Privacy Policy

BetterMail (“we”, “us”, or “our”) operates the BetterMail email productivity application available at bettermail.tech. This Privacy Policy explains how we collect, use, disclose, and protect your information when you use our Service.

By using BetterMail you agree to the collection and use of information in accordance with this policy. If you do not agree, please do not use our Service.

1. Information We Collect

1.1 Account Information

When you sign in via Google OAuth or Microsoft OAuth, we receive:

• Your email address
• Your display name
• A profile avatar URL (where provided by the identity provider)
• OAuth tokens (refresh token) required to access your mailbox on your behalf

We do not receive or store your account password. Authentication is handled entirely by Google or Microsoft.

1.2 Email Data

To provide core email client functionality, BetterMail accesses your email messages and mailbox metadata via the Google Gmail API and Microsoft Graph API. Specifically:

• Email subjects, senders, recipients, timestamps, and labels
• Email body content (plain text and HTML) — used to display emails in the app and to power AI features such as search and summarisation
• Thread and conversation structure — used to group related emails
• Attachment metadata (filename, MIME type, size) — attachment content is not stored on our servers
• Mailbox folder and label structure

Email content is indexed in an encrypted search index solely to power in-app search, AI summarisation, and the AI assistant feature. We do not process email content for advertising purposes, and we do not sell email data to third parties.

1.3 Usage Data

We may collect anonymised telemetry about how you interact with the app (e.g., features used, session duration) to improve the product. This data cannot be used to identify individual users or read email content.

1.4 Log Data

Our servers automatically record standard log data including IP addresses, browser type, pages visited, and timestamps. This data is used for security monitoring and debugging only, and is retained for a maximum of 90 days.

2. How We Use Your Information

We use the data we collect exclusively to:

• Provide the Service — displaying your emails, sending replies, managing folders, and synchronising your mailbox
• Power AI features — AI-based search, email summarisation, smart compose suggestions, and the conversational AI assistant, which analyses email content to answer your questions about your inbox
• Authenticate you — verifying your identity on each session via OAuth
• Improve the Service — using aggregated, anonymised usage data to fix bugs and build new features
• Security and fraud prevention — detecting anomalous activity or unauthorised access

We do not use your email content or Google/Microsoft account data for advertising, user profiling, or any purpose unrelated to providing the BetterMail Service.

3. How We Share Your Information

We do not sell, rent, or trade your personal data. We share data only in the following limited circumstances:

3.1 AI Service Providers

To power AI features, we may transmit relevant excerpts of your email content to a third-party large language model (LLM) API provider. These providers act as data processors under our instruction. They are contractually prohibited from using your data to train their own models, retaining your data after the request is complete, or sharing your data with third parties.

3.2 Infrastructure Providers

We use trusted cloud infrastructure providers for databases, search indexing, and caching. All data is encrypted in transit (TLS 1.2+) and at rest. These providers are used solely to store and process data on our behalf.

3.3 Legal Requirements

We may disclose your data if required by law, court order, or governmental authority, or if we believe disclosure is necessary to protect our rights, property, or the safety of our users.

3.4 Business Transfers

In the event of a merger, acquisition, or sale of all or substantially all of our assets, user data may be transferred as part of that transaction. We will notify you before your data becomes subject to a different privacy policy.

4. Data Retention

• Email index data — retained while your account is active; deleted within 30 days of account deletion
• OAuth tokens — stored encrypted; revoked and deleted immediately upon account disconnection or deletion
• Account information — deleted within 30 days of account deletion
• Server logs — retained for a maximum of 90 days
• AI conversation history — retained for 90 days after the last message, then permanently deleted

You may request deletion of your data at any time by contacting admin@bettermail.tech or by disconnecting your account from the Settings page, which immediately revokes our access tokens.

5. Google and Microsoft API Scopes

BetterMail requests the following OAuth scopes:

Google

• https://mail.google.com/ — read, compose, send, and permanently delete messages; manage labels and drafts
• openid, email, profile — identify you and display your name and email address

Microsoft (Outlook)

• Mail.ReadWrite — read and manage your Outlook messages and folders
• Mail.Send — send email on your behalf
• offline_access — maintain access when you are not actively using the app
• openid, profile, email — identify you

We request only the minimum scopes necessary to deliver the Service. You can revoke our access at any time via your Google Account permissions or Microsoft Account app permissions.

6. Security

• TLS 1.2+ encryption for all data in transit
• AES-256 encryption for OAuth tokens at rest
• Role-based access controls limiting who on our team can access production systems
• Regular security audits and dependency updates

No method of transmission over the internet is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.

7. Your Rights

• Access — request a copy of the personal data we hold about you
• Correction — request that inaccurate data be corrected
• Deletion — request that your data be deleted
• Portability — request your data in a structured, machine-readable format
• Withdrawal of consent — disconnect your Google or Microsoft account from the Settings page at any time, which immediately revokes our access

To exercise any of these rights, contact us at admin@bettermail.tech. We will respond within 30 days.

8. Children's Privacy

BetterMail is not intended for children under the age of 13. We do not knowingly collect personal information from children under 13. If you believe we have inadvertently collected such information, please contact us immediately.

9. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the new policy on this page and updating the "Last updated" date. For significant changes, we will also notify you by email if we have your address on file.

10. Contact Us

• Email: admin@bettermail.tech
• Website: https://bettermail.tech