Privacy Policy

Last updated: [DATE]

Short version: we read your new emails only to pick a category, using open-weight AI models we host ourselves. Email content is processed in memory and never stored. We keep sender, subject, category and confidence for 30 days so you can see what happened. We never send or delete your email, and we don't sell data.

1. Who we are (data controller)

MailTag is operated by [YOUR LEGAL NAME / COMPANY], [POSTAL ADDRESS], [COUNTRY], which is the data controller for personal data processed through mailtag.app. Contact: support@mailtag.app. [EU/UK REPRESENTATIVE OR DPO, IF REQUIRED]

2. What we collect

Account data: email address, hashed password, plan and trial status, account settings and your custom categories.
Mailbox connection data: IMAP host, username and app password. App passwords are encrypted at rest with AES-256-GCM.
Email content (transient): to classify a message we fetch its sender, subject and body text. This content is processed in memory and discarded immediately after classification. It is not written to our database or logs.
Activity log: for each processed email we store sender, subject, assigned category and confidence score, for 30 days.
Webhook and API data: webhook URLs and signing secrets you configure, and API keys (Pro). Content you send to the triage API is processed in memory and not stored.
Billing data: handled by Stripe. We receive a customer ID, subscription status and limited card details (brand, last four digits); we never see full card numbers.
Technical data: IP address, browser type and timestamps in server logs, used for security and debugging. [STATE LOG RETENTION, e.g. 14 days]

3. How we use it and our lawful basis (GDPR Art. 6)

Providing the Service — connecting to your mailbox, classifying emails, applying labels, sending webhooks, showing your activity log: performance of a contract (Art. 6(1)(b)).
Billing and accounting: performance of a contract and legal obligation (Art. 6(1)(c)) for tax records.
Security, abuse prevention and debugging: legitimate interests (Art. 6(1)(f)) in keeping the Service safe and working.
Service emails (trial ending, billing, security notices): performance of a contract. We only send marketing emails with your consent (Art. 6(1)(a)), which you can withdraw anytime.

Emails in your mailbox may contain personal data of third parties (your correspondents). We process that data only on your instructions and only to classify the message; for that processing you act as controller and we act as your processor. [OPTIONAL: LINK TO DATA PROCESSING AGREEMENT]

4. AI processing

Classification runs on open-weight language models hosted on our own infrastructure. Your email is not sent to OpenAI, Google, Anthropic or any other third-party AI provider, and it is not used to train models. Classification is automated but produces only a label in your own mailbox; it has no legal or similarly significant effect on you.

5. What we never do

We never send email from your mailbox and never delete email.
We never sell or rent personal data, and we don't use it for advertising.
We never store email bodies.

6. Subprocessors

We share data only with providers needed to run the Service:

Stripe, Inc. — payment processing and customer billing portal (privacy policy).
[HOSTING PROVIDER] — application hosting, database and AI model inference, located in [REGION].
[TRANSACTIONAL EMAIL PROVIDER, IF ANY] — account and billing emails.

Webhook destinations (e.g. Slack, Discord, Zapier, Make, n8n) are chosen and configured by you; data you route there is governed by those services' policies.

7. International transfers

Where personal data is transferred outside the EEA/UK (for example to Stripe in the United States), we rely on adequacy decisions or Standard Contractual Clauses as appropriate.

8. Retention

Email content: not retained; discarded right after classification.
Activity log (sender, subject, category, confidence): automatically deleted after 30 days.
Mailbox credentials: until you remove the mailbox or delete your account, and automatically deleted 7 days after your trial or subscription ends.
Account data: for as long as your account exists.
Billing records: as long as required by tax law [e.g. 10 years].

9. Account deletion

You can delete your account at any time from your account settings. When you do, we delete your account data, stored mailbox credentials, categories, webhooks, API keys and activity log without undue delay [e.g. within 30 days, including backups], except billing records we must keep by law. Your emails and any labels already applied remain in your mailbox. You can also revoke our access at any time by deleting the app password in your email provider's settings.

10. Security

App passwords are encrypted at rest with AES-256-GCM, all traffic uses TLS, and webhook deliveries are signed with HMAC-SHA256. Access to production systems is restricted to the operator.

11. Your rights

Depending on where you live (including under the GDPR and UK GDPR), you have the right to access, correct, delete, restrict or object to processing of your personal data, to data portability, and to withdraw consent at any time. To exercise these rights, email support@mailtag.app; we respond within 30 days. You also have the right to lodge a complaint with your local data protection authority [e.g. NAME OF YOUR LEAD SUPERVISORY AUTHORITY].

12. Cookies

We use only strictly necessary cookies to keep you logged in and protect forms against CSRF. We don't use advertising or third-party tracking cookies. [UPDATE IF YOU ADD ANALYTICS]

13. Children

The Service is not intended for anyone under 16, and we do not knowingly collect their data.

14. Changes

We will post any changes on this page and update the date above. For material changes we will notify you by email before they take effect.

15. Contact

[YOUR LEGAL NAME / COMPANY]
[POSTAL ADDRESS], [COUNTRY]
Email: support@mailtag.app