Privacy Policy

MailAI · Last updated October 14, 2026

This Privacy Policy ("Policy") describes how MailAI ("MailAI", "we", "us", or "our") collects, uses, discloses, retains, and protects information in connection with the MailAI application, websites, and related services (collectively, the "Services"). MailAI is operated by Brian Lampert, a sole proprietor located in Henderson, Nevada, United States ("MailAI", "we", "us", "our"). By creating an account or otherwise using the Services, you acknowledge that you have read and understood this Policy.

Retention at a glance

1. Definitions

"Merchant" / "you"

The business or individual that creates a MailAI account and connects a mailbox and Shopify store.

"End Customer"

An individual who contacts the Merchant (e.g. a shopper who emails the store), whose Personal Data may appear in messages or Shopify records the Merchant connects.

"Personal Data"

Information relating to an identified or identifiable natural person.

"Process" / "Processing"

Any operation performed on Personal Data (e.g. collection, storage, use, disclosure, deletion).

"Controller", "Processor", "Subprocessor"

Have the meanings given under applicable data-protection law (e.g. the EU/UK GDPR and the CCPA/CPRA).

2. Our role: when we are a Controller and when we are a Processor

MailAI's role depends on the data:

• We are a Controller for the Merchant's own account and operational data — for example, the Merchant's login email, authentication credentials, billing/subscription status, device push token, usage metering, and diagnostics.
• We are a Processor (service provider) for Personal Data of End Customers that the Merchant brings into the Services — for example, the contents of customer support emails and the Shopify customer and order records associated with them. We Process this data only to provide the Services to the Merchant, as the Merchant directs through its use and settings of the Services. The Merchant is the Controller of that data and is responsible for having a lawful basis and its own privacy notice for it.

We do not offer a separate data processing agreement (see Section 13).

3. Information we collect

3.1 Merchant account & operational data (we are Controller)

• Account information: email address and password (stored only as a bcrypt hash; we cannot read it).
• Mailbox credentials: either OAuth tokens (Google or Microsoft) or the username and app-password you provide, encrypted at rest with AES-256.
• Subscription & billing data: your plan/tier and the purchase or subscription identifiers needed to validate entitlements. Payments are processed by the Apple App Store, Google Play or Shopify; we do not receive or store your payment-card details.
• Device push token: if you enable notifications, so we can alert you to new or time-sensitive mail.
• Usage events: counters such as "draft generated" or "email sent", used to enforce limits and compute your AI usage meter.
• Diagnostics: crash and performance data used to keep the Services reliable. Diagnostic reports are designed to exclude message content and credentials, and email addresses and tokens in them are scrubbed before they are sent. They do include a pseudonymous internal account identifier, so that a fault can be traced to the affected account.
• Server logs: IP address, request path, timing, and operational messages that can include your connected mailbox address, customer email addresses and order numbers. Our host, Render, keeps them for its log retention period (at most 30 days); we use them for security and debugging.

3.2 Connected content (we are Processor on the Merchant's behalf)

• Email content: the subject, body, sender and recipient addresses, attachments, and threading metadata of the mailbox you connect. We store this so the app can display your inbox and assist with replies.
• Shopify data: order, fulfillment, customer, and return records (including the return shipping label link for a customer's return), read through the read-only scopes you approve during the Shopify install (read_orders, read_all_orders, read_fulfillments, read_customers, read_returns, read_shipping, read_products, read_inventory). This data is retrieved on demand for the email you are working on and is used to give AI assistance accurate order context, to share an existing return label with the customer, to answer shipping-destination questions from your configured shipping zones, and to answer product and stock-availability questions from your live catalog and inventory counts. We request no write scopes.
  
