Privacy Policy

Last updated: October 8, 2026

Mailclerk LLC, a Texas limited liability company ("Mailclerk," "we," "us," or "our"), operates the Mailclerk mobile app, web app, and website at mailclerk.io (together, the "Service"). This Privacy Policy explains what information we collect, how we use and share it, and the choices you have.

The Service is offered only in the United States and is intended for people aged 16 and older.

1. Information We Collect

Information from your Google account

Mailclerk works by connecting to your Google account. When you sign in with Google, you choose which permissions to grant. Depending on those permissions, we access:

• Basic profile: your name, email address, and Google account identifier.
• Gmail: your email messages, including headers, subjects, bodies, and attachments, and your Gmail labels. We use this to read, sort, label, archive, and move your mail, and to send email when you press send.
• Full Gmail access (optional): used only to permanently delete messages and empty your trash when you ask us to.
• Google Contacts (contacts and "other contacts," read-only): names and email addresses of people you know or have emailed, used to recognize senders and suggest recipients.
• Google Drive (optional, limited): used only to read how much of your Google storage is in use, so we can show your storage meter. We do not read your Drive files.
• OAuth tokens: the access and refresh tokens Google issues so the Service can act on your account. They are stored encrypted.

Information we create or store to provide the Service

• Indexed email data: to provide sorting, search, and task features, we extract and store partial data from your emails, such as metadata, headers, and short snippets. We do not store complete emails on our servers, except as described for drafts below.
• Drafts and attachments: when you write an email in Mailclerk, the draft and any attachments are temporarily stored on our servers, encrypted, until the email is sent.
• Tasks and events: tasks, due dates, and event details (such as titles, descriptions, and times) that we extract from your emails, or that you create, so we can show them and remind you about them.
• Your settings and activity in the app: sorting rules, labels, priority and notification preferences, cleanup and unsubscribe history, and usage counts used to enforce plan limits.

Information from your device

• Device and app data: a device identifier, your time zone, app version, and operating system.
• Push notification token: if you allow notifications, we store your device's push token so we can send them.
• Crash and diagnostic data: if the app crashes or hits an error, a report is sent to our error-monitoring provider. Reports include technical details such as the device model, OS version, and the state of the app. We configure it not to attach default personal information to these reports.

Billing information

Payments are processed by Stripe. Stripe collects your payment details directly; we do not receive or store your full card number. We receive your subscription status, plan, billing dates, a Stripe customer identifier, and a card fingerprint: an identifier Stripe derives from a card that lets us recognize the same card again without seeing its number.

Information stored only on your device

To make the app fast and usable offline, the mobile app keeps a cache of recent emails (including full message bodies), contacts, and unsent drafts and their attachments on your device. This data stays on your device. It is removed as it ages out, when a different account signs in on the device, or when you uninstall the app.

2. How We Use Your Information

We use your information only to:

• Provide and operate the Service, including sorting your inbox, extracting tasks and events, suggesting replies, cleaning up your inbox, and sending email you write.
• Send you notifications you have turned on.
• Process payments and manage your subscription.
• Prevent fraud and abuse, such as claiming more than one free trial.
• Provide customer support and respond to your requests.
• Monitor, secure, and fix problems with the Service.
• Comply with legal obligations.

We do not use your information for advertising, and we do not sell, rent, or trade it.

3. AI Processing

Many Mailclerk features are powered by AI models. To provide them, we send the parts of your email content needed for each feature to a third-party AI provider. That provider processes the content to return a result to us, and is contractually prohibited from using it to train its models.

We currently use Google's Gemini API. We may add or change AI providers; when we do, we will update this section before your data is sent to them.

No AI training. We do not use your data, including your emails, drafts, contacts, tasks, events, or any information received from Google APIs, to train, fine-tune, or improve our own AI models or anyone else's.

4. Google API Services User Data Policy

Mailclerk's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. In particular:

• We use Google user data only to provide and improve the user-facing features of Mailclerk.
• We do not transfer Google user data to others except as necessary to provide those features, for security purposes, to comply with applicable law, or as part of a merger, acquisition, or sale of assets with notice to you.
• We do not use Google user data to serve advertisements.
• We do not allow humans to read your Google user data unless you give us permission for specific messages (for example, to help with a support request), it is necessary for security purposes such as investigating abuse, it is required by law, or the data has been aggregated and anonymized for internal operations.
• We do not use Google Workspace API data to develop, improve, or train generalized AI or machine-learning models.

5. How We Share Information

We share information only with service providers that help us run the Service, and only as needed for them to do so:

Push notifications may include an email's sender and subject, which pass through Expo's and Apple's notification services to reach your device.

We may also disclose information if required by law, to protect the rights, safety, or property of Mailclerk, our users, or others, or as part of a merger, acquisition, or sale of assets, in which case this Privacy Policy will continue to apply to your information.

6. Data Security

We encrypt data in transit (TLS) and at rest, including your OAuth tokens, drafts, and attachments. We use administrative, technical, and physical safeguards to protect your information. No system is perfectly secure, but we work to protect your data and will notify you of a breach affecting it as required by law.

7. Data Retention

We keep your information for as long as your account is active.

Deleting your account. You can delete your account from Settings in the app. When you do:

• Your account is deactivated immediately. We stop scanning your mail, revoke Mailclerk's access to your Google account with Google, delete your push notification tokens, and cancel pending reminders.
• Your subscription stops renewing. The period you have already paid for is not refunded.
• Your account and its data are permanently deleted 30 days later. Until then, you can sign in and cancel the deletion; your data will be as you left it, and you will need to reconnect Gmail.

What we keep after deletion. To prevent repeat free trials and other abuse, we keep a record of the email address and card fingerprints associated with your account and whether a free trial or subscription was used. If you sign up again later, you start a new account with none of your previous data, but without a new free trial. We also keep billing records we are required to retain for tax and accounting purposes, and Stripe retains its own payment records under its privacy policy. Crash reports expire on our error-monitoring provider's retention schedule.

8. Your Choices and Rights

• Deletion: you can delete your account at any time from Settings in the app, as described in Data Retention above, or by emailing [email protected].
• Access: you can request a copy of your personal information by emailing [email protected].
• Revoke Google access: you can disconnect Mailclerk from your Google account at any time at myaccount.google.com/permissions. This stops our access to your Google data but does not delete data we already hold; to remove that, delete your account.
• Optional permissions: you can decline the optional Gmail and Drive permissions; only the features that need them will be unavailable.
• Notifications: you can turn push notifications off in the app or in your device settings.

Depending on your state of residence, you may have additional rights under state privacy law, such as the right to correct your information or to appeal a decision we make about your request. To exercise any of these rights, email [email protected]. We will not discriminate against you for exercising them.

9. Children's Privacy

The Service is not intended for anyone under 16, and we do not knowingly collect personal information from children under 13. If you believe a child has given us personal information, contact us and we will delete it.

10. Our Website

The mailclerk.io website does not use advertising or tracking cookies. Our hosting provider may log standard technical information, such as IP addresses and browser type, to deliver and secure the site.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will post the updated policy on this page and change the "Last updated" date. If we make material changes, we will notify you by email or in the app before they take effect.

12. Contact Us

Mailclerk LLC
Email: [email protected]