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Privacy Policy

Effective Date: 01. Nov. 2025

1. Introduction

Welcome to Mailprime Cloud . We respect your privacy and are committed to protecting personal data entrusted to us. This Privacy Policy explains how we collect, use, store, disclose, and safeguard information when you use our email automation platform, website, dashboard, and background automation services.

Mailprime Cloud operates as an email automation and AI-assisted reply system, processing incoming emails on behalf of users using deterministic rules and optional AI-based responses. Because our Service necessarily processes email content, we take data protection seriously and design our systems to minimize access, retention, and exposure.

2. Scope of This Policy

This Privacy Policy applies to:

  • Registered users (customers and administrators)
  • Connected email accounts processed via IMAP/SMTP
  • Website visitors and dashboard users

This policy does not apply to third-party email providers (e.g., Gmail, Outlook) or payment processors, which operate under their own privacy policies.

3. Data We Collect

A. Account & Identity Data
  • Name, username
  • Email address
  • Authentication credentials (hashed passwords)
  • Billing and plan information (excluding full payment card details)
B. Email Account Data
  • IMAP/SMTP connection details
  • Encrypted email account passwords
  • Email metadata (sender, subject, headers)
  • Email content only for the purpose of automated processing

Important: Mailprime does not read emails manually. Email content is processed programmatically by the worker process and is not reviewed by humans unless required for debugging or legal compliance.

C. Knowledge Base Content
  • Text or PDF files uploaded by users
  • Extracted text used for AI context (RAG)
D. Technical & Usage Data
  • Automation activity logs and error logs
  • Email processing logs (reply_logs)
E. AI Interaction Data
  • Prompts generated from email content and knowledge base
  • AI-generated responses
  • Retry and rate-limit metadata

4. How We Use Your Data

We use personal data only where legally permitted and strictly necessary to operate Mailprime Cloud:

To provide the Service

  • Fetching incoming emails via IMAP
  • Matching rule-based triggers
  • Generating and sending automated replies
  • Managing dashboards, rules, and knowledge bases

To operate AI features

  • Sending limited contextual data to Google Gemini for response generation when AI is enabled
  • Improving response formatting and accuracy

For security and compliance

  • Preventing email loops, abuse, or spam
  • Logging automated actions for auditability
  • Enforcing plan limits and rate limits

For billing and account management

  • Plan enforcement
  • Usage monitoring

5. AI & Third-Party Processing

When AI features are enabled, Mailprime sends only the minimum necessary data (email content and relevant knowledge base excerpts) to Google Gemini for processing.

  • AI requests are performed server-side
  • No AI model is trained on your data by Mailprime
  • Mailprime does not control how third-party AI providers store or process data once transmitted
  • Users may disable AI features entirely and rely solely on rule-based automation.

6. Data Security

We implement technical and organizational safeguards including:

  • Encrypted storage of email credentials
  • Secure environment variable handling (.env)
  • Access controls for admin vs customer roles
  • Rate limiting and automation isolation
  • Limited data retention policies
  • No plaintext password storage

Despite these measures, no system is 100% secure. Users are responsible for maintaining secure email credentials.

7. Data Retention

  • Email content is processed transiently and not stored unless required for logging or troubleshooting
  • Reply logs are retained for operational and compliance purposes
  • Users may delete rules, email accounts, and knowledge base content at any time
  • Deleted data is permanently removed unless legally required to retain it

8. Your Legal Rights

Depending on your jurisdiction, you may have the right to:

  • Access your data
  • Correct inaccurate data
  • Request deletion
  • Restrict or object to processing
  • Data portability
  • Withdraw consent (where applicable)

Requests can be made via the contact information below.

9. International Transfers

Mailprime servers may be hosted in jurisdictions different from your own. By using the Service, you consent to cross-border data processing where necessary to operate the platform.

10. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be communicated via the dashboard or email.

11. Contact Information

For privacy-related questions or requests:
Email: mailprime.team@gmail.com