Privacy Notice

1. Data Controller

The data controller responsible for personal information processed by OmniMail is Ruslan Bakirov. Contact our privacy team directly at: privacy@omnimail.tech.

2. Data We Process

• Account Profile: Your verified Google account email address and Supabase Auth subject ID, used exclusively to authenticate your session and enforce multi-tenant isolation.
• Mailbox Credentials: OAuth refresh tokens and IMAP/SMTP app-passwords. All credentials are encrypted at rest with AES-256-GCM and are not logged or persistently stored in plaintext. The server decrypts them to connect to your mail provider.
• Ephemeral Mail Cache: Encrypted message and attachment chunks accessible for a maximum of 600 seconds (10 minutes) solely to fulfill MCP client requests. Access is denied after expiry; physical deletion occurs during database cleanup and may happen later.
• Usage Counters: Integer counters recording monthly reads and sends against quota allowances. Usage counters do not store email contents, subject lines, or recipient addresses.

3. What We Do NOT Do

• We do not maintain permanent copies of your emails or message bodies on our servers.
• We do not train machine learning or artificial intelligence models on your email data.
• We do not monetize, sell, or license user information to third-party data brokers or advertisers.

4. Analytics and Marketing Preferences

Product analytics and product update communications require separate consent and are off by default. Refusing either does not limit core service use.

With your consent, we send usage events and may maintain a persistent pseudonymous profile in a Mixpanel project in the EU using a random identifier linked to your account in our database. Profiles store only fixed non-identifying technical schema properties. Email contents, addresses, subjects, search queries, names, and end-user IP addresses are not sent. The default Mixpanel event retention period is two years. When you withdraw consent, we stop collecting new events and profile updates and queue the identifier for deletion in Mixpanel, covering both events and profile data; an already started request may finish. Mixpanel says deletion can take up to 30 days after submission; outages or manual review can extend that time.

To monitor reliability, we send technical metrics, operation logs and sampled traces to Grafana. This monitoring operates independently of product analytics consent. Exports exclude email content, addresses, subjects, credentials and account identifiers. They use opaque operation identifiers; Grafana Free retains telemetry for 14 days.

Better Stack checks public service endpoints and the protected readiness result, and hosts the status page. Operational alerts are delivered to the operator through Gmail and Telegram; they exclude email contents and credentials. Grafana telemetry retention does not apply to those notifications. Cloudflare provides domain and DNS services. See our service providers and data processing.

With your authorization, OmniMail sends mail-request results to your chosen AI client. Its data retention and processing terms apply separately; deleting data in OmniMail does not erase copies held by the client.

Correspondence is stored in iCloud Mail and handled by Ruslan Bakirov. Resolved support conversations are deleted manually 90 days after resolution. This period does not automatically apply to privacy or security case records. Account deletion does not automatically erase iCloud correspondence; requests to remove it are verified and handled separately.

5. Data Subject Rights: Export and Erasure

You have the right to export your connection configurations and consent records as a machine-readable JSON file, or request permanent account deletion. A deletion request immediately blocks account access. Application erasure, mailbox-provider revocation and authentication profile deletion are separate stages. Automated processing of all stages is not yet active; unfinished stages require manual handling. The receipt reports request progress, not guaranteed completion of every stage. Copies held by your mail provider and AI client are not deleted by this request.