  Protected customer data — how we limit it. We do not keep a copy of your Shopify order or customer records. They are fetched live from Shopify only for the email you are working on and held in a short-lived in-memory cache: an entry expires after one minute, and expired entries are cleared from memory by a clean-up that runs with the server's Shopify lookups (at most once a minute), or at restart. An order is given to the AI only when it belongs to the sender: Shopify found it by the sender's email address, or the order's email address matches the sender's (for a message from your store's contact form, the address the customer entered there). If an email names an order placed under a different email address, that order's details are kept out of the AI draft; a draft written automatically for that email is instead a fixed reply asking for the order number and the email used at checkout, flagged for your review. When an email's Reply-To address differs from its sender, no customer or order details go into its draft at all. Order-change ("hold") alerts consider only the sender's own orders. Some order details do end up in records MailAI keeps for you, and these are all of them:
  • AI-generated draft replies are saved to your account so you can review and send them. A draft's text may summarize order details Shopify provided (for example an order number, delivery status or tracking link), and its list of sources names the orders it used.
  • Order-change ("hold") alerts record the order numbers and a short AI summary of the change the customer asked for.
  • AI conversation summaries you ask for are kept as a cache until a newer summary of the same conversation replaces them or you delete your account.
  • A reply you schedule is saved with its text until it is sent, canceled or fails. After that we keep only its schedule details (when it was due, whether it was sent, and any delivery error message), not its text.
  • So that we can find these records when Shopify sends a deletion request, we keep Shopify's order ID next to the order number of each order a draft or alert names. No customer details are kept with it.
  • Our internal usage counters never store a customer's email address or name. Where a counter refers to a customer, it uses a one-way cryptographic hash.
  • Replies you send are saved in your mailbox copy (Section 9) with the text you sent, which can include the order details from the draft. The hold-alert digests and escalation forwards MailAI sends from your mailbox are saved there too once they sync back from your Sent folder, and they can name customers and their orders.
  We do not sell this data, do not use it for advertising, and AI providers do not train their models on it.
  
  Shopify privacy requests. Shopify sends us these requests for you and your customers. We act on them only for the MailAI accounts connected to the store that sent them:
  • Customer deletion (Shopify sends it 10 days after the customer asks, or later if they ordered in the last six months). We delete that customer's order-change alerts, AI drafts not yet sent and scheduled replies: those on the customer's own emails, and those that name one of their orders, even when the reply is addressed to someone else (for example a gift giver asking about the order). A scheduled reply deleted this way will never be sent. We also delete their AI conversation summaries (including a summary of a conversation we cannot tell is theirs alone) and the order IDs we kept for their orders, and we remove the customer's references from our usage counters. We find these records by the customer's email address and, where possible, by their order numbers. We keep replies you already sent: they are your correspondence record, and they are also in your own mailbox. From then on, these kept replies, including the copies from your Sent folder, are no longer used as examples of your writing style for AI drafts, and the signature and greeting MailAI learned from them stop counting. (A copy synced again from your mailbox later, for example after you reconnect it, is treated as new mail.) The emails themselves stay part of your mailbox copy (Section 9), including the hold-alert digests and escalation forwards MailAI sent from your mailbox, which can name the customer and their orders. If one of these replies is being sent at that moment, the deletion runs once it has finished, and a reply whose delivery could not be confirmed is kept like a sent reply.
  • Customer data request. We email a JSON file to the email address of your MailAI account (the account that connected the store), normally within minutes, so you can answer your customer. It lists that customer's order-change alerts, the order numbers on AI drafts not yet sent, their AI conversation summaries, and replies scheduled but not yet sent (times only). An entry found only through one of their order numbers on someone else's email, or in a conversation we cannot tell is theirs alone, shows only order numbers and dates. The file does not include the emails themselves or replies you sent. We keep our queued copy, encrypted, only until it has been emailed, and we never contact the customer. If your account's email address is itself a mailbox connected to MailAI, the email carrying the file also becomes part of your mailbox copy (Section 9), like any email you receive, and a later customer deletion request does not remove it.
  • Store deletion (Shopify sends it 48 hours after you uninstall MailAI). We erase your store connection and access tokens, any unclaimed installation, the hashed customer references in our usage counters, your order-change alerts, the list of orders each draft drew on, and the order IDs we kept. The text of your drafts, which may mention order details, stays with your drafts until you delete your account. If your MailAI account is also connected to another store, we remove only the alerts and draft order lists our records attribute to the deleted store; the rest go when the other store is deleted too, or with your account. For older alerts and drafts, made before we began recording which store an order number came from, that attribution can be wrong when both stores use the same order number. Billing records stay for seven years after the subscription ends (Section 9). Your MailAI account, your mailbox copy and your drafts stay until you delete your account.
  We act on deletion requests as soon as Shopify delivers them, normally within seconds. If one cannot be completed, we answer Shopify with an error so that it sends the request again.

