Privacy Policy

By using MailMindAI, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy. If you do not agree to these terms, you must immediately discontinue use of this extension.

🔒 CRITICAL PRIVACY COMMITMENT

WE DO NOT STORE YOUR DATA IN ANY DATABASE OR SERVER.

MailMindAI operates with a fundamental privacy-first approach:

No Data Storage: We do not maintain any external databases, servers, or storage systems
Local Processing Only: All data processing happens locally in your browser
Direct API Access: Only Gmail and Gemini AI directly access your data for processing
No Data Sharing: We do not share your data with any third parties beyond the essential Google services
Immediate Processing: Data is processed in real-time and not retained by our systems

Your data remains under your complete control and is never stored on our infrastructure.

1. Definitions and Scope

1.1 Definitions

For the purposes of this Privacy Policy:

"Extension," "Service," "MailMindAI" refers to the Chrome browser extension developed and provided by the Developer
"Developer," "We," "Us," "Our" refers to the individual developer(s) responsible for MailMindAI
"User," "You," "Your" refers to any individual who installs, accesses, or uses the Extension
"Personal Data" refers to any information relating to an identified or identifiable natural person
"Processing" means any operation performed on Personal Data, including collection, storage, analysis, and transmission
"Third-Party Services" refers to Google's Gmail API, Gemini AI API, and OAuth2 authentication services

1.2 Scope of Application

This Privacy Policy applies exclusively to the MailMindAI Chrome extension and does not govern any other software, websites, or services. The Extension operates as a client-side application with limited server-side processing through authorized Third-Party Services only.

2. Data Accessed

2.1 Google User Data We Access

Our extension accesses the following types of Google user data through the Gmail API:

Email Messages and Content

• Email Subject Lines: For categorization and organization
• Email Content/Body: For AI-powered analysis and categorization
• Email Metadata: Message IDs, thread IDs, labels, and headers
• Sender Information: Email addresses and display names
• Email Timestamps: Date and time information
• Email Attachments: File names and metadata (when applicable)

Gmail Account Information

• Account Identification: For API authentication and access
• OAuth Tokens: Temporary access tokens for secure API calls
• Gmail Settings: Basic account information for API access
• Labels and Folders: For email organization and management

2.2 API Scopes and Permissions

2.2.1 Current Scopes in Use

https://www.googleapis.com/auth/gmail.readonly - View email messages and settings
https://www.googleapis.com/auth/gmail.metadata - View email metadata (labels, headers)
https://www.googleapis.com/auth/gmail.compose - Manage drafts and send emails
https://www.googleapis.com/auth/gmail.modify - Read, compose, and send emails
https://www.googleapis.com/auth/gmail.send - Send email on behalf of user
https://www.googleapis.com/auth/gmail.insert - Add emails to Gmail mailbox

2.2.2 Future Scopes (Post-Approval)

https://mail.google.com/ - Full Gmail access for advanced features
Additional scopes for enhanced email management features

Scope Justification

Each scope is requested only for specific functionality and is clearly explained to users during the authorization process. Users can revoke any or all permissions at any time through their Google Account settings.

3. Data Usage

3.1 How We Use Your Data

AI-Powered Email Categorization

• Primary Purpose: Send email content to Google's Gemini AI API for intelligent categorization
• Processing: Emails are analyzed to automatically assign them to user-defined categories
• Categories: Financial, Work, Personal, Urgent, Promotions, etc.
• Smart Organization: Automatically organize emails based on content analysis

Email Management Features

Current Features:

• Read-Only Access: View and categorize emails without modification
• Local Storage: Store categorized results locally for quick access
• Export Functionality: Export categorized data to CSV format
• Search and Filter: Find emails within categories

Future Features (Post-Approval):

• Email Sending: Send replies and new emails directly from the extension
• Email Deletion: Remove unwanted emails with user confirmation
• Label Management: Apply and manage Gmail labels automatically
• Draft Management: Create and manage email drafts
• Bulk Operations: Perform bulk actions on categorized emails
• Advanced Organization: Move emails between folders and labels

Local Data Processing

• Client-Side Processing: All data processing happens in your browser
• Local Storage: Categorized results stored locally using Chrome's storage APIs
• No External Servers: We do not maintain external databases or servers
• Real-Time Analysis: Process emails as they arrive for immediate categorization

User Experience Enhancement

• Personalized Categories: Learn from user preferences to improve categorization
• Smart Notifications: Alert users to important emails based on AI analysis
• Productivity Insights: Provide analytics on email patterns and usage
• Custom Workflows: Allow users to create automated email handling rules

Processing Transparency

All data usage is directly related to the core functionality of email organization and management. We do not use your data for any purposes beyond what is explicitly described in this policy.

4. Data Collection and Processing

4.1 Types of Data Collected

MailMindAI collects and processes the following categories of data:

Gmail Email Data

• Email subject lines and content
• Sender and recipient information
• Email timestamps and metadata
• Thread IDs and message IDs
• Email headers and formatting

Read-only access

Authentication Data

• Google OAuth2 access tokens
• Gmail API credentials
• User account identification
• Temporary authentication data

Secure & temporary

User Preferences

• AI categorization settings
• Custom category configurations
• User role/profession info
• Interface preferences

Locally stored

Processing Data

• AI analysis results
• Categorization data
• Performance metrics
• Error logs (anonymized)

Not retained

6. Data Storage and Security

6.1 Storage Locations

Local Browser Storage

User preferences and settings stored locally using Chrome's localStorage API

IndexedDB

Large datasets stored locally using browser's IndexedDB

No External Servers

We do not maintain external servers or databases

Third-Party Services

Data temporarily processed by Google's authorized services only

6.2 Security Measures

Encrypted Communications

All data transmission uses HTTPS/TLS encryption

OAuth2 Authentication

Secure authentication through Google's official OAuth2 system

Read-Only Access

Extension has read-only access to Gmail; cannot modify, delete, or send emails

Local Processing

Data processing occurs primarily within your browser environment

7. Data Storage & Protection

7.1 Security Measures

Local Storage Only

• Browser Storage: All data stored locally in your browser
• Chrome Storage API: Uses secure Chrome extension storage
• IndexedDB: For large datasets (categorized emails)
• No External Servers: No data transmitted to our servers

Encryption and Security

• HTTPS Communication: All API calls use encrypted HTTPS
• OAuth Security: Uses Google's secure authentication system
• Token Security: Access tokens handled securely by Chrome
• Local Encryption: Browser storage uses built-in encryption
• End-to-End Security: Data encrypted in transit and at rest

7.2 Storage Architecture

🔒 Zero-Infrastructure Approach

No Servers: We maintain no external servers or databases
No Data Centers: No physical or cloud infrastructure for data storage
No Backups: We do not create backups of your data
No Data Replication: Your data exists only where you choose to store it
Direct API Access: Data flows directly between Gmail and Gemini AI

8. Data Retention & Deletion

8.1 Data Retention Policy

Retention Periods

• Email Categorization Data: Stored locally until user clears it
• User Settings: Retained until user changes or deletes them
• Authentication Tokens: Temporary, automatically refreshed by Google
• Cached Data: Stored locally for performance, can be cleared anytime
• Draft Emails: Retained until sent or deleted by user
• Sent Emails: Stored in Gmail, not locally cached

Automatic Data Management

• Token Refresh: OAuth tokens automatically refreshed by Google
• Cache Management: Local cache managed by browser storage limits
• Session Data: Temporary data cleared when extension is closed
• Cleanup Routines: Automatic cleanup of old or unused data

8.2 Data Deletion Process

8.2.1 User-Initiated Deletion

Users can delete their data through multiple methods:

Extension Settings

"Clear All Data" option in settings

Browser Storage

Clear extension data through Chrome settings

Uninstall Extension

Removes all stored data automatically

Revoke Access

Revoke Gmail access through Google Account settings

8.2.2 Deletion Methods

Complete Data Wipe: Remove all stored emails and settings
Selective Deletion: Clear specific categories or time periods
Export Before Delete: Export data before deletion if desired
Immediate Effect: Deletion takes effect immediately
Confirmation Required: Multiple confirmation steps for sensitive operations

8.3 User Rights and Control

Your Rights

• Data Access Rights: View all stored data through extension interface
• Data Control Rights: Modify settings and delete data anytime
• Privacy Rights: Full transparency and control over your data
• Export Rights: Download categorized data in CSV format

Data Control Rights

• Modify Settings: Change categorization preferences anytime
• Delete Data: Remove all or specific data at any time
• Revoke Access: Stop Gmail access through Google settings
• Opt-Out: Uninstall extension to stop all data processing
• Permission Management: Control which features can access your data

Complete User Control

Since we do not store data on our servers, you have complete control over your data. You can delete everything at any time, and there are no external systems that retain your information beyond your control.

Contact Information

For questions, concerns, or requests regarding this Privacy Policy or MailMindAI's data practices:

programmerspark21@gmail.com

Extension Support: Use the feedback option within the Extension

Response Time: We will respond to privacy-related inquiries within 30 days

Last Updated: September 28, 2024 | Version: 1.0