Privacy Policy

MailGeni ("we", "us") is operated by Imran Malik, an individual founder based in Qatar. We provide an AI email assistant delivered as a web application at mailgeni.ai and as a browser extension for Gmail and Outlook. This policy describes the data we collect, why we collect it, and the choices you have.

• Account data. Your email address and name, managed by our authentication provider (Clerk).
• Email provider tokens. When you connect Gmail or Outlook, we store OAuth refresh tokens so the extension and web app can read the thread you have open and send replies on your behalf. Tokens are stored encrypted at rest in our database (Supabase).
• Email content, in transit only. The thread you are replying to is sent to our servers and to our AI provider (Anthropic) to generate the draft. We do not store email bodies after the draft is returned.
• Voice dictation. When you tap the microphone, we send the captured audio to our transcription provider (OpenAI) to return text. Audio is not retained after transcription.
• Preferences. Your signoff, UI language, and chip preferences are stored locally via chrome.storage.localand mirrored in our database so they follow you between devices.
• Open-tracking pixels. Emails you send via MailGeni may include a 1×1 pixel so you can see when a recipient opens the message. We store the recipient address, subject, send timestamp, Gmail thread ID or Outlook conversation ID, open count, and first/last open timestamps. You can disable the pixel per-message.
• Calendar events you create. When you use the Schedule Meeting feature, we forward the title, attendees, date/time, and optional Google Meet or Microsoft Teams link request to Google Calendar or Microsoft Graph. We do not store a copy on our servers.

• OAuth tokens and preferences — kept until you disconnect the provider or delete your account.
• Email bodies sent for AI generation — not stored; held only in memory for the duration of the request.
• Voice audio — not stored; streamed to the transcription API and discarded.
• Tracked-email metadata (thread ID, open count, timestamps) — kept until you delete your account or ask us to remove a row.
• Account deletion — all of the above is erased within 30 days of a deletion request.

• Generate AI replies, summaries, and transcriptions you explicitly request.
• Categorize inbox messages into the labels shown in the dashboard.
• Authenticate you and keep you signed in across the web app and extension.
• Sync your preferences and signoff across devices.

We do not sell personal data. We do not use your email content to train AI models. Anthropic and OpenAI process content under their respective zero-retention API terms and do not retain it for training.

MailGeni'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. Specifically:

• We only use Gmail data to provide or improve user-facing features that are prominent in MailGeni's user experience (reading the currently open thread, generating an AI reply, sending the reply).
• We do not transfer Gmail data to third parties except as necessary to provide or improve those features, comply with applicable law, or as part of a merger, acquisition, or sale of assets with notice to users.
• We do not use Gmail data to serve advertisements, including retargeted, personalized, or interest-based advertising.
• We do not allow humans to read Gmail data unless we have the user's affirmative agreement for specific messages, it is necessary for security investigations or to comply with applicable law, or the data has been aggregated and anonymized for internal operations.
• Gmail message bodies are sent to our AI provider (Anthropic) solely to generate the reply you requested, under zero-retention API terms, and are not stored by MailGeni after the draft is returned.
• Audio captured for voice dictation is sent to our transcription provider (OpenAI) under zero-retention API terms solely to return transcribed text, and is not stored by MailGeni or used to train models.

The data you give MailGeni access to is yours. Specifically:

1. We do not sell or rent your data. Not to advertisers, not to data brokers, not to anyone.
2. We do not serve advertising of any kind, including retargeted, personalised, or interest-based ads, against your Gmail / Outlook content or any data derived from it.
3. We do not allow humans to read your email content as part of normal operation. No member of MailGeni or our sub-processors reads, reviews, or annotates your messages, except (a) where you explicitly direct us to do so for support, (b) where it is necessary for security investigations, (c) where required by applicable law, or (d) where the data has been aggregated and de-identified for internal operations.
4. We do not train AI models on your data. Our AI sub-processors (Anthropic and OpenAI) are contractually prohibited from using API content for training under their Commercial Terms / API Data-Usage Policies, and we do not opt into any training-related program with either provider.
5. Email content is not retained on our servers. When you click Generate, Summarize, Categorize, or Dictate, the relevant content (subject + body, or the audio clip) is held only in the memory of the function that handles your click. As soon as the response is returned to you, those bytes are dropped. The only email-related data we persist is metadata about emails you explicitly send through MailGeni — recipient address, subject, timestamp, and open counts if you enabled tracking — and only until you disconnect the provider or delete your account.
6. We do not transfer Gmail or Microsoft Graph data to any party other than our named sub-processors, except as necessary to provide the user-facing features described in this Privacy Policy, to comply with applicable law, or as part of a merger, acquisition, or sale of assets with notice to users.

