Privacy Policy for TrueEmailer

1. Account & Workspace Information

When you sign up and use TrueEmailer, we may collect:

• Name, email address, and password
• Company name, website, and role
• Billing details and subscription information
• Workspace settings, preferences, and team member details

2. Email & Campaign Data

To run your campaigns, we process the content you create and the data you upload:

• Subscriber lists and contact details you import
• Email content, templates, subject lines, and AMP components
• Campaign settings, schedules, and automation workflow rules
• Email logs such as send time, delivery status, opens, clicks, replies, bounces, spam complaints (where technically available)

Important: You remain the owner of your subscriber lists and email content. We only process this data on your behalf to deliver the service.

3. Technical & Usage Data

When you visit our site or use the app, we automatically collect certain technical information, such as:

• IP address, browser type, and device information
• Pages visited, actions taken, and feature usage inside the app
• Log data, error reports, and performance metrics used for debugging and improving the product
• Cookie and similar technologies data (explained further below)

4. Support, Feedback & Communication

When you contact us or interact with our team, we may collect:

• Support tickets and email conversations
• Bug reports, feature requests, and feedback
• Survey responses, demo requests, and onboarding notes

1. To Provide and Maintain TrueEmailer

• Authenticate you and manage your account
• Send your standard HTML campaigns and AMP for Email messages
• Run deliverability and inbox warmup flows
• Maintain logs required to operate the service reliably

2. To Improve Deliverability & Performance

• Monitor deliverability, bounce patterns, and spam complaints
• Tune warmup, throttling, and rate limits to protect your sender reputation
• Improve inbox placement and AMP render performance

3. To Provide Analytics & Insights

• Show you reports on opens, clicks, unsubscribes, and form submissions
• Help you understand which templates, content blocks, and AMP components perform better
• Support A/B testing and campaign optimization

4. To Communicate with You

• Send product updates, onboarding guidance, and tips
• Respond to support requests and technical issues
• Send security, billing, or critical service notifications

5. To Comply with Legal Obligations

We may process certain data as necessary to comply with applicable laws, anti-spam requirements, tax regulations, and to respond to lawful requests from authorities.

1. Third-Party AI Providers We Use

Several TrueEmailer features are powered by generative AI. We do not build, train, or host our own models. As of the “Last updated” date on this page, one third-party AI provider powers every AI feature in the product:

No other AI or large language model provider — including OpenAI, Anthropic, Meta, Mistral, or Cohere — receives your data. If we add or change an AI provider, we will name it in this section and update the “Last updated” date before the integration goes live.

2. Features Powered by AI

Every feature below sends its request to the provider named above, and to no one else:

• Campaign AI — campaign plans and email copy generated from your brief
• AI Workflow Builder — automation workflows and workflow templates generated from a description
• AI template generation — email templates, including their HTML
• AI compose and subject lines — drafting and subject suggestions in the editor
• Spam check fixes — suggested rewrites for content flagged by our spam analysis
• Analytics assistant — the conversational assistant over your campaign performance
• AI auto-reply — suggested replies to messages in your TrueEmailer inbox, where you enable it
• Warmup message content — the body text of messages exchanged within our warmup pool

3. What Is Sent to the AI Provider

Only what the feature needs to produce the output you asked for:

• The prompt, brief, or instruction you type, and the prior turns of that conversation
• The campaign, template, workflow, or message content the feature is acting on
• Any URLs or notes you attach as “sources” — we fetch the page server-side and include its readable text
• For the analytics assistant, aggregated workspace performance metrics such as open, click, and bounce rates and top countries, devices, and email clients

We do not upload your subscriber lists or contact database to the AI provider as part of these features.

4. Training, Retention, and Your Control

• We do not use your content to train any AI model, and we do not sell it.
• Content submitted to an AI feature is sent to the provider solely to generate the output you requested.
• Because we use the paid Gemini API, Google does not use the prompts we send or the responses it returns to train or improve its models. Google processes them as our data processor under its Cloud Data Processing Addendum.
• We log the feature name, model, latency, and token counts for each AI request so we can enforce quotas and monitor cost. We do not retain a separate copy of the prompt for that purpose.
• AI features are optional. You can use TrueEmailer to build and send campaigns without invoking any of them.

1. Limited Use of Google User Data

TrueEmailer’s use and transfer of information received from Google APIs to any other app adheres to the Google API Services User Data Policy, including the Limited Use requirements. We use Google user data only to provide and improve the features you connected it for, and never for advertising.

2. Google Permissions We Request, and Why

• Sign in with Google (openid, email, profile) — to create and authenticate your TrueEmailer account, and to identify a mailbox you connect.
• Send email on your behalf (gmail.send) — to send the campaigns and messages you compose in TrueEmailer from your connected Gmail address. This is a send-only permission.
• Google Calendar — only if you use our meeting scheduling feature, to read availability and create the bookings your recipients make.
• Google Sheets — only if you import contacts from a spreadsheet you select.

3. We Do Not Read Your Gmail Mailbox

We do not request any Gmail read permission. Because the connection is send-only, TrueEmailer cannot and does not:

• Read, search, or index the messages in your mailbox
• Read your Gmail filters, labels, or settings
• Store a copy of your received mail

A connected Google mailbox therefore does not appear in the TrueEmailer inbox, and its replies are not ingested. This is also why warmup — which works by reading a mailbox to rescue messages from the spam folder — cannot be offered for Google accounts.

4. Google User Data and AI Features

The contents of your Gmail mailbox are never sent to the AI provider described in AI Features & Providers, and are never used to train any model — we never receive that data in the first place. Where you use an AI feature on content you have authored in TrueEmailer, that content is handled as described in that section.

5. Disconnecting and Revoking Access

You can disconnect a Google mailbox at any time from Settings in TrueEmailer, which deletes the stored access and refresh tokens. You can also revoke TrueEmailer’s access directly from your Google Account’s third-party access page, which takes effect immediately. Revoking access at Google removes every permission you have granted us, including ones granted for other features.

1. Service Providers & Sub-processors

We use trusted third-party providers to help us operate TrueEmailer, for example:

• Cloud hosting and database providers
• Email delivery infrastructure and SMTP relays
• Payment processors and billing platforms
• Analytics, logging, and error tracking tools
• Customer support and helpdesk systems
• Generative AI providers — named individually in AI Features & Providers

These providers only process your data on our instructions and under appropriate contractual safeguards.

2. Workspace Access & Team Members

If you invite team members into your TrueEmailer workspace, they may see subscriber lists, campaigns, and analytics depending on your role and permission settings.

3. Legal Requirements & Protection

We may disclose information if we believe in good faith that it is reasonably necessary to:

• Comply with applicable laws or legal processes
• Respond to valid requests from public authorities
• Protect the rights, property, or safety of TrueEmailer, our users, or others
• Detect, prevent, or address fraud or security issues

4. Business Transfers

If TrueEmailer is involved in a merger, acquisition, financing, or sale of assets, your information may be transferred as part of that transaction, subject to the same or equivalent privacy protections.

Access, Update, and Deletion

Depending on your location and local laws, you may have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate or incomplete data
• Request deletion of your account and associated data
• Object to or restrict certain types of processing
• Request export of your data in a portable format

You can manage much of this directly in your TrueEmailer account, or by contacting us using the details below.

Marketing Communications

You can opt out of non-essential product updates or marketing emails at any time by using the unsubscribe link in those messages. We may still send important transactional or security notices.

How we use cookies

We use cookies and similar technologies to operate, secure, and improve TrueEmailer, for example:

• Keeping you signed in to your account
• Remembering your preferences and settings
• Measuring usage and performance of features
• Understanding which pages and content are most useful

Managing your preferences

Most browsers allow you to control cookies through their settings. You can:

• Block or delete cookies from your browser
• Receive alerts when a site sets or reads cookies
• Limit third-party cookies or tracking technologies if you prefer

Please note that disabling cookies may impact some functionality of TrueEmailer.