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Privacy Policy

Last updated: October 2026

1. Overview

This Privacy Policy describes how Supamail (“Supamail”, “we”, “us”, or “our”) collects, uses, secures and shares data from users (“Users”) of the Supamail application (the “App”). The “App” means all websites, products and services offered by us, including without limitation supamail.ai, app.supamail.ai and any related applications we offer.

We collect personal data from Users only if they voluntarily submit such data to us. Users can always refuse to supply personal data, although this may prevent them from using related App features. If we collect personal data not expressly identified in this policy, we will process it in accordance with this policy or as otherwise disclosed at the time it is collected.

2. Personal data we collect

For Users only browsing our website, we collect the following information:

  • Browser and device data, such as operating system, browser name, screen dimensions and device manufacturer.
  • Usage data, such as time spent on our website, pages visited, and the pages that led or referred Users to our website.

Data collected from registered Users

In addition, we collect the following information from Users who register to the App:

  • Account information, such as your name, email address, password or third-party login token.
  • Account activity, such as account sign-ups and subscription activity.
  • Data from your connected email channels, such as emails, contacts and calendar data stored in services like Gmail, Outlook or other IMAP providers, accessed only as needed to provide the App’s features.
  • Data created by Users from within the App, such as business context, brand voice settings, rules, templates, booking page details, tags and other configuration you enter.
  • Your Internet Protocol (IP) address.

Cookies and similar technologies

Certain information we collect automatically is obtained through cookies and other tracking technologies. The types of cookies we may use include:

  • Essential cookies: strictly necessary to provide the App’s services and features, such as keeping you signed in and accessing secure areas.
  • Analytics and customisation cookies: collect information used in aggregate form to help us understand how the App is being used, or to help us customise the App for you.

You can control non-essential cookies through your browser settings. If you choose to reject cookies, you may still use the App, although some functionality may be restricted. Essential cookies cannot be rejected, as they are strictly necessary to provide the service.

3. How we use personal data

Supamail does not sell personal data to third parties. We collect data to provide an App that lets Users manage the data in question. We will not transfer any User’s data to others unless doing so is necessary to provide and improve the App’s functionality in accordance with this policy, to comply with applicable law, or as part of a merger, acquisition or sale of assets.

How your email is used by AI

Supamail’s AI features — Daily Focus, the Daily Brief, Ask Supamail and reply drafts — process your email to provide answers, summaries and drafts grounded in your actual messages.

  • Your email content is never used to train shared or external AI models. Processing happens only to deliver the features you use, within your own workspace.
  • AI-generated replies are drafts. Nothing is sent without your review and explicit action.
  • Each workspace’s data is logically isolated from every other workspace. Your emails, settings, rules and AI context are not visible to, or mixed with, any other customer’s data.

To improve customer service

Personal data helps us respond to customer service requests and support needs more efficiently.

To improve our App

We may use data in aggregate to understand how our Users as a group use the services and resources provided in the App, and may use feedback Users provide to improve our products and services.

To process payments

Payments made through the App, including billing details needed to manage your subscription, are handled and processed by our payment service provider. We do not store full payment card details on our own systems.

To send periodic emails

We may use email addresses to send Users information pertaining to their usage of the App, such as receipts and security notices. It may also be used to respond to inquiries, questions and other requests.

4. How we store and protect personal data

Your data is stored on our infrastructure so you can access it from different devices and locations. We use industry-standard measures to protect your data, including encryption in transit and at rest. IMAP passwords for connected accounts are encrypted at rest, and workspace-level access controls limit who can reach your data.

We do not allow humans to read Users’ personal data unless:

  • We first obtained the User’s affirmative agreement for specific messages or data;
  • It is necessary for security purposes, such as investigating a bug or abuse;
  • It is necessary to comply with applicable law; or
  • Our use is limited to internal operations and the data, including derivations, have been aggregated and anonymised.

5. How we share collected data

We do not sell, trade or rent Users’ personal data to others. We may use third-party service providers to help us operate our business and the App, or to administer activities on our behalf; these companies are authorised to use Users’ personal data only as necessary to provide these services to us:

  • Email communications: we use third-party providers to send Users emails related to their usage of Supamail, such as invites, password resets and product updates. As part of this, email addresses and limited personal data such as your name may be shared with these providers.
  • Cloud computing infrastructure: we host the App and Users’ data with third-party data centres. Data we store uses encryption at rest.
  • Payment processing: we delegate the processing of payments to a certified third-party provider, which stores billing information as necessary to process recurring payments and generate invoices and receipts.
  • Error reporting: we use third-party providers to track software bugs affecting signed-in Users, so our engineers can diagnose issues and respond quickly.

We may disclose data if required by law, or to protect the rights, safety and security of Supamail, our Users or the public.

6. Your rights and choices

Users have the right to access, correct and delete their personal data at any time. You may exercise these rights by contacting us using the details below, and we will respond within a reasonable period.

If you are in New Zealand, Australia, the European Union or another jurisdiction with privacy legislation, you have the rights provided under that law, and we will honour them. This includes, where applicable, the right to data portability, the right to object to certain processing, and the right to lodge a complaint with your local regulator.

7. Security

We adopt appropriate data collection, storage and processing practices and security measures to protect against unauthorised access, alteration, disclosure or destruction of Users’ personal data, sign-in credentials, transaction information and other data stored in the App.

Sensitive and private data exchanged between the App and its Users happens over a TLS-secured communication channel (also known as SSL) and is encrypted and protected with digital signatures. Audit logging is available on Business plans.

8. Web browser cookies

The App uses cookies and similar technologies to keep Users signed in, remember their preferences and identify connected devices for security purposes. By using the App, you agree that we can place cookies or similar files on your computer or device, as described in the “Cookies and similar technologies” section above.

9. Marketing communications

If Users register to the App or our mailing list, we may send them emails about company news, updates, and related product or service information. Users always have the right to opt out of these email communications.

10. Changes to this privacy policy

We may update this Privacy Policy at any time to reflect, for example, changes to the features we offer or for other operational, legal or regulatory reasons. The “Last updated” note on this page indicates when it was last revised, and any changes take effect from the time the new policy is published. We will notify Users by email should any significant changes be made to this policy.

11. Your acceptance of these terms

By using the App, you signify your acceptance of this policy. If you do not agree to this policy, you should not use the App. Your continued use of the App following the posting of changes to this policy will be deemed your acceptance of those changes.

12. Contacting us

If you have any questions about this Privacy Policy, the practices of the App, or your dealings with the App, please contact us at hello@supamail.ai.