Privacy Policy

Introduction

AI Classifier ("we," "our," or "us") provides an intelligent email classification service that helps organizations automatically categorize, prioritize, and organize their Gmail inbox using artificial intelligence. This Privacy Policy explains how we collect, use, protect, and share your information when you use our service.

Information We Collect

Gmail Data Access

When you authorize AI Classifier to access your Gmail account, we collect and process:

Email Metadata:

• Email subject lines
• Sender information (email addresses and display names)
• Recipient information
• Date and time stamps
• Thread IDs and message IDs
• Attachment presence (but not attachment content)

Gmail Labels and Organization:

• Existing Gmail labels and folder structure
• Labels we create for email organization
• Email read/unread status
• Email priority indicators

Account Information

• Your Gmail email address
• Google account basic profile information
• Organization or company name (if provided)
• User role within your organization

Usage Analytics

• Email processing volume and frequency
• Classification accuracy metrics
• Feature usage statistics
• Error logs and debugging information
• Performance metrics

Technical Information

• IP address and general location (country/region level)
• Browser type and version
• Device type and operating system
• Access timestamps and session duration

How We Use Your Information

Primary Service Functions

1. Email Classification: We use AI to analyze email content and automatically categorize messages
2. Gmail Integration: We apply labels and organize emails directly in your Gmail account
3. Draft Creation: We may create suggested email responses based on classification
4. Notifications: We send alerts about high-priority emails or system updates
5. Multi-Tenant Architecture: Secure data isolation between different users and organizations
6. Telegram Notifications: Optional email alerts via Telegram with timezone localization
7. Action Date Extraction: Automatic detection and labeling of dates for scheduling
8. Webhook Integrations: Secure data sharing with CRM and business systems
9. Real-time Processing: Gmail watch API for immediate email classification

Service Improvement

• Analyze usage patterns to improve classification accuracy
• Develop new features based on user needs
• Monitor system performance and reliability
• Debug issues and provide customer support

Business Operations

• Billing and account management for paid plans
• Customer support and technical assistance
• Security monitoring and fraud prevention
• Legal compliance and regulatory requirements

Data Storage and Retention

What We Store

Permanently Stored:

• Email metadata (subject, sender, timestamps)
• Classification results and confidence scores
• Gmail labels applied by our system
• User configuration and preferences
• Usage analytics and performance metrics

Not Stored:

• Full email content or body text
• Email attachments
• Personal conversations or private communications

Storage Duration

• Active Users: Data retained while account is active
• User Request: Data deletion available on request (GDPR/POPIA compliance)
• Inactive Users: Data retention as per user preferences
• Account Deletion: All data purged within 30 days of deletion request
• Legal Requirements: Some data may be retained longer if required by law

Data Location

• Primary data storage: Google Cloud Platform (United States and other regions)
• Service operations: South Africa
• Backup storage: Google Cloud Platform (Multi-region)
• All data encrypted in transit and at rest using industry-standard encryption

Google User Data Processing

Gmail API Data Access

AI Classifier accesses your Gmail data solely for email classification purposes:

Data Accessed:

• Email subject lines
• Email body content
• Sender information
• Received timestamps
• Existing Gmail labels

How We Use This Data:

• Email content is analyzed by Google Gemini AI for classification
• Classification results (categories, confidence scores) are stored in our secure database
• Gmail labels are applied to emails based on classification
• Draft responses generated for emails in categories with auto-draft enabled (configurable per category)

Data Retention:

• Email content is NOT permanently stored - processed in real-time only
• Classification metadata (labels, categories, confidence scores) retained until account deletion
• OAuth tokens encrypted and stored in Google Cloud Firestore
• Processing history retained for analytics and service improvement

Third-Party Data Sharing:

• Email content temporarily sent to Google Gemini API for AI classification
• Gemini API processes content for classification but does not store email content
• No other third parties have access to your Gmail data
• All data transmission occurs over encrypted HTTPS connections

Scope Justifications

We request the following Gmail API scopes:

1. gmail.readonly - Read email content for AI classification analysis
2. gmail.modify - Apply category labels to classified emails in your Gmail account
3. gmail.compose - Create draft responses for emails in categories with auto-draft enabled
4. gmail.labels - Manage classification labels (create, update, and apply categories)

Each scope is essential for providing our core email classification and organization service.

Your Data Rights

You can request complete data deletion at any time through our GDPR-compliant deletion API. When you delete your account:

• All classification metadata is permanently removed within 30 days
• OAuth tokens are immediately revoked
• Gmail watch subscriptions are terminated
• No email content remains (as it was never stored)

Data Sharing and Disclosure

We Do Not Sell Your Data

We never sell, rent, or trade your personal information or email data to third parties.

