Last Updated: September 14, 2024

Thank you for choosing “Mail Assist.” Your privacy is important to us, and this Privacy Policy outlines how we collect, use, and safeguard your information while using the app. By using “Mail Assist,” you agree to the practices described in this policy.

1. Information We Collect
“Mail Assist” collects the following information to ensure the proper functionality of the app:

User Labels & Email Data: When users select the “email” option, “Mail Assist” accesses Gmail user labels and inbox to fetch threads messages, email addresses and associated domains.
Company Information: Users provide a company name and company details as part of the email generation process.
Website URLs: For users who select the “website” option, “Mail Assist” collects website URLs of website and Gmail to extract email addresses and corresponding domains.
Generated Files: For both email and website options, the app generates files containing email-threads data,email addresses, domain information, and other relevant content, which are stored in the user’s Google Drive.

ChatGPT API key: User adds the openai’s chatGPT API key for email response process.

Embeddings & AI Processing: To facilitate AI-based email responses, the app processes email and website data into embeddings and uses them to generate responses via a third-party AI API (OpenAI’s GPT model). Embedding files are also stored in your Google Drive.

2. How We Use Your Information
The information collected by “Mail Assist” is used solely for the following purposes:

Email Response Generation: “Mail Assist” processes selected email and website data to generate personalized AI responses, which are stored as drafts in your Gmail.
File Storage: All files generated during the app’s operation (including email threads, domain information, HTML files, and embeddings) are securely stored in your Google Drive. These files are only accessible to you and the app for processing purposes.
Trigger Mechanisms: Time-based triggers run every 10 minutes to fetch newly received emails for response generation. These emails are processed to match against stored embeddings to generate the most relevant responses.

3. Third-Party Services
To ensure proper functionality, “Mail Assist” integrates with the following third-party services:

Google APIs: The app uses Google’s Gmail API, Drive API, and Sheets API to access, store, and manage user data, emails, and generated files.
OpenAI API: “Mail Assist” sends selected email embeddings and instructions to OpenAI’s GPT model to generate AI-based email responses. Only the necessary data for response generation is sent, and no personally identifiable information is shared unnecessarily.

4. Data Storage & Security
Your data security is our top priority. “Mail Assist” uses Google’s secure APIs to manage email and file data. All files, including embeddings, email threads, and HTML files, are stored in your Google Drive. We do not have access to your data outside the scope of the app’s functionality. Additionally, we ensure that:

Access to Your Data: The app only accesses data (emails, labels, website information) that is necessary to provide its services. It does not collect or store any unnecessary data.
Data Retention: The app retains embedding files in your Google Drive for future use. These files can be deleted manually by the user at any time.
Encryption & Security: All communications between “Mail Assist” and external services, including Google and OpenAI, are encrypted to ensure data integrity and confidentiality.

5. Your Choices
You have control over the data that “Mail Assist” accesses and processes. You can:

Opt-Out of Label Selection: When fetching email data, you have the option to de-select certain emails and domains that you do not wish to be processed by “Mail Assist.”
Manual Deletion of Files: All files created by “Mail Assist” are stored in your Google Drive. You have full control to delete these files whenever you wish except embedding file.
Consent Withdrawal: If you no longer wish to use “Mail Assist” and want to revoke permissions, you can uninstall the app and revoke access to Google APIs via your Google Account settings.

6. Data Sharing
We do not share your personal data with third parties outside the scope of essential services used by the app (e.g., Google and OpenAI). Your data is processed within the app only to generate the AI-based responses. We do not sell or share your data for marketing purposes.

7. Your Rights
As a user of “Mail Assist,” you have the following rights concerning your data:

Access: You can request to access the data processed by “Mail Assist.”
Correction: If any of your personal data is incorrect, you have the right to request its correction.
Deletion: You can request the deletion of any data generated by “Mail Assist” or stored in your Google Drive.

8. Changes to This Privacy Policy
We may update this Privacy Policy periodically to reflect changes in our practices or for other operational, legal, or regulatory reasons. You will be notified of any significant changes, and the latest version will always be available within the app.

9. Contact Us
If you have any questions or concerns about this Privacy Policy or the practices of “Mail Assist,” please feel free to contact us at support@mailassist.ai

By using “Mail Assist,” you acknowledge that you have read and understood this Privacy Policy and agree to its terms.