Promptly Mail

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Privacy Policy for PromptlyMail.ai

Last Updated: 20/08/25

1. Introduction

PromptlyMail.ai (“the Service”) is an AI-powered email drafting assistant that integrates with Gmail to help users generate and manage email replies. This Privacy Policy explains how we handle user data.

2. Information We Access

When you connect your Gmail account, we may access the following information:

  • Gmail message metadata (sender, recipient, subject, timestamps).
  • Email content from your inbox.
  • Gmail Drafts created using the Service.
  • Gmail labels used for workflow management.
  • OAuth tokens necessary to connect to your Gmail account.

We regularly process all emails in your inbox to build a retrieval-augmented generation (RAG) context for better reply generation.

3. Purpose of Data Use

  • To read inbox emails and generate draft replies.
  • To save generated drafts into your Gmail account for your review and editing.
  • To apply workflow labels and manage email status.
  • To create and maintain a RAG context based on your email history to improve draft accuracy.

4. Data Retention

  • Drafts are saved directly to your Gmail account.
  • RAG context email embeddings are stored for as long as you are signed up for the Service.
  • All embeddings and related data are deleted within 48 hours of your account being discontinued.
  • Data is deleted immediately if you use the “Disconnect & Delete My Data” feature.
  • OAuth tokens are retained while your account is connected and are deleted upon disconnection.

5. Data Sharing

We do not sell or share your Gmail data. We use third-party processors only to provide the Service:

  • AI provider (e.g., OpenAI) for draft generation.
  • Vector database provider (e.g., Pinecone) for RAG context storage.

These providers are used solely to process your requests and are not permitted to use your data for advertising or model training.

6. Security

  • All data is encrypted in transit (TLS) and at rest.
  • Access is limited by role-based controls.
  • Activity is logged and monitored.
  • We maintain incident response and vulnerability management procedures.

7. User Controls

  • You may disconnect your account at any time.
  • A “Disconnect & Delete My Data” option is available, which deletes OAuth tokens, embeddings, and all stored data immediately.
  • You may also contact us at [contact@promptlymail.ai] for data deletion requests.

8. Compliance with Google Limited Use Policy

We comply with Google’s User Data Policy, including the Limited Use requirements:

  • We do not use Gmail data for advertising.
  • We do not sell Gmail data.
  • We do not allow humans to read Gmail data, except when required by law or with your explicit consent.
  • We do not transfer Gmail data except to provide the Service.

9. Contact

If you have questions about this Privacy Policy, please contact us at:
[contact@promptlymail.ai]