Privacy Policy

Last Updated: March 2, 2026

1. Introduction

Welcome to ZeroTouch Mail AI ("we," "us," "our," or "the Service"). This Privacy Policy explains how we collect, use, disclose, and otherwise process personal information when you use our website and services.

This policy applies to users in the United States, European Union, Canada, and other Western countries. We comply with applicable privacy laws including GDPR (EU) and PIPEDA (Canada).

2. Information We Collect

2.1 Information You Provide

• Google Account Information: When you log in via Google OAuth, we collect your email address and basic profile information
• Gmail Data: We access your Gmail account to read, send, and manage emails on your behalf (with your permission)
• Service Data: Information you enter while using our platform (sequences, templates, lead information, appointment details)

2.2 Information Collected Automatically

• Usage logs and activity data related to your use of the Service
• Device information (browser type, IP address, operating system)
• Error reports and system diagnostics

3. How We Use Your Information

We use the information we collect to:

• Authenticate your account and provide access to the Service
• Read and process your emails to detect appointments and generate AI responses
• Send emails on your behalf through Gmail or SMTP
• Generate AI-powered email drafts and responses using Claude AI
• Track and analyze appointment confirmations
• Improve our Service and troubleshoot issues
• Comply with legal obligations

4. Data Storage and Security

Storage Location: Your data is stored on Render (a cloud hosting platform) in secure, persistent storage. This includes your email addresses, email history, sequences, and configuration data.

Security Measures: We implement industry-standard security practices including:

• Encrypted connections (HTTPS/TLS)
• Secure OAuth token storage
• Access controls and authentication

While we strive to protect your information, no system is 100% secure. You are responsible for maintaining the confidentiality of your login credentials.

5. Data Retention

We store your data for as long as you maintain an active account. When you delete your account, we will make reasonable efforts to remove your data from our systems, though some data may be retained in backups for a limited period (typically 30 days) for recovery purposes.

Email data accessed via Gmail API remains in your Google account and is subject to Google's policies. We may retain copies of email content and metadata for service operation purposes.

6. Third-Party Services

Our Service uses third-party services that may process your information:

• Google: Gmail API for email access and sending (governed by Google's Privacy Policy)
• Anthropic (Claude AI): We send email content to Claude Haiku to generate AI responses and detect appointments
• Render: Cloud hosting and data storage provider
• OpenAI (optional): If enabled, email processing may use OpenAI's API

These services may process your personal information according to their own privacy policies. We recommend reviewing their policies:

• Google Privacy Policy
• Anthropic Privacy Policy
• OpenAI Privacy Policy

7. Your Rights

7.1 General Rights

You have the right to:

• Access your personal information
• Correct inaccurate information
• Delete your account and associated data
• Withdraw consent to data processing
• Disconnect your Gmail integration at any time

7.2 GDPR Rights (EU Residents)

If you are a resident of the European Union, you have additional rights under the General Data Protection Regulation (GDPR):

• Right to Access: Request a copy of your personal data
• Right to Rectification: Correct inaccurate data
• Right to Erasure: Request deletion of your data ("right to be forgotten")
• Right to Restrict Processing: Limit how we use your data
• Right to Data Portability: Receive your data in a portable format
• Right to Object: Object to certain processing activities

7.3 PIPEDA Rights (Canadian Residents)

If you are a Canadian resident, you have rights under PIPEDA (Personal Information Protection and Electronic Documents Act):

• Right to access your personal information
• Right to request correction of inaccurate information
• Right to request deletion of personal information
• Right to lodge complaints with the Privacy Commissioner of Canada

To exercise any of these rights, contact us at the email address below.

8. International Data Transfers

Your data may be transferred to and stored in countries outside your country of residence, including the United States. By using our Service, you consent to the transfer of your information to countries outside your country of origin, which may have different data protection rules.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by updating the "Last Updated" date at the top of this policy. Your continued use of the Service after such changes constitutes your acceptance of the updated Privacy Policy.

10. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:

11. Compliance

This Privacy Policy is designed to comply with GDPR, PIPEDA, and other applicable privacy laws. However, this is not a substitute for legal advice. If you have specific legal concerns, we recommend consulting with a privacy attorney.