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Privacy Policy

Last updated: 5 October 2026 (data export and deletion)

This Privacy Policy explains how PlainMailOS, operated by Business Lead Intelligence, a sole proprietorship based in Mumbai, India ("PlainMailOS", "we", "us"), collects, uses, shares and protects information when you use the PlainMailOS service (the "Service"). Organizations that use the Service for their staff can also sign our Data Processing Addendum.

Google user data

PlainMailOS's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements. In particular, data received from Google APIs (including Gmail message content):

  • is used only to provide and improve the user-facing features described in this policy (classification, alerts, follow-up detection, search and similar features you use directly);
  • is not transferred to others except as necessary to provide those features (see §5), to comply with law, or as part of a merger or acquisition with notice to you;
  • is never used for advertising, never sold, and never used to determine credit-worthiness or for lending;
  • is never used to develop, improve or train generalized or non-personalized artificial intelligence or machine-learning models;
  • is not read by any person at PlainMailOS unless you give us permission for specific messages (for example, when asking for support), it is necessary for security purposes such as investigating abuse, or it is required by law.

1. What we collect

  • Account information: name, email address, password (stored only as an Argon2 hash) or Google sign-in identity, two-step verification settings (the secret is stored encrypted), and organization memberships and roles.
  • Sign-in sessions: the IP address and browser of each active session, so you can review and sign out other devices in Settings → Security.
  • Mailbox data: for each mailbox connected to the Service, we store message metadata (sender, recipients, subject, dates, headers), message body text, and attachment metadata (names, types and sizes, not the attachment files). Mailbox credentials (Google and Microsoft access tokens, IMAP passwords) are stored encrypted with AES-256-GCM. We do not access other data in your accounts such as files, calendars or contacts.
  • Billing information: plan, seat count, subscription status and the Paddle customer and subscription identifiers. Card and payment details are collected by Paddle.com, our payment processor and merchant of record; we never receive your card number.
  • Messages you send us: what you write in the contact and waitlist forms, and your email address.
  • Operational records: server error records and sync logs (see §6) and an audit log of significant actions in your organization (for example, changing roles or settings).

2. How we use information

  • To provide the Service: syncing your mailboxes, classifying messages, alerts, follow-ups, deadlines, finance details, search and Sticky Notes;
  • To manage subscriptions and payments through Paddle;
  • To send transactional email (verification, password reset, invitations, billing and security notices). We do not send marketing email without your consent;
  • To keep the Service secure, prevent abuse and enforce our Terms of Service;
  • To diagnose and fix problems with the Service.

3. Personal mail and company mail

  • A mailbox you connect yourself is private to you. Joining an organization never shows its administrators your personal mailboxes or their content, unless you choose to share access with a colleague (you can take it back at any time).
  • Shared and department mailboxes belong to the organization; people see them only when they are given access.
  • Company-connected mailboxes. An administrator of a Google Workspace or Microsoft 365 organization can authorize PlainMailOS once for the whole organization and then connect employees' work mailboxes without each employee signing in. To list those mailboxes we read the organization's user directory (names and email addresses). If your employer connected your work mailbox this way, your employer is responsible for telling you; contact them, or us, with questions.
  • Removing someone from an organization ends their access to its mailboxes; it does not affect their own personal mailboxes.

4. AI assistance

PlainMailOS classifies and flags mail with its own rules, without AI. Each organization can also turn on AI assistance (Settings → Company mailboxes). It is off for organizations created from 5 October 2026 onward; organizations that existed before that date keep it on until an owner turns it off.

When AI assistance is on:

  • For each incoming message we send OpenAI the subject, the sender's display name and domain, whether it has an unsubscribe link, and up to about 6,000 characters of the body with quoted replies and signatures removed. Recipients' addresses and attachments are not sent.
  • Login codes, password-reset and verification messages, and messages we have already identified as newsletters or marketing are never sent.
  • OpenAI processes the data through its API only to return a classification. It does not use API data to train its models and may keep it for up to 30 days to detect abuse before deleting it.
  • The AI's output is a suggestion, shown as such; it does not act on your mail by itself.

Turning AI assistance off stops new messages from being sent; it applies to every mailbox in the organization.

5. Who we share information with

We use the service providers ("sub-processors") listed on our sub-processors page: hosting (Railway), payments (Paddle), transactional email (Resend), AI assistance (OpenAI, only when turned on), the mail providers you connect (Google, Microsoft, or your IMAP provider), and, when enabled, error reporting (Sentry). Each receives only what it needs to do its job for us. We may also disclose information where required by law or a valid order from a public authority. We do not sell personal data or email content.

6. Error and activity records

When something fails, we record what failed: the error type, a message, the code location, the page or job involved and the organization. Before anything is stored, passwords, tokens, keys, web addresses' query strings and email addresses are removed. These records never include message bodies or request contents, only our staff can see them, and they are deleted after 30 days. If error reporting with Sentry is enabled, the same scrubbed information is sent to Sentry. Mailbox sync logs are kept for 14 days.

7. How long we keep data

  • Mailbox data is kept while the mailbox is connected. Disconnecting a mailbox stops all further access to it; you can then delete its stored mail straight away from the mailbox's page.
  • Retention policies (Enterprise plan): an organization can set a period after which message bodies are deleted. Subjects, senders, dates