Legal

Privacy Policy

Effective date: June 9, 2026 · Last updated: June 13, 2026

This Privacy Policy describes how Mailara ("Mailara", "we", "us", or "our") collects, uses, and protects information when you use our AI email assistant service, including the Outlook Add-in and web application at app.mailara.ai.

By using Mailara, you agree to the practices described in this policy. If you do not agree, please discontinue use of the service.

1. Who We Are

Mailara is operated as a software-as-a-service product. For privacy inquiries, contact us at info@mailara.ai.

2. Information We Collect

2.1 Account Information

When you sign in with your Microsoft account, we receive your email address, display name, and Microsoft tenant ID via Microsoft OAuth2. We store this information to create and manage your Mailara account.

2.2 Usage Data

We record the number of AI analysis requests you make, along with the timestamps of those requests, for the purposes of quota enforcement and Fair Use Policy compliance. We do not store the content of emails submitted for analysis. Usage logs are stored in our Azure SQL database and retained for up to 90 days before deletion.

2.3 Settings and Preferences

Your in-app preferences (language, reply tone, font size, AI profile) are stored in your browser's local storage and are not transmitted to our servers.

2.4 Payment Information

Payments are processed by Stripe. We do not store your credit card number or payment details. We receive a Stripe subscription ID and customer ID to manage your subscription status.

2.5 Email Content

Mailara does not store your email content. Email text is transmitted to our server solely for the purpose of generating an AI analysis. Once the analysis is complete, the email content is discarded from our systems immediately. We do not log, retain, or share your email content.

2.6 Content Monitoring

Mailara does not monitor, review, or moderate the content of emails you submit for analysis. We act as a conduit between you and the AI provider. You are solely responsible for ensuring the content you submit complies with applicable laws and our Terms of Service. We monitor usage patterns (request volume and frequency) only for the purposes of Fair Use enforcement and service security — not for content analysis.

3. How We Use Your Information

To authenticate you and maintain your account
To enforce daily usage quotas and manage subscription tiers
To process your AI email analysis requests
To manage billing and subscription status via Stripe
To respond to support inquiries
To improve the quality and reliability of the service

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

4. Data Sharing

4.1 AI Model Providers

To generate email summaries and reply drafts, email content is transmitted to one or more third-party AI model providers (such as DeepSeek or OpenAI). This transmission is necessary to provide the core functionality of the service. The AI provider processes the content solely to return an AI-generated response to our server, which is then returned to you. Mailara does not instruct AI providers to retain, train on, or use your content for any purpose beyond generating the immediate response.

Please note that each AI provider maintains its own privacy policy and data handling practices. We encourage you to review the privacy policies of the applicable providers. The specific provider used may vary depending on your subscription plan and settings.

4.2 Infrastructure Providers

Mailara runs on Microsoft Azure (Canada Central region). Your account data and usage logs are stored in Azure SQL Database within Canada. We use Azure Key Vault for secrets management.

4.3 Payment Processing

Subscription billing is handled by Stripe, Inc. Stripe's privacy policy applies to all payment data. Mailara does not have access to your full payment details.

4.4 No Other Sharing

We do not share your personal data with any other third parties except as required by law or to protect the rights, safety, or property of Mailara or its users.

5. Data Retention

Account data: Retained for the duration of your account. Deleted upon request.
Usage logs: Daily email counts are retained for up to 90 days for quota enforcement, then deleted.
Email content: Not retained. Discarded immediately after processing.
Subscription data: Retained for legal and financial record-keeping as required.

6. Data Residency

All Mailara infrastructure is hosted in Microsoft Azure's Canada Central region. Your account data does not leave Canadian data centres except when transmitted to AI model providers for processing (see Section 4.1).

7. Your Rights

Depending on your location, you may have the following rights regarding your personal data:

Access: Request a copy of the personal data we hold about you.
Correction: Request correction of inaccurate data.
Deletion: Request deletion of your account and associated data.
Portability: Request your data in a machine-readable format.
Objection: Object to certain types of processing.

To exercise any of these rights, email info@mailara.ai. We will respond within 30 days.

8. PIPEDA Compliance (Canada)

Mailara is designed to comply with the Personal Information Protection and Electronic Documents Act (PIPEDA). We collect only the minimum personal information necessary to provide the service, obtain meaningful consent at sign-in, and allow users to access and correct their data upon request.

9. GDPR (European Users)

If you are located in the European Economic Area, you have additional rights under the General Data Protection Regulation (GDPR). Our lawful basis for processing is contract performance (to provide the service you signed up for). For data subject requests under GDPR, contact info@mailara.ai.

10. Security

We implement industry-standard security measures including HTTPS encryption for all data in transit, Azure Key Vault for secrets management, and access controls on our database. However, no system is completely secure, and we cannot guarantee absolute security.

11. Children

Mailara is not directed at children under 13 years of age. We do not knowingly collect personal data from children. If you believe a child has provided us with personal data, contact us at info@mailara.ai.

12. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will update the "Last updated" date at the top of this page. Continued use of the service after changes constitutes acceptance of the revised policy.

13. Contact

For any privacy questions or data subject requests, contact us at:
info@mailara.ai