4. How we use information, and our legal bases

• To provide the Services: fetch and display your mail, generate and send replies, and surface order context. (Legal basis: performance of a contract.)
• To generate AI assistance — drafted replies, thread summaries, "Improve with AI" rewrites, detection of time-sensitive order changes, and answers from the in-app setup assistant — and to match your writing style using examples drawn from your own previously sent replies. See Section 5. (Legal basis: performance of a contract; for End Customer Data, the Merchant's instruction.)
• To analyze message content on our own servers to categorize mail (e.g. shipping, returns) and to flag possible phishing/impersonation. This analysis is performed by automated rules on our infrastructure and is not sent to any third party. See Section 6. (Legal basis: legitimate interests in a usable, safer inbox.)
• To secure your account and the Services (authentication, session management, rate-limiting, abuse prevention). (Legal basis: legitimate interests; legal obligation.)
• To process subscriptions and enforce plan limits. (Legal basis: performance of a contract.)
• To maintain reliability (diagnostics). (Legal basis: legitimate interests.)

We do not use your data, or your End Customers' data, for advertising, profiling unrelated to the Services, or sale.

5. Artificial-intelligence processing

To provide AI features, relevant content — the message being acted on and earlier messages in the same conversation, your configured store policies and knowledge documents, matched Shopify order context, and (to match your voice) excerpts of your own past sent replies — is transmitted to our AI provider, Anthropic, PBC, via its Claude API. This occurs when you or your settings invoke draft generation, summarization, reply polishing, or order-change ("hold") detection. When you use the in-app setup assistant, the messages you type to it are sent to Anthropic as well.

• Not used for training. Anthropic processes this content to return a result. Under Anthropic's Commercial Terms of Service, Anthropic may not train its models on content sent through its API.
• Retention. Anthropic deletes API inputs and outputs within 30 days of receiving or generating them. It may keep them longer where the law requires, or to enforce its Usage Policy: content its systems flag as a violation can be kept for up to 2 years (and the safety scores given to it for up to 7 years). See Anthropic's data retention policy and privacy policy.
• If you supply your own AI API key ("bring your own key"), content is sent to the provider under your own account and terms, including that account's retention.
• AI output may be imperfect; you remain responsible for reviewing replies before they are sent.

Google user data (Gmail): Limited Use disclosure

If you connect a Gmail or Google Workspace mailbox by signing in with Google, MailAI receives your mail through Google's APIs (scope https://mail.google.com/). MailAI's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements, and to the Google Workspace API User Data and Developer Policy. In particular:

• We use Gmail data only to provide the features you see in the app: your inbox, AI drafts, summaries and rewrites, sending replies, order-change alerts, escalations and notifications.
• We transfer it only to provide those features (to Anthropic for AI features, and to the other recipients in Section 7, including the destinations you set up), for security purposes, to comply with the law, or as part of a merger, acquisition or sale of assets after asking for your explicit consent.
• We do not sell it, use it for advertising or to determine credit-worthiness, or transfer it to advertising platforms, data brokers or information resellers.
• No person at MailAI reads it unless you ask us to look at specific messages (for example, in a support request), it is needed for security purposes (for example, investigating a bug or abuse), the law requires it, or it has been aggregated and anonymized for internal operations.
• We do not use it to create, train or improve AI or machine-learning models, other than the writing-style learning in Section 4, which is used only for your own account's drafts.

If you connect Gmail with an app password instead, MailAI reads it over IMAP rather than through Google's APIs, and we handle it the same way.

6. Automated content analysis (no third party)

The Services automatically read the subject and body of inbound messages to (a) assign a triage category and (b) flag senders that appear to impersonate a brand or otherwise look like phishing. This processing is performed by deterministic rules on our own servers; the message content used for it is not transmitted to any third party for this purpose.

7. How we disclose data; Subprocessors

We do not sell or rent Personal Data, and we do not "share" it for cross-context behavioral advertising. We disclose data only to the following categories of recipients, and to the Subprocessors below who Process data on our behalf under contract:

We may also disclose data (i) to comply with law or valid legal process, (ii) to protect the rights, safety, and security of MailAI, our users, or the public, and (iii) in connection with a merger, acquisition, or sale of assets, subject to this Policy. A current list of Subprocessors is maintained here; we will update it before adding or replacing a Subprocessor.

