Last updated: April 2026 · AI Automated Solutions LLC
We built MailMind with privacy in mind. We do not sell your data. We do not show you ads. Your emails are processed to provide the service and never stored long-term on our servers.
1. Who We Are
MailMind is operated by AI Automated Solutions LLC. We provide an AI-powered email management service that helps you prioritize, respond to, and manage your inbox. If you have questions about this policy, contact us at privacy@mailmind.app.
2. What Data We Collect
Account information: Your name, email address, and encrypted password when you create an account.
Email credentials: Your email address and App Password (or equivalent) to connect MailMind to your inbox. These are encrypted at rest.
Email content: When you use MailMind, your emails are temporarily processed by our AI to rank them by importance, detect action items, and draft replies. Email content is NOT permanently stored on our servers — it exists in memory only during your active session.
Usage data: Your settings, to-do lists, contacts, style preferences, and snoozed emails are stored in our database so the app remembers your preferences.
Billing information: Payment details are handled entirely by Stripe. We never see or store your credit card number.
3. How We Use Your Data
To provide the MailMind service — ranking, drafting, and managing your emails
To personalize the AI to your communication style
To process your subscription payments via Stripe
To send you important account and service notifications
To respond to support requests and reported issues
We do not use your data for advertising, do not sell it to third parties, and do not use it to train AI models.
4. Third-Party Services We Use
Anthropic (Claude AI): Your email content is sent to Anthropic's API for processing (ranking, drafting, analysis). Anthropic's API processes requests without retaining data for training per their enterprise policy. See Anthropic's Privacy Policy.
Stripe: Handles all payment processing. We share only your name and email with Stripe. See Stripe's Privacy Policy.
ElevenLabs: For users on voice plans, text is sent to ElevenLabs for speech synthesis. See ElevenLabs' Privacy Policy.
Render: Our hosting provider. Your data is stored on Render's servers in the United States. See Render's Privacy Policy.
5. Email Credential Security
Your email App Password is encrypted before being stored in our database using AES-256 encryption (via Fernet symmetric encryption). Even if our database were breached, your credentials would not be readable without the encryption key, which is stored separately as an environment variable.
We strongly recommend using an App Password rather than your main email password. App Passwords can be revoked at any time from your Google or Microsoft account without changing your main password.
6. Data Retention
Active accounts: Data is retained as long as your account is active.
Cancelled accounts: Data is deleted within 30 days of account cancellation.
Email content: Never permanently stored. Exists in server memory only during your active session and is cleared when the session ends.
Issue reports: Retained for up to 12 months for quality improvement, then deleted.
7. Your Rights
Depending on your location, you may have the following rights:
Right to access: Export all your data at any time from Settings → Your Data → Export My Data.
Right to deletion: Delete your account and all associated data at any time from Settings → Your Data → Delete Account.
Right to correction: Update your account information at any time in Settings.
Right to portability: Your exported data is provided in standard JSON format.
For any privacy requests, email privacy@mailmind.app and we will respond within 30 days.
8. Children's Privacy
MailMind is not intended for users under 18 years of age. We do not knowingly collect data from children. If we become aware that a child under 18 has created an account, we will delete it promptly.
9. European Union Users (GDPR)
MailMind is operated from the United States and is primarily intended for US-based users. We do not actively market to residents of the European Union. If you are located in the EU and wish to use MailMind, please contact us at privacy@mailmind.app before creating an account so we can discuss your specific data protection requirements.
EU residents who do use MailMind have the right to access, correct, export, and delete their personal data at any time as described in Section 7 above. Our lawful basis for processing personal data is contract performance — providing the MailMind service you have requested. To submit a data request, email privacy@mailmind.app. We will respond within 30 days.
10. California Residents (CCPA)
If you are a California resident, you have specific rights under the California Consumer Privacy Act (CCPA) and the California Privacy Rights Act (CPRA).
What we collect and why: We collect identifiers (name, email address, IP address), account credentials, email metadata (subject lines, sender names processed in real time), usage data, and payment information processed by Stripe. We collect this information to provide and improve the MailMind service.
We do not sell your personal information. We do not sell, rent, or trade your personal data to third parties for money or other consideration. We do not share your personal data with third parties for cross-context behavioral advertising.
Your California rights include:
Right to Know: You may request a copy of the personal information we have collected about you in the past 12 months, including the categories of data, sources, and purposes.
Right to Delete: You may request deletion of your personal information, subject to certain exceptions. You can initiate this from Settings → Delete Account, or by emailing us.
Right to Correct: You may request correction of inaccurate personal information we hold about you.
Right to Opt Out of Sale or Sharing: We do not sell or share your data, so this right does not apply. However you may contact us to confirm this at any time.
Right to Limit Use of Sensitive Personal Information: We do not use sensitive personal information (such as email content) for any purpose other than providing the MailMind service.
Right to Non-Discrimination: We will not discriminate against you for exercising any of these rights.
To exercise any of these rights, email privacy@mailmind.app with the subject "California Privacy Request." We will respond within 45 days. We may need to verify your identity before processing your request.
Shine the Light: California Civil Code Section 1798.83 permits California residents to request information about disclosures of personal information to third parties for direct marketing purposes. We do not disclose personal information to third parties for direct marketing.
11. Business Accounts and Team Visibility
If you access MailMind through a business or organizational account, be aware of the following:
Your organization's administrator may have enabled "Team Visibility Mode." If so, you will receive an email notification and see a visible banner inside the MailMind app. This mode allows your administrator to see subject lines and sender names of your urgent unread emails only — never the content of your emails.
If you are using a company-provided email account, your employer may have independent legal rights to access that email account under applicable employment law.
Visibility Mode is a manual setting controlled by your administrator. Whether it is appropriate for your organization depends on your employment arrangement and local laws. If you have concerns, speak with your employer or a legal advisor.
Your actual email content is never visible to your administrator through MailMind under any setting.
Delegated tasks you receive or complete may be visible to your administrator through the team dashboard.
When you joined your organization's MailMind account, you provided explicit consent to AI processing of your work emails by checking a required acknowledgment box.
12. Harmful Use Prohibition
MailMind's AI features, including reply drafting and voice commands, must not be used to compose, send, or facilitate harassing, fraudulent, misleading, or spam emails. Users who misuse AI-generated content in violation of CAN-SPAM, the Computer Fraud and Abuse Act, or any other applicable law may have their accounts terminated immediately and may be reported to relevant authorities. AI Automated Solutions LLC is not liable for misuse of AI-generated content by users.
13. Changes to This Policy
We may update this policy from time to time. We will notify you of significant changes by email or by displaying a notice in the app at least 14 days before changes take effect. Continued use of MailMind after changes take effect constitutes acceptance of the updated policy. You may always request the previous version of this policy by emailing us.