Privacy Policy
Email Assistant
This Privacy Policy explains how Email Assistant for macOS collects, uses, stores, and shares information when you connect mailboxes, generate reply drafts, manage mailbox knowledge documents, and use subscription features.
Summary
- Email Assistant connects to Gmail and Outlook accounts that you choose to add.
- OAuth access tokens are stored locally in the macOS Keychain.
- The app stores connected account details, settings, polling state, and draft metadata locally on your device.
- When you generate a reply or use knowledge base features, relevant data is sent to Firebase-hosted backend functions, which then call OpenAI on the server side.
- Mailbox knowledge documents you upload or export may be stored in a mailbox-specific OpenAI vector store and linked through Firebase Firestore.
- Subscription purchases are handled through Apple StoreKit.
- Some builds may send limited usage analytics events through Firebase Analytics.
- We do not sell your personal information.
Information We Collect
1. Account and sign-in information
When you connect a mailbox, the app receives account information from Google or Microsoft such as your email address, display name, mailbox provider, and OAuth tokens needed to access the mailbox features you authorize.
2. Mailbox content and metadata
To show your inbox, thread view, and drafts, the app processes message metadata and content such as sender and recipient details, subject lines, snippets, message bodies, timestamps, message identifiers, thread history, unread state, and draft identifiers.
When you request AI reply generation, the app may send a limited representation of the relevant thread to the backend, including the latest message text, a portion of earlier thread history, sender details, your reply goal, your saved writing preferences, and supported inline image attachments from the latest message when available.
3. Knowledge base documents
If you upload files or export inbox threads into the knowledge base, the app processes the file content, filename, mailbox account identifier, and related thread metadata. Approved knowledge documents may be stored for later retrieval when generating future replies for that mailbox.
4. Local settings and app state
The app stores local settings and state including connected accounts, polling interval, auto-draft preferences, user writing preferences, seen message history, new message markers, and generated draft metadata such as subject, body, confidence score, and timestamps.
5. Subscription and purchase information
The app checks subscription entitlements and product identifiers through Apple StoreKit to determine access to mailbox and knowledge base limits. Payment processing is handled by Apple.
6. Limited analytics
Some builds may include limited Firebase Analytics usage events, such as a reply-generation event with fields like mailbox provider, whether a goal was supplied, and a confidence value. The app code does not send full email body text through this analytics event.
How We Use Information
- To authenticate you with Google and Microsoft and maintain mailbox access.
- To fetch inbox threads, render message content, create drafts, and save drafts back to your mailbox.
- To generate AI-assisted reply suggestions based on the thread you selected and the preferences you saved.
- To maintain a mailbox-specific knowledge base that can improve future reply suggestions.
- To operate subscription gating, enforce product limits, and restore purchases.
- To monitor app behavior at a limited level where analytics is enabled.
- To protect the service, diagnose failures, and improve reliability.
Storage and Retention
On your device
- OAuth tokens are stored in the macOS Keychain.
- Connected account data, settings, polling state, and draft metadata are stored locally in the app’s Application Support files.
On backend services
- Reply-generation requests are processed through Firebase-hosted callable functions.
- Knowledge base documents may remain in mailbox-scoped OpenAI vector stores until you delete them or delete the mailbox knowledge base.
- Mailbox-to-vector-store mappings may be stored in Firebase Firestore while the knowledge base exists.
When data is removed
- If you disconnect an account, the app removes the locally stored token, account settings, and poll-state data for that account from the device.
- Disconnecting an account does not automatically delete previously uploaded mailbox knowledge documents from backend services unless you separately delete that knowledge base.
Your Choices
- You can choose whether to connect Gmail, Outlook, or both.
- You can disconnect accounts from within the app.
- You can decide whether to use AI reply generation.
- You can disable automatic draft generation and saving in Settings.
- You can upload, refresh, delete individual knowledge documents, or delete a mailbox knowledge base.
- You can manage or cancel subscriptions through Apple.
Security
Email Assistant uses platform and service controls such as macOS Keychain storage for OAuth tokens and server-side handling of the OpenAI API key through Firebase Functions secrets. No security measure is perfect, and you should avoid using the app for highly sensitive or regulated workflows unless you have independently assessed whether the current deployment is appropriate for that use.
International Data Transfers
Because Email Assistant relies on cloud providers such as Google, Microsoft, Firebase, OpenAI, and Apple, information may be processed on servers located outside your country or region.
Children’s Privacy
Email Assistant is not directed to children under 13, and it is not intended for use by children.
Changes to This Policy
This Privacy Policy may be updated from time to time. If the policy changes, the updated version should be published with a new effective date.
Contact
For privacy questions or requests related to Email Assistant, use the support details published on ai-lab.com.au or in the app’s store listing or distribution page.