8. Where data is processed

MailAI's servers and database are hosted by Render in the United States. If you use the Services from outside the United States, your information, and your End Customers' information, is transferred to, stored, and Processed in the United States. The providers listed in Section 7 Process the data they receive under their own terms; most are based in the United States. We do not offer Standard Contractual Clauses or any other contractual safeguard for international transfers. If you are subject to rules on international transfers (for example, the EU or UK GDPR), you are responsible for deciding whether using MailAI meets them for your End Customers' data.

9. Data retention

• Account, mailbox, drafts, learning examples, store settings, and Shopify connection data are retained for the life of your account and deleted from our live database on account deletion (Section 11). Copies in backups and logs expire as shown in "Retention at a glance".
• Email content and attachments shown in MailAI are a working copy of mail that continues to live on your own mail server. We retain this copy for the life of your account and delete it on account deletion. When you delete an email in MailAI, you choose how: "Move to Trash" moves it to your mail server's Trash folder ("Restore" moves it back to the inbox), where your provider's own retention rules apply; "Delete Permanently" asks your mail server to erase it, which cannot be undone. MailAI never erases messages from your mail server on its own; only these choices, made by you or a team member you invited, do. Either way, MailAI's own copy of the email is kept with your account, as described above.
• Shopify order/customer fields used for AI context are retrieved on demand and are not separately warehoused. The order details kept inside drafts, alerts, summaries, scheduled replies and your mailbox copy are listed in Section 3.2, with what Shopify's deletion requests remove.
• Shopify billing records (your plan, its status and dates, and your store's myshopify.com address) are kept for seven years after the subscription ends, for tax and accounting, even after you uninstall MailAI or delete your account. After that, the store address on the record is replaced by a one-way hash.
• Account-deletion records: when an account is deleted from the emailed link or by us at your request (Section 11), we keep the dates it was requested and completed and a keyed one-way hash of the account's email address for two years, as proof that the request was carried out, then delete them. An unused deletion link expires after 60 minutes and its record is removed by a daily clean-up.
• Server logs: our host's log retention period, at most 30 days. Diagnostics (crash reports): up to 90 days at Sentry, which deletes its own backups 90 days after making them. Database backups: up to 7 days at Render (its point-in-time recovery window). Content sent to Anthropic: Section 5. App Store and Google Play subscription details are stored on your account record and deleted with it.

10. Security

• All traffic between the app and our servers is encrypted with HTTPS / TLS 1.2+.
• Mailbox credentials, OAuth tokens, Shopify access tokens, and any AI API key you provide are encrypted at rest with AES-256.
• Passwords are stored as bcrypt hashes (cost factor 12).
• We use short-lived access tokens with rotating refresh tokens and a token-version counter, so a password change invalidates prior sessions.
• Access to production data is limited to personnel who require it to operate the Services. No human at MailAI reviews your mailbox or your End Customers' data in the ordinary course of operating the Services.

No method of transmission or storage is perfectly secure. If we become aware of a breach affecting your Personal Data, we will notify affected users and authorities as required by applicable law.

11. Your rights and choices

Depending on your location, you may have rights to access, correct, delete, restrict, or object to our Processing of your Personal Data, to data portability, and to withdraw consent. Under the CCPA/CPRA you have the right to know, delete, and correct, and to be free from discrimination for exercising those rights; we do not sell your Personal Data or share it for cross-context behavioral advertising.

• Self-service deletion: you can delete your account at any time in the app (Settings → "Delete Account") or, if you cannot sign in, on our account-deletion page, by confirming with a single-use link we email to your account's address (it expires after 60 minutes). Either way, the following are deleted from our live database immediately: your user record and hashed password, all connected email accounts and stored credentials, all synced email content and attachments, all AI drafts, learning examples, and store-policy settings, and your Shopify connection and access token. This cannot be undone. Shopify billing records and the deletion record are kept as described in Section 9. Copies outside our live database remain for a limited time and then expire on their own:
  • Database backups at our host, Render: up to 7 days (its point-in-time recovery window).
  • Server logs at Render: up to 30 days.
  • Crash reports at Sentry: up to 90 days, plus up to 90 days in Sentry's own backups.
  • Content sent to Anthropic for AI features: deleted by Anthropic within 30 days, unless its systems flag it under its Usage Policy or the law requires it to be kept (Section 5). With your own API key, your Anthropic account's terms apply.
  • Notifications not yet delivered: Expo holds notification text only until it passes it to Apple or Google, which can hold an undelivered notification for up to 4 weeks while a device is offline.
  • Your phone or tablet: deleting your account in the app signs you out, which removes the cached inbox, unsaved draft text and your sign-in session from that device. On any other device, the same data is removed the next time the app there contacts our servers and finds the account gone, or when you uninstall it. Attachments you opened stay in the device's temporary cache until the system clears it or you uninstall the app.
  • Your own mailbox: emails, including the replies MailAI sent for you, stay with your email provider, under your control.
• Data export (portability): on request to the address below, we send you a copy of your data in a machine-readable (JSON) format within 30 days. Our standard export contains your account profile, AI settings (including the writing preferences MailAI learned), connected-account and Shopify connection details (no credentials or tokens), templates, knowledge documents, order-change alerts, AI conversation summaries, team memberships and your recent usage history, plus metadata (such as addresses, subjects, file names, dates and status) for your most recent emails, attachments and drafts. It does not include email bodies, attachment files or draft text, and it covers at most the latest 5,000 emails and attachments, 2,000 alerts and summaries, and 1,000 drafts and usage events. If you want a fuller copy, for example with your draft text, ask and we will provide it within the same 30 days.
• Assisted requests: to exercise any right, or to request deletion without using the in-app tool, email mailaisupport@gmail.com. We will respond within the timeframe required by applicable law (and in any case complete verified deletion requests within 30 days and confirm by email). We may need to verify your identity before acting.
• End Customers: if you are an End Customer and wish to exercise rights over data a Merchant holds in MailAI, please contact the Merchant (the Controller); we will assist the Merchant in responding.

Nevada residents (NRS 603A / SB 220). Nevada consumers have the right to submit a verified request directing us not to sell certain covered personal information. We do not sell personal information as defined by Nevada law, and we do not intend to. You may submit a verified opt-out request, or any privacy request, to our designated request address: mailaisupport@gmail.com, and we will respond within the time required by law.

12. Merchant responsibilities

As Controller of your End Customers' data, you are responsible for providing your own privacy notice to your customers, for having a lawful basis to Process their data, and for using the Services in compliance with applicable law and with Shopify's and your email provider's terms. You must not upload special-category data you are not authorized to Process.

Team access. The Services let you invite additional users ("team members") to your account. A team member you invite operates on your account and can read, draft, and send replies to your connected mailbox and see the associated customer and order context. You are responsible for who you invite, for ensuring they are authorized to access this data, and for removing members who should no longer have access (Settings → Team). We do not share your data with other MailAI merchants or with team members you have not invited.

13. Data processing terms

MailAI does not offer a separate Data Processing Addendum (DPA) or Standard Contractual Clauses. Where we Process End Customer data for you, this Policy describes what we collect (Section 3), who receives it (Section 7), where it is Processed (Section 8), how long it is kept (Section 9 and "Retention at a glance") and how it is deleted (Sections 3.2 and 11). You are responsible for deciding whether this meets the obligations that apply to you as Controller (Section 12).

14. Children's privacy

The Services are intended for businesses and are not directed to children under 13 (or the applicable age in your jurisdiction). We do not knowingly collect Personal Data from children.

15. Changes to this Policy

We may update this Policy from time to time. We will revise the "Last updated" date above, and for material changes we will provide notice in-app before they take effect. Your continued use of the Services after an update constitutes acceptance of the revised Policy.

16. Governing law

This Policy is governed by the laws of the State of Nevada, United States, without regard to its conflict-of-laws rules, except where mandatory local data-protection law applies (for example, the laws of a Merchant's or End Customer's own jurisdiction).

17. Contact

For questions, privacy requests, or complaints, contact Brian Lampert (MailAI) at mailaisupport@gmail.com.

To delete your account and data, see Delete your MailAI account and data.