Privacy Policy
Your privacy matters to us. Here's how we protect your data.
Introduction
MailMates.app ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Chrome extension and related services (collectively, the "Service").
Information We Collect
Personally Identifiable Information
We collect the following personally identifiable information:
- •Email address: Collected from Firebase authentication for user account identification
- •Name: Collected from your user profile (first name, last name, full name) for personalization
- •Profile picture: Collected from your user profile for display purposes
This information is stored locally in your browser's extension storage and on our secure backend servers (Firebase Firestore) for user authentication, account management, and personalization of the extension experience.
Authentication Information
We collect and store:
- •Firebase authentication tokens: Stored locally in your browser's extension storage for session management
- •Token expiration timestamps: Tracked to automatically refresh authentication sessions
This information is stored locally only and is used for maintaining user authentication sessions, automatic token refresh, and secure API access.
Personal Communications
When you explicitly use our AI features (email generation, summarization, quick replies), we collect:
- •Email content: Email body text, subjects, sender information, recipient information
- •Email metadata: Sender email addresses, sender names, message dates, message IDs
Important: Email content is only collected when you explicitly use our AI features. We do not passively collect or read your emails. Email content is sent to our backend API servers for AI processing and is processed in real-time. The actual email content is not permanently stored—only metadata about processed emails (type, language, length) may be logged for usage tracking.
User Activity
We collect the following usage data:
- •Type of AI feature used (email generation, summarization, quick reply)
- •Which AI model was used for each request
- •Language, tone, and length preferences
- •Processing metrics: prompt length, response length, tokens used, processing time
This data is stored on our backend servers (Firebase Firestore) in usage logs for quota management, usage limits enforcement, service improvement, and user experience optimization. We do NOT collect keystroke logging, mouse tracking, or general browsing behavior—only activity related to explicit use of extension features is tracked.
Website Content
When you use our AI features, we collect:
- •Email content: Text and HTML content from Gmail/Outlook email messages
- •Email structure: Email thread structure, message relationships
This content is read from Gmail/Outlook pages when you explicitly use our features, sent to our backend API servers for AI processing, and processed in real-time. Only metadata about processing is logged, not the actual content.
Information We Do NOT Collect
We do NOT collect the following types of information:
Health information
We do not collect any health-related data
Financial information
Payment processing is handled separately and not accessed by the extension
Location data
We do not collect GPS coordinates, IP addresses, or location tracking
Web browsing history
We do not collect or access your web browsing history
Passive email reading
We only access email content when you explicitly use our AI features
How We Use Your Information
We use the collected information solely for the following purposes:
We do NOT use your data for advertising, marketing, or any other purposes unrelated to the extension's core functionality.
Data Sharing and Third Parties
We do not sell or transfer user data to third parties, except in the following approved use cases:
Our backend API servers
User data is sent to our own backend API servers (api.mailmates.app) for processing
AI service providers
Email content is sent to AI service providers (such as OpenAI) for processing, which is necessary for the core functionality
Firebase
We use Firebase for authentication and data storage, which is necessary for providing the Service
We do not share user data with advertisers, marketing companies, or any other third parties for purposes other than providing the extension's core AI email features.
Data Storage and Security
💾Storage
Local storage
Authentication tokens, user profile data, and settings are stored locally in your browser's extension storage (chrome.storage.local)
Backend storage
User account information, usage logs, and preferences are stored on secure backend servers (Firebase Firestore)
🔐Security
⏱️Data Retention
User data is retained as long as your user account is active. You can request data deletion at any time by contacting us at mailmates.app@gmail.com.
Your Rights and Control
You have the following rights regarding your data:
Sign out
Clear all locally stored authentication data at any time
Account management
Manage your account and preferences through the web application
Data deletion
Request deletion of your data by contacting us
Opt-out
Stop using the extension at any time to prevent further data collection
Chrome Web Store Compliance
This extension complies with Chrome Web Store Developer Programme Policies:
Contact Us
If you have any questions about this Privacy Policy, please contact us:
mailmates.app@gmail.comChanges to This Privacy Policy
We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last updated" date. You are advised to review this Privacy Policy periodically for any changes.