Privacy Policy for MailNotes

Last updated: December 18, 2025

At MailNotes, we take your privacy seriously. This policy describes how our Chrome Extension collects, uses, and protects your information when you use our service to connect Gmail with Notion.

1. Data We Collect

To provide our service, MailNotes accesses the following data:

• Email Content (Gmail): We read the subject, body, and metadata (sender, date) of emails only when you manually execute the extension on an open email.
• Account Information: Your email address and Google User ID to identify your account.
• Notion Data: We access the list of your databases to allow you to select where to save the information.
• Usage Data: We collect anonymous usage metrics (such as "button clicked" or "connection error") to improve application stability.

2. How We Use Your Information

We use your information exclusively to:

• Extract and summarize the content of your emails.
• Generate tasks and key points using Artificial Intelligence.
• Send and save this processed information to your Notion workspace.

We do not sell or trade your personal data to third parties.

3. AI and Third-Party Services

MailNotes uses trusted providers to process information:

• OpenAI (API): The content of the emails you select is sent to the OpenAI API for processing (summarization and task extraction). OpenAI does not use this data to train its public models.
• Notion (API): The resulting data is sent to your Notion account.
• Stripe: For secure payment processing and subscriptions.
• PostHog: We use PostHog for anonymous product analytics and technical error detection.

4. Google API Services User Data Policy (Limited Use Disclosure)

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

This means we do not use Google Workspace data to develop, improve, or train generalized or non-personalized artificial intelligence models.

5. Data Storage and Security

MailNotes processes data in transit and does not permanently store the content of your emails on our servers. Data travels from Gmail to the AI and finally to your Notion.

We only store your User ID and access tokens (encrypted), which are necessary to keep your session active with Google and Notion.

Security Measures: All communication between your browser, our API, and third-party services is encrypted using TLS 1.2+ (HTTPS). Our databases are hosted on secure servers (VPS) with encryption at rest at the disk level.

6. Your Rights

You can revoke MailNotes' access to your Google or Notion account at any time from the security settings of those platforms. You can also request the deletion of your account from our records by contacting us.

7. Contact

If you have questions about this policy or our data processing, please contact us at: mailnotes@mailnotes.es

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