Privacy Policy

1. Overview

MailCopilot ("we", "our", "us") is a Chrome extension that generates AI-powered email reply drafts directly inside Gmail and Outlook Web. This Privacy Policy explains what personal data we collect, why we collect it, and how it is protected.

By installing or using MailCopilot you agree to this policy. If you do not agree, please uninstall the extension.

      Core privacy principle
      Your email content is never stored on our servers. It is sent to the AI model
      to generate a reply and immediately discarded. We only retain non-sensitive
      metadata (subject, sender, email type) as a short-lived cache.
    

2. Data We Collect

2.1 Account & identity data

Field	Source	Purpose
Email address	Google / Microsoft OAuth	User identification, account creation
Google ID / Microsoft ID	OAuth provider	Unique user identifier — we never store passwords
Auth provider	Login flow	Know whether you signed in with Google or Microsoft

2.2 Usage & billing data

Field	Purpose
Token balance	Track available AI credits
Total API calls / tokens used	Usage display in popup, company admin dashboard
Total amount paid (cents)	Purchase history for support
Stripe Customer ID	Link your account to Stripe for payments — card data is held exclusively by Stripe
Last active timestamp	Account activity, inactive account cleanup

2.3 Preferences

Tone slider settings (formality, warmth, confidence, conciseness, humor), preferred sign-off, display name, and personal context note. Stored to personalise AI drafts across sessions.

2.4 Feedback

Star rating (1–5), optional free-text comment, and the email type/subject of the email you rated. Stored to improve response quality. Your full email body is never included.

2.5 Error logs

Endpoint, HTTP status code, error message, and anonymised request metadata (no email content) for debugging. Automatically purged after 30 days.

2.6 Data we do NOT collect

Passwords or plain-text auth tokens
Full email body (not written to disk or database — see Section 4)
Browsing history or activity outside Gmail / Outlook
Location data
Health or financial information beyond what is listed above

3. How We Use Your Data

Providing the service — authenticating you and routing your AI requests.
Billing — tracking token consumption and processing payments via Stripe.
Personalisation — applying your tone preferences to every draft.
Quality improvement — analysing anonymised feedback ratings to improve AI prompts.
Debugging — diagnosing errors using anonymised server logs.
Team features — allowing company admins to view per-member usage counts.

We do not use your data for advertising, profiling, or any purpose unrelated to email drafting.

4. Email Content & AI Processing

When you open an email, the extension reads its content from the Gmail or Outlook page in your browser and sends it to our backend API over an encrypted HTTPS connection. Our backend forwards the text to Anthropic's Claude API to generate a reply draft.

      Email body is never written to disk
      The raw text of your emails passes through our server in memory only and is
      discarded immediately after the AI response is returned. It is never stored
      in our database.
    

We do cache a SHA-256 hash of the email content together with non-sensitive metadata (subject line, sender name, detected email type, AI-generated summary) for up to 7 days. This cache avoids charging tokens for the same email twice. It contains no message body.

Anthropic processes your email text in accordance with their own Privacy Policy. Your data is not used to train Anthropic's models under our enterprise API agreement.

5. Data Sharing & Third Parties

Third party	Data shared	Purpose
Anthropic (Claude API)	Email text (in-flight only, not stored)	AI reply generation
Stripe	Email address, Stripe Customer ID	Payment processing — card data held by Stripe, never by us
Google / Microsoft	OAuth token (handled by the browser)	Authentication only
Railway (hosting)	Server logs (no email content)	Infrastructure hosting

We do not sell, rent, or trade your personal data with any third party.

6. Data Retention

Account data — retained while your account is active. Deleted within 30 days of a deletion request.
Email analysis cache — automatically deleted after 7 days via a MongoDB TTL index.
Error logs — automatically deleted after 30 days.
Feedback — retained indefinitely in anonymised aggregate form; individual records deleted on request.

7. Security

All data in transit is encrypted using TLS 1.2+.
OAuth tokens are stored only in the browser's chrome.storage.local — never on our servers.
Our API requires a valid OAuth Bearer token for every request.
We apply rate limiting to all endpoints to prevent abuse.
No raw email content is written to any persistent storage at any time.

8. Your Rights

Depending on your jurisdiction (including GDPR for EU/EEA users and CCPA for California residents), you have the right to:

Access — request a copy of the personal data we hold about you.
Rectification — ask us to correct inaccurate data.
Erasure — request deletion of your account and associated data.
Portability — receive your data in a structured, machine-readable format.
Objection — object to processing for purposes other than service delivery.

To exercise any of these rights, email us at [email protected]. We will respond within 30 days.

9. Cookies & Local Storage

The extension does not set any browser cookies. It uses chrome.storage.local to store your OAuth token, tone preferences, and UI settings locally on your device. This data never leaves your browser except as part of authenticated API calls to our backend.

The landing page you are currently viewing does not use tracking cookies or analytics scripts.

10. Contact

If you have questions about this policy or want to exercise your data rights, contact the developer:

Developer: MailCopilot
Email: [email protected]
Website: https://mailcopilot.up.railway.app

This policy may be updated from time to time. Material changes will be noted by updating the "Last updated" date at the top of this page.

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