Privacy Policy

Version 1.2 | Effective date: May 1, 2025

Privacy Policy

MailUp ("us", "we", or "our") operates the www.mailup.ai website (the "Service"). This page informs you of our policies regarding the collection, use, and disclosure of personal data when you use our Service and the choices you have associated with that data.

We use your data to provide and improve the Service. By using the Service, you agree to the collection and use of information in accordance with this policy.

1. Important Information and Who We Are

1.1 Purpose of this Privacy Policy

This privacy policy provides information on how MailUp AI collects, uses, and processes your personal data through your use of our website, our services, or during business interactions.

1.2 Controller

If you are a registered customer of MailUp AI, we act as the ‘data controller’ of the personal data you provide to us, but as a ‘data processor’ of the personal data you submit to our services (such as calendar or email content). If we are only the processor of your data, please contact the relevant controller to exercise your rights. If you have any questions about this privacy policy or wish to exercise your legal rights, please contact us using the email address listed on our website.

1.3 Changes to this Privacy Policy

This version was last updated on May 1, 2025. If you use our website or services after any updates are posted, it means you accept those changes. Please inform us if your personal data changes during your relationship with us so we can keep it accurate.

2. The Data We Collect About You

We may create aggregated, de-identified, or anonymized data from the personal data we collect by removing identifiable details. This data may be used to improve our services or for other lawful business purposes, but not in a way that identifies you.

We may collect, use, store, and transfer the following types of personal data:

  • Contact Data: Name, business role, email address, phone number.

  • Financial Data: Billing information, payment card details.

  • Correspondence Data: Emails or notes from conversations that may contain personal opinions.

  • Usage Data: Information about how you interact with our website or services.

  • Technical Data: IP address, browser type and version, device information, login data, time zone settings, and operating system.

3. How Is Your Personal Data Collected?

We collect data through the following methods:

  • Direct Interactions: Through forms, emails, calls, meetings, or use of our platform.

  • Automated Technologies: We may collect Technical Data using cookies or similar technologies when you browse our website.

  • Third-Party Sources: We may receive Technical Data from analytics platforms (e.g., Google or Hubspot).

4. How We Use Your Personal Data

We will only use your personal data where permitted by law. Most commonly, we use your data to:

  • Fulfill a contract or provide services to you.

  • Operate and improve our business, where our interests do not override your rights.

  • Comply with legal or regulatory obligations.

Please contact us if you need clarification on the legal grounds we rely on.

5. Use of Google User Data

MailUp AI uses Google OAuth APIs to access your Gmail and Google Calendar data, only with your explicit consent. The data we access may include:

  • Gmail Data: Email subject lines, sender/recipient details, and message content to categorize and draft emails.

  • Google Calendar Data: Event names, dates, times, and participants to manage scheduling tasks.

We use this information solely to provide AI-powered features such as email sorting, auto-drafting, and meeting scheduling.

We do not store, share, or use this data for any purpose beyond delivering our core services. Your data is never used for advertising or training AI models.

MailUp AI’s use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

6. Use of Microsoft User Data

MailUp AI uses Microsoft OAuth APIs to access your Outlook email and Microsoft Calendar data, only with your explicit consent. The data we access may include:

  • Outlook Email Data: Subject lines, sender/recipient details, message content, and timestamps to categorize and draft email responses.

  • Microsoft Calendar Data: Event titles, times, dates, and participants for scheduling and calendar management features.

We use this information solely to deliver AI-powered functionality such as email assistance and calendar scheduling within MailUp AI.

We do not store, share, or use your Microsoft data for any other purpose. Your data is not used to train AI models, and we never sell or expose your data to advertising systems.

MailUp AI’s use and transfer of information received from Microsoft APIs adheres to the Microsoft API Terms of Use, Microsoft Privacy Statement, and applicable data protection laws. Our data handling practices ensure user data remains private, secure, and strictly limited to the purposes for which it was shared.

7. Data Shared with Third-Party AI Models

7.1 Shared Data

To deliver services like email categorization and draft responses, we use third-party AI models. These models are only used to provide the MailUp AI service and are not trained on your data.

Data types that may be processed include:

  • Email Data: Subject lines, body text, sender and recipient information.

  • Calendar Data: Event titles, times, and dates.

This data is used only to power the features of the MailUp AI service and not for any other purpose.

7.2 User Consent

We seek your explicit consent before sharing your data with AI models. Upon setup or when this policy is updated, a consent prompt will appear in-app.

7.3 Third-Party Data Retention

We maintain a zero data retention policy with our AI service provider. Customer API data is not stored on their servers.

8. Disclosures of Your Personal Data

We may share your data with:

  • Service providers that help us deliver and manage our platform (e.g., hosting, email, analytics, AI processing).

  • Third parties in connection with business transfers such as mergers or acquisitions.

All third parties are required to treat your personal data securely and in accordance with this policy. They are not allowed to use your data for their own purposes.

9. International Transfers

Some of our partners or service providers may be based outside your local jurisdiction. When personal data is transferred internationally, we ensure it is protected through appropriate safeguards such as contractual obligations or recognized data protection frameworks.

10. Data Security

We have implemented security measures to prevent your personal data from being lost, misused, or accessed without authorization. Access is limited to personnel who need the data to perform their job duties and who are bound by confidentiality obligations.

If we suspect a data breach, we will notify you and relevant authorities where required.

11. How Long Will We Use Your Personal Data?

We retain your personal data only as long as necessary to fulfill the purposes for which we collected it, including to meet legal, accounting, or operational requirements.

In some cases, we may anonymize your data for research or statistical purposes, in which case we may use it indefinitely.

12. Your Rights

Depending on the applicable laws where you reside, you may have the right to:

  • Access your personal data.

  • Request corrections or deletions.

  • Object to or restrict our processing of your data.

  • Request a copy of your data in a portable format.

  • Withdraw consent where consent is the legal basis of processing.

We will not charge a fee to process these requests unless they are excessive. We may ask you for verification to protect your data. We aim to respond to valid requests within a reasonable timeframe.

If you have any questions about this Privacy Policy, please contact us by email: privacy_policy@mailup.ai

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