Privacy Policy

1. Introduction

MailFluently ("we," "us," or "our") respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, store, and share your information when you use our AI-powered email writing service ("Service").

By using the Service, you consent to the data practices described in this Privacy Policy. If you do not agree with this policy, please do not use the Service.

2. Information We Collect

2.1 Information You Provide

• Account Information: Name, email address, and profile picture obtained through Google OAuth authentication.
• Email Input Content: The text and context you provide for email generation (scenario descriptions, situations, etc.).
• Preferences: Your selected default tone, input language, and display name.

2.2 Information Collected Automatically

• Usage Data: Features used, email scenarios selected, generation frequency, and interaction patterns.
• Device Information: Browser type, operating system, screen resolution, and device type.
• Log Data: IP address, access times, pages viewed, and referring URLs.
• Cookies: Authentication tokens and session data necessary for the Service to function.

2.3 Payment Information

All payment processing is handled by Polar, our Merchant of Record. We do not directly collect, store, or process your payment card information. Polar's privacy policy governs their handling of your payment data.

3. How We Use Your Information

We use the collected information for the following purposes:

• Service Delivery: To generate email drafts based on your input and preferences.
• Account Management: To create and maintain your account, authenticate your identity, and manage subscriptions.
• Email History: To store your generated emails so you can access, search, and reuse them.
• Usage Tracking: To enforce plan limits (e.g., 1 email/day for free users, 20/day for Starter) and monitor service usage.
• Service Improvement: To analyze usage patterns and improve the quality of email generation.
• Communication: To send transactional emails (account confirmation, subscription changes) and, with your consent, product updates.
• Security: To detect and prevent fraud, abuse, and security threats.
• Legal Compliance: To comply with applicable laws and respond to lawful requests.

4. AI Processing and Third-Party Services

To generate email drafts, we send your input text to OpenAI's API for processing. This means your input content is transmitted to OpenAI's servers. OpenAI processes this data in accordance with their data usage policies.

Key points about our AI processing:

• We send only the input text, scenario type, and tone setting to OpenAI — not your personal information.
• OpenAI does not use API data to train their models (as per their API data usage policy).
• Generated outputs are stored in our database for your history feature.

Other Third-Party Services

5. Data Storage and Security

• Storage: Your data is stored on Supabase (PostgreSQL) servers with encryption at rest and in transit (TLS/SSL).
• Access Control: We implement Row Level Security (RLS) to ensure users can only access their own data.
• Encryption: All data transmission uses HTTPS. Sensitive data is encrypted at rest.
• Retention: Active accounts: data retained for the duration of account activity. Deleted accounts: data deleted within 30 days of account deletion.

While we implement industry-standard security measures, no method of electronic storage or transmission is 100% secure. We cannot guarantee absolute security of your data.

6. Your Rights (GDPR and Global Privacy)

Depending on your location, you may have the following rights regarding your personal data:

• Right to Access: Request a copy of the personal data we hold about you.
• Right to Rectification: Request correction of inaccurate personal data.
• Right to Erasure: Request deletion of your personal data ("right to be forgotten").
• Right to Restriction: Request restriction of processing of your personal data.
• Right to Data Portability: Request transfer of your data in a machine-readable format.
• Right to Object: Object to processing of your personal data for certain purposes.
• Right to Withdraw Consent: Withdraw consent where processing is based on consent.

To exercise any of these rights, please contact us at support@mailfluentlyai.com. We will respond to your request within 30 days.

Account Deletion: You can delete your account at any time through Settings. Upon deletion, all your personal data, email history, and preferences will be permanently removed within 30 days.

7. Cookies

We use the following types of cookies:

• Essential Cookies: Required for authentication and session management. These cannot be disabled.
• Analytics Cookies: Used to understand how visitors interact with the Service. These can be disabled.

We do not use advertising cookies or tracking cookies from third-party ad networks.

8. Children's Privacy

The Service is not intended for children under 18 years of age. We do not knowingly collect personal information from children under 18. If we discover that we have collected personal data from a child under 18, we will delete that information promptly.

9. International Data Transfers

Your data may be transferred to and processed in countries other than your country of residence, including the United States (where our third-party service providers operate). We ensure appropriate safeguards are in place for such transfers, including standard contractual clauses where required.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on this page with a new "Last updated" date. We encourage you to review this page periodically.

11. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, contact us at:

Email: support@mailfluentlyai.com
Service: MailFluently (https://mailfluentlyai.com)
Data Protection Inquiries: privacy@mailfluentlyai.com