Privacy Policy

Vaxon operates EmailFlow AI. This Privacy Policy explains what data we collect, how we use it, how we protect it, and what choices you have.

EmailFlow AI is designed to help users turn email-based work into reviewable tasks, summaries, priorities, and workflow records.

1. What data we collect

Account information

When you create or use an EmailFlow AI account, we may collect:

• Name
• Email address
• Hashed password, if you sign up with email and password
• Authentication information, such as OAuth tokens, when you connect a third-party email account

Google user data

If you connect a Google account, EmailFlow AI may access Google user data only to provide the EmailFlow AI service. This may include:

• Gmail email content
• Email subject lines
• Sender and recipient information
• Email timestamps
• Thread IDs and email metadata
• Attachments or linked content only where required for the service
• Google account profile information, such as name and email address

We use read-only access where possible. EmailFlow AI does not send, delete, archive, label, or modify your Gmail messages unless a future feature clearly asks for your permission and you approve that action.

Email-derived data

To provide the service, EmailFlow AI may create and store information derived from your emails, including:

• AI-generated task titles
• Task summaries
• Suggested due dates
• Priority scores
• Project or matter classifications
• Email-to-task links
• Review status
• User edits, approvals, or rejections of AI suggestions

Usage and technical data

We may collect limited usage and technical data, including:

• Actions you take in the app
• Sync timestamps
• Error logs
• Device, browser, and session information
• Performance and reliability data

We use this information to maintain, debug, secure, and improve the service.

2. How we use your data

We use your data to provide and improve EmailFlow AI, including to:

• Connect to your email account
• Sync and display relevant email information
• Identify emails that may require action
• Extract possible tasks, due dates, priorities, and project context
• Generate task suggestions and summaries
• Help you review, edit, accept, or reject AI suggestions
• Maintain source links between tasks and original emails
• Improve reliability, security, and product performance
• Send service-related messages, such as account, password reset, or security notifications

We do not use your email content to train generalized AI models. We do not sell your personal data. We do not use your data for advertising.

3. How we use Google user data

EmailFlow AI uses Google user data only to provide user-facing features that are visible in the product, such as email syncing, task extraction, AI suggestions, task summaries, priority classification, and source-linked workflow records.

We do not use Google user data for unrelated purposes. We do not transfer Google user data to third parties except where necessary to:

• Provide or improve EmailFlow AI features that you use
• Comply with applicable law
• Maintain security and prevent abuse
• Use service providers that help us operate the product under appropriate confidentiality and data protection obligations

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

4. What we do not do

EmailFlow AI does not:

• Sell your Google user data
• Use your Google user data for advertising
• Use your email content to train generalized AI models
• Read your emails for purposes unrelated to EmailFlow AI features
• Send, delete, archive, label, or modify emails without a clear user-approved feature
• Share your email content with other users
• Allow humans to review your email content except where necessary for support, security, legal compliance, or with your permission

5. Data storage and security

We use reasonable technical and organizational safeguards to protect your data. These may include:

• Encrypted connections
• Secure cloud infrastructure
• Hashed passwords
• Scoped OAuth access
• Access controls
• Logging and monitoring for reliability and security

No method of transmission or storage is completely secure. However, we take reasonable steps to protect your data from unauthorized access, loss, misuse, or disclosure.

6. Data retention

We retain your data for as long as your account is active or as needed to provide EmailFlow AI.

You can disconnect your email account at any time from Settings. When you disconnect your email account, EmailFlow AI stops syncing new emails from that account.

If you delete your account, we will delete or de-identify your personal data within 30 days, unless we need to retain certain information for legal, security, or legitimate business reasons.

7. Your choices and rights

Depending on your location, you may have rights to:

• Access the personal data we hold about you
• Correct inaccurate information
• Delete your account and associated data
• Request a copy of your data
• Withdraw consent by disconnecting your email account
• Object to or restrict certain processing

You can manage your connected email account in EmailFlow AI settings. You can also revoke Google access through your Google account settings.

8. Third-party services

EmailFlow AI may use third-party service providers to operate the product, such as cloud hosting, authentication, database storage, analytics, logging, or AI infrastructure. These providers are used only to support the EmailFlow AI service and are expected to handle data under appropriate confidentiality and security obligations.

EmailFlow AI may connect with Google services when you choose to sign in with Google or connect a Gmail account. Your use of Google services is also subject to Google's own terms and privacy policies.

9. International data processing

Your data may be processed and stored in countries other than your own. Where required, we take reasonable steps to protect your information in accordance with applicable privacy laws.

10. Children

EmailFlow AI is not intended for children under 13 years old or the minimum age required by applicable law. We do not knowingly collect personal data from children.

11. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. If we make material changes, we will update the "Last updated" date and may notify users through the app or by email.

12. Contact us

If you have questions about this Privacy Policy or how your data is handled, contact us at support@vaxon.org

For security-related issues, contact support@vaxon.org