmail data is retained after deletion.
• All deletions are completed within 7 business days, unless a longer period is legally required.

4. Revoking Google Access

You can revoke MailBuddy’s access to your Google account at any time through your Google Account settings:

https://myaccount.google.com/permissions

Once access is revoked, MailBuddy will no longer be able to access Gmail data, and any associated stored data will removed as described above.

5. Data Security

We implement reasonable administrative and technical safeguards to protect Google user data from unauthorized access, misuse, or disclosure.

5. How We Use Your Information

We use your information to:

• Provide, operate, and maintain our Services.
• Improve, personalize, and expand our Services.
• Understand and analyze how you use our website.
• Develop new products, services, features, and functionality.
• Communicate with you, including for customer service and updates.

6. Data Sharing and Transfer

We do not share your personal email data with third parties for their marketing purposes. We may share anonymized or aggregated data with AI service providers. strictly for the purpose of processing your requests and improving our classification algorithms, ensuring they adhere to strict data protection standards.

7. Data Retention and Deletion

We retain personal information and email data only for as long as necessary to provide our Services and fulfill the purposes described in this policy, or as required by law.

User Data Deletion

You have the right to request the deletion of your personal data at any time. When you request deletion:

• Account Deletion: When you delete your Mail Buddy account via the dashboard:
  • We permanently delete all your operational data immediately, including email classifications, monitoring sessions, classification rules, and linked Gmail/Outlook account tokens. This action is irreversible.
  • We retain your basic user record (email address and unique ID) in a deactivated state. This is strictly maintained for reference regarding past payments, subscription plans, and audit logs.
  • Your email address will be permanently blocked from creating a new account on our platform to prevent service abuse.
• Revoking Access: If you revoke Mail Buddy's access to your Gmail account via your Google Account security settings, we will lose access to your emails immediately. We will subsequently delete any associated data stored on our servers.
• Manual Request: You can explicitly request data deletion by contacting us at support@getmailbuddy.com. We will process such requests within 7 business days.

8. Data Security

We are committed to protecting your data. We implement industry-standard technical and organizational security measures, including:

• Encryption: All data transmitted between your device, Google servers, and our servers is encrypted using TLS (Transport Layer Security) protocols. Sensitive data like access tokens are encrypted at rest.
• Access Controls: We strictly limit access to personal data to authorized personnel who need it to provide the Service.
• Infrastructure Security: Our servers are hosted in secure environments with robust firewalls and regular security audits to protect against unauthorized access, alteration, disclosure, or destruction of your personal information.

9. Your Rights

Depending on your location, you may have rights regarding your personal data, including the right to access, correct, or delete your data, and to object to or restrict its processing. To exercise these rights, please contact us.

10. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us at: support@getmailbuddy.com