Service Providers

We may share limited data with trusted service providers who help us operate our service:

• Google Cloud Platform: For secure data storage and processing
• Google Gemini AI: For email classification (email content processed but not stored by Gemini)
• Telegram API: For optional email notifications
• Cloud Functions: For serverless email processing
• Firestore: For secure configuration and metadata storage
• Analytics Providers: For anonymized usage statistics
• Customer Support Tools: For technical assistance

All service providers are contractually obligated to maintain data confidentiality and security.

Legal Requirements

We may disclose information if required by law or to:

• Comply with legal processes or government requests
• Enforce our Terms of Service
• Protect our rights, property, or safety
• Protect users' rights, property, or safety

Business Transfers

In the event of a merger, acquisition, or sale of assets, user data may be transferred to the new entity with the same privacy protections.

Your Rights and Choices

Access and Control

• View Data: Request a copy of your data through our support team
• Delete Data: Request deletion of your account and all associated data
• Export Data: Download your classification data in standard formats
• Correct Data: Request corrections to inaccurate information

Privacy Controls

• Scope Limitation: Choose which Gmail labels or folders we monitor
• Processing Controls: Exclude personal emails from classification
• Notification Settings: Control what alerts you receive and how
• Data Retention: Set custom retention periods for your data

Revoke Access

You can revoke our access to your Gmail account at any time by:

1. Visiting your Google Account security settings
2. Removing AI Classifier from authorized applications
3. Contacting our support team for complete account deletion

Security Measures

Technical Safeguards

• Encryption: All data encrypted using AES-256 encryption
• Secure Transmission: HTTPS/TLS for all data transfers
• Access Controls: Multi-factor authentication and role-based access
• Regular Audits: Security assessments and penetration testing

Operational Security

• Employee Training: Staff trained on privacy and security practices
• Limited Access: Data access restricted to authorized personnel only
• Audit Logs: All data access logged and monitored
• Incident Response: Formal procedures for security breaches

Compliance

• SOC 2 Type II: Annual security compliance audits
• GDPR Compliance: European privacy regulation compliance
• POPIA Compliance: South African privacy regulation compliance
• CCPA Compliance: California privacy regulation compliance
• Industry Standards: Following email security best practices

Third-Party Services

Google Services

Our service integrates with:

• Gmail API: For email access and organization
• Google Cloud Platform: For secure data processing and storage
• Google Gemini AI: For artificial intelligence email classification

Please review Google's Privacy Policy for their data practices: https://policies.google.com/privacy

Other Integrations

We may integrate with third-party services like:

• Telegram: For personal email notifications
• Webhooks: For CRM and external system integration
• Analytics Tools: For service improvement

International Data Transfers

Our service is based in South Africa. Data processing occurs in multiple locations:

• Primary operations: South Africa
• Cloud infrastructure: United States (Google Cloud Platform) and other regions
• We ensure appropriate safeguards for international transfers
• We comply with applicable data protection laws including POPIA, GDPR, and local regulations

Children's Privacy

Our service is not intended for users under 13 years of age. We do not knowingly collect personal information from children under 13. If you believe we have collected such information, please contact us immediately.

Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices or applicable laws. We will:

• Notify users of material changes via email
• Post the updated policy on our website
• Maintain previous versions for reference

Contact Information

Data Protection Officer

Email: privacy@aiclassifier.tech
Mailing Address:
AI Classifier Data Protection
78 Three Fountains Road
Philadelphia 7304, Cape Town, South Africa

General Support

Email: support@aiclassifier.tech
Website: https://aiclassifier.tech/support

European Users (GDPR)

EU Representative: [If applicable]
Email: gdpr@aiclassifier.tech

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Additional Rights by Jurisdiction

European Economic Area (EEA) Users

Under GDPR, you have additional rights including:

• Right to data portability
• Right to object to processing
• Right to restrict processing
• Right to lodge complaints with supervisory authorities

California Users

Under CCPA, you have rights including:

• Right to know what personal information we collect
• Right to delete personal information
• Right to opt-out of personal information sales (we don't sell data)
• Right to non-discrimination for exercising privacy rights

South African Users (POPIA)

Under the Protection of Personal Information Act, you have rights including:

• Right to access your personal information
• Right to correct or delete personal information
• Right to object to processing
• Right to lodge complaints with the Information Regulator

Other Jurisdictions

We comply with applicable privacy laws in all jurisdictions where we operate. Contact us for specific information about your rights.

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