Privacy Policy

This Privacy Policy explains how MailsOnMine ("MailsOnMine", "we", "us") collects, uses, discloses, and protects information when you use mailsonmine.com and portal.mailsonmine.com (together, the "Service"). It is written to be genuinely readable, not just legally defensible — if anything here is unclear, contact us using the details at the end.

1. What we collect

• Account information: your name, email address, and password (stored as a salted hash, never in plain text).
• Connected mail account credentials: the password or OAuth tokens for each email account you connect. These are encrypted at rest with AES-256-GCM authenticated encryption before they ever touch our database, and are never displayed in plain text to anyone, including our own staff.
• Email content: the messages, attachments, and folder structure of the accounts you connect, so we can display and search them for you. We do not read your email for advertising purposes.
• Usage and security data: login timestamps, IP addresses, browser/device information, and audit logs of account and administrative actions, used to secure your account and investigate abuse.
• Payment information: if you subscribe to a paid plan, payment is processed by Stripe. We do not store your card number — Stripe shares with us only what's needed to manage your subscription (plan status, renewal date).
• Content you submit to AI features: if you use draft, tone, or summary assistance, the relevant email text is sent to our configured AI provider (Anthropic or OpenAI) to generate a suggestion. We do not use this content to train any model.

2. How we use it

• To provide the Service: syncing, displaying, searching, and sending email on your behalf, exactly as you direct.
• To secure your account: detecting suspicious logins, enforcing two-factor authentication where required, and maintaining an audit trail of administrative actions.
• To operate the business: billing, customer support, and legally required record-keeping.
• To improve the Service: aggregated, non-identifying usage patterns only — never the content of your email.

3. Who we share it with

We do not sell your data. We share limited data with:

• Your own connected providers (Gmail, Microsoft 365, or your IMAP/SMTP host) — necessarily, since that's how MailsOnMine sends and receives your mail.
• Stripe, for payment processing on paid plans.
• Our AI provider (Anthropic or OpenAI, whichever is configured), only for the specific message text you actively ask MailsOnMine to draft, rewrite, or summarize.
• Infrastructure providers (hosting, email delivery for account verification) strictly as needed to run the Service.
• Google reCAPTCHA Enterprise, on the contact form only, to tell human visitors from automated spam. See our Cookie Policy for what this involves.
• Google Analytics, only if you accept it in the cookie banner shown on this site and on the portal's sign-in/registration pages, to measure traffic. See our Cookie Policy for exactly where it runs and how to opt out.
• Law enforcement or regulators, only when legally required to do so.

4. Your rights

Depending on where you live, you may have the right to access, correct, export, or delete your personal data, and to object to or restrict certain processing. You can export or delete your account data from your account settings, or by contacting us. When you delete your account, we retain your data for a limited, configurable grace period (to allow recovery from accidental deletion) and then permanently and irreversibly erase it, including every connected mailbox's synced content and attachments.

5. Data retention

We keep your account data for as long as your account is active. After you delete your account, data is retained only for the grace period described above, then permanently deleted. Security and audit logs are retained separately, for a limited period, strictly to investigate abuse and meet legal obligations.

6. Security

We encrypt connected-account credentials and OAuth tokens at rest with AES-256-GCM, enforce HTTPS everywhere, support and require (for administrators) two-factor authentication, and sanitize incoming HTML email before it is ever rendered. No system is perfectly secure, but protecting the credentials you trust us with is treated as this product's first responsibility, not an afterthought.

7. Cookies

See our Cookie Policy for details on the cookies the Service uses and why.

8. Changes to this policy

If we make material changes to this policy, we will notify active users by email or an in-product notice before the changes take effect.

9. Contact

Questions about this policy or your data can be sent through our contact form.