When you connect an Outlook account, MailGeni acts as a Microsoft identity client and calls Microsoft Graph on your behalf. We request the following delegated scopes and use them only for the features they enable:

• User.Read, openid, profile, email — identify you and display your name and email in the dashboard.
• offline_access — obtain a refresh token so the extension keeps working without repeated sign-in prompts.
• Mail.Read, Mail.ReadWrite — read the thread you have open so the AI can draft a reply to it.
• Mail.Send — send the reply you compose in the MailGeni panel.
• Calendars.ReadWrite — create calendar events, optionally with a Microsoft Teams link, when you use the Schedule Meeting feature.

Outlook message bodies are sent to Anthropic solely to generate the reply you requested, under zero-retention API terms, and are not stored by MailGeni after the draft is returned. We do not use Microsoft Graph data to serve advertising and do not transfer it to unrelated third parties.

• Clerk — authentication and session management.
• Supabase — database, encrypted token storage.
• Anthropic (Claude) — generates AI replies, summaries, categories, document analyses, and the cleanup pass on voice-dictation transcripts. We send Anthropic the subject and body of the email thread you have explicitly opened in MailGeni, plus your instruction if you provided one. We never send your full inbox or other threads. Anthropic does not use API content to train its models. See Anthropic Privacy Policy, Commercial Terms, and Anthropic Trust Center.
• OpenAI — transcribes audio when you tap the dictation microphone in MailGeni (gpt-4o-transcribe). We send OpenAI the audio recording and a short vocabulary-biasing prompt that contains recipient names you have configured (so proper nouns transcribe correctly). OpenAI does not retain or train on API audio. See OpenAI API data-usage policy and Enterprise privacy.
• Google / Microsoft — OAuth, Gmail API, Microsoft Graph for sending mail you compose.
• Vercel — hosting.
• Upstash — Redis-backed rate limiting on AI and mailbox-write endpoints.

Primary processing region: Mumbai, India (ap-south-1). Anthropic and OpenAI are processed in their providers' default US regions. Where data crosses borders, all sub-processors are bound by Standard Contractual Clauses (or equivalent transfer mechanisms) under their respective Data Processing Agreements.

• storage — persist your signoff, language, and chip preferences locally.
• tabs — open the settings and billing pages in a new tab when you click them from the panel.
• Host access to mail.google.com, outlook.live.com, outlook.office.com, outlook.office365.com — inject the reply panel into those pages.
• Host access to the MailGeni web app domain — pass your authenticated session from the web app to the extension.

• Disconnect Gmail, Google Calendar or Outlook at any time from the Settingspage. Disconnecting clears the stored refresh token and, for Google providers, calls Google's revoke endpoint so MailGeni's access is also removed at myaccount.google.com.
• Delete your account in-app from Settings → Delete account. This immediately erases your profile, OAuth tokens, tracked-email rows, memory and preferences, revokes Google access, and deletes your authentication record at Clerk. No email request is required.
• You can also request deletion by emailing drimranmalikuk@gmail.com and we will complete it within 30 days.
• EU/UK residents have the right to access, correct, and erase their data under GDPR. Use the same contact address.
• India residents have the rights set out under the Digital Personal Data Protection Act 2023 (DPDPA), including access, correction, erasure, and grievance redress. Use the same contact address; we treat all such requests as we would a GDPR request.
• Turn off open tracking per-message when composing.

MailGeni is operated by an individual founder based in Qatar. Personal data handling is governed by Qatar's Personal Data Privacy Protection Law (Law No. 13 of 2016, "PDPPL"), with additional protections applied for users domiciled in the EU/UK (GDPR) and India (DPDPA 2023). Cross-border transfers to sub-processors are made under Standard Contractual Clauses or equivalent transfer mechanisms set out in their respective Data Processing Agreements. The supervisory authorities relevant to MailGeni are:

• Qatar — National Cyber Security Agency (NCSA), via ncsa.gov.qa.
• EU/UK users — your local supervisory authority (e.g. the ICO for the UK, ico.org.uk).
• India users — Data Protection Board of India (DPBI) once constituted under the DPDPA 2023.

Traffic is served over HTTPS. OAuth tokens are stored in a Supabase database with row-level security and access restricted to the service role key, which is never exposed to clients. Session cookies are issued and validated by Clerk.

MailGeni is not directed at children under 13 and we do not knowingly collect their data.

We will update this page if our data practices change, and update the "Last updated" date at the top. Material changes will be communicated by email.

Questions, deletion requests, or concerns: drimranmalikuk@gmail.com