Privacy Policy

Effective Date: November 20, 2024

Introduction

At Inboxpilot, we are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy outlines our practices regarding the collection, use, and protection of your data when you interact with our platform. We recognize that information privacy is an ongoing responsibility, and we will update this policy as we adopt new practices or technologies.

Contacting Us About Data Protection

Inboxpilot is headquartered in Wilmington, Delaware, USA. For any inquiries or concerns regarding our personal data policies, practices, or if you wish to exercise your privacy rights, please reach out to our dedicated Privacy Team. Our team is committed to assisting you with any questions you might have and ensuring your data is handled with the utmost care and respect.

Privacy Team Contact Information:

Inboxpilot
2810 N Church St PMB 16104
Wilmington, Delaware 19802-4447
privacy@inboxpilot.co

Use of Gmail OAuth

Inboxpilot uses Gmail OAuth to access your Gmail account with the necessary permissions to send and read emails. We are committed to ensuring the privacy and security of your data. Here's how we handle your Gmail data:

Email Access: We use Gmail OAuth to access your emails solely for the purpose of generating AI responses. We do not store your emails on our servers.
Data Storage: The only data we store is the AI-generated response that is sent out, along with message IDs and thread IDs. This is stored for logging purposes to help improve our services and ensure accountability.
Data Security: All data interactions with Gmail are encrypted and handled securely. We adhere to industry-standard security practices to protect your information.
No Email Storage: We do not store, read, or analyze your emails beyond what is necessary to generate a response. Once the response is generated and sent, we do not retain any email content.
User Control: You can revoke Inboxpilot's access to your Gmail account at any time through your Google account settings.

Google Workspace API Usage

We explicitly confirm that Inboxpilot does not retain or use data obtained through Google Workspace APIs to develop, improve, or train generalized AI and/or ML models. Our data usage is strictly limited to:

Providing personalized service to individual users
Generating AI responses within the specific user's context
Maintaining necessary operational logs

We do not aggregate, store, or leverage user data for creating or enhancing generalized AI or machine learning models beyond the specific user's individual experience.

AI Services and Third-Party AI Providers

InboxPilot uses AI services, including services provided by OpenAI, LLC, to power our email drafting and automation features. When we use third-party AI services:

No Training on Your Data: We configure third-party AI services (including OpenAI) to NOT retain or use your personal data, email content, or customer information for training their AI models
Data Minimization: We only send the minimum necessary data to AI services required to provide the requested functionality
Contractual Protections: We have agreements in place with AI providers that prohibit them from using your data for training or model improvement
API Configuration: We use API configurations that explicitly disable data retention and training features where available
Temporary Processing: Data sent to AI services is processed temporarily and not stored by the AI provider for training purposes

Your personal data, email content, and customer information are never shared with third-party AI providers for model training, improvement, or analytics purposes.

How We Collect and Use Your Personal Information

Inboxpilot collects and processes only the minimum necessary information to provide our AI-driven services:

Required Information:
- Email address
- First and last name
- Profile picture/avatar
- Message IDs and thread IDs
- Outgoing AI-generated email responses
- Train your AI model with your data

We explicitly DO NOT:

Store email attachments
Store contact lists
Use your data for advertising
Sell your data to third parties
Share data with information resellers
Use data for credit assessment
Use data for lending purposes
Create external databases

Use of the Inboxpilot Website

As is true of most websites, Inboxpilot's website collects certain information automatically and stores it in log files. This information may include:

Internet Protocol (IP) addresses
Browser type
Operating system
Usage information about the use of Inboxpilot's website

We use this information to help us design our site to better suit our users' needs and to diagnose problems with our server.

Cookies and Tracking Technologies

Inboxpilot uses cookies and similar tracking technologies to improve your experience on our website. You can manage cookie preferences through your browser settings. For more information, please refer to our comprehensive Cookie Notice.

Data Protection and Security

We implement robust security measures to protect your data:

Encryption of all data in transit and at rest
Secure cloud infrastructure with industry-standard protections
Regular security audits and updates
Access controls and authentication mechanisms
Monitoring systems for unauthorized access attempts

Data Retention and Deletion

We maintain clear data retention practices:

Outgoing AI-generated emails are retained for quality assurance
Message IDs and thread IDs are retained for service functionality
Account information is retained while your account is active

You may request deletion of your data by:

Contacting our Privacy Team at support@inboxpilot.co
Using the deletion tools in your account settings
Revoking access through your Google account settings

We work with trusted third-party service providers (sub-processors) to deliver our services. These sub-processors are contractually bound to protect your data and use it only for the specific purposes we've authorized.

Sub-Processors

We use the following sub-processors to provide our services:

Amazon Web Services, Inc. - Cloud hosting and infrastructure (USA)
Google LLC - Gmail/Outlook OAuth authentication (USA)
OpenAI, LLC - AI services for email drafting and automation (USA)
Stripe, Inc. - Payment processing (USA)
Zendesk, Inc. - Customer support ticketing, optional (USA)

All sub-processors are bound by strict data protection agreements that require them to:

Process your data only for the specific services we've authorized
Implement appropriate security measures to protect your data
Not use your data for their own purposes or for training AI models
Comply with applicable data protection laws

For a complete list of sub-processors and detailed information about our data processing practices, please see our Data Processing Agreement.

We only share information when:

You request or authorize it
It's required to provide our service (through authorized sub-processors)
It's required to comply with the law
It's necessary for security purposes

Data Transfer and Security

Information we collect about you will be processed in the United States. By using Inboxpilot's services, you acknowledge that your personal information will be processed in the United States. We implement robust data protection mechanisms, including:

Encryption: All customer data is encrypted using industry-standard encryption algorithms both at rest and in transit.
Access Control: We employ user roles and permissions to ensure that only authorized personnel can access sensitive data.

Your Rights

You have the following rights concerning the information we hold:

Right to Access: Request access to the information we have on record
Right to Rectification: Request corrections to any inaccurate information
Right to Erasure: Request the removal of your information from our records
Right to Control: Manage your data sharing preferences and revoke access

Children's Data

We do not knowingly attempt to solicit or receive information from children.

Questions, Concerns, or Complaints

If you have questions, concerns, or complaints regarding this Privacy Policy or our data practices, please contact us at:

Inboxpilot
2810 N Church St PMB 16104
Wilmington, Delaware 19802-4447
privacy@inboxpilot.co

Thank you for choosing Inboxpilot. We are committed to ensuring your privacy and providing a secure platform.