Privacy Policy

1. Who We Are

AI Email Manager is operated by OBI Solutions ("we", "us", "our"). We provide an AI-powered email classification and response drafting service. If you have any questions about this policy, please contact us at joe@obisolutions.co.uk.

2. Information We Collect

We collect the following categories of information:

• Account information: your name, email address, and hashed password when you sign up.
• Gmail access: with your explicit consent via Google OAuth, we access your Gmail inbox to read incoming emails. We store OAuth tokens (access token and refresh token) to maintain this connection.
• Email content: subject lines, sender addresses, and message body text of emails we process. We store the email's Gmail message ID, subject, sender, AI classification, and a reference to any draft reply we create.
• Usage data: timestamps of when emails were processed and service activity logs.
• WhatsApp number (optional): if you provide a WhatsApp number, we use it to send you daily summaries via Twilio.

3. How We Use Your Information

• To classify incoming emails using AI and categorise them (e.g. quote request, enquiry, complaint, spam).
• To automatically generate draft reply suggestions in your Gmail account for actionable emails.
• To send you a daily email summary of your inbox activity.
• To send you an evening WhatsApp summary (only if you have provided a WhatsApp number).
• To maintain and improve the service.
• To communicate with you about your account.

We do not sell your personal data. We do not use your email content for advertising.

4. Third-Party Services

We share data with the following third parties only as necessary to provide the service:

• Google / Gmail API: we access your Gmail inbox using OAuth 2.0 with the scopes you approved. Your data is subject to Google's Privacy Policy. We request only the permissions needed to read emails and create draft replies.
• Anthropic: email content (subject and body text) is sent to Anthropic's Claude API for classification and draft generation. Anthropic's API is subject to Anthropic's Privacy Policy.
• Twilio: if you opt in to WhatsApp summaries, message content is sent via Twilio's API. Twilio's service is subject to Twilio's Privacy Policy.
• Railway: our application and database are hosted on Railway. Your data is stored on Railway's infrastructure subject to Railway's Privacy Policy.

5. Google API Scopes

When you connect your Gmail account, we request the following OAuth scopes:

• https://www.googleapis.com/auth/gmail.readonly — to read your incoming emails for classification.
• https://www.googleapis.com/auth/gmail.compose — to create draft replies in your Gmail account.

AI Email Manager's use of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

6. Data Retention

We retain processed email records (subject, sender, classification, draft reference) for as long as your account is active. OAuth tokens are stored until you disconnect Gmail or delete your account. If you delete your account, we delete all personal data associated with it within 30 days.

7. Your Rights

You have the right to:

• Access the personal data we hold about you.
• Correct inaccurate personal data via your account settings.
• Delete your account and all associated data by contacting us at joe@obisolutions.co.uk.
• Revoke Gmail access at any time via the Settings page or your Google Account settings at myaccount.google.com/permissions.
• Object to or restrict processing of your data, in accordance with applicable law.

If you are in the UK or EU, you may lodge a complaint with your local data protection authority.

8. Security

We use industry-standard security measures including HTTPS, HTTP-only cookies, bcrypt password hashing, and encrypted token storage. No method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.

9. Children's Privacy

Our service is not directed at children under 13. We do not knowingly collect personal information from children under 13.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email or via a notice in the portal. Continued use of the service after changes constitutes acceptance of the updated policy.

11. Contact Us

If you have questions or concerns about this Privacy Policy or how we handle your data, please contact us at joe@obisolutions.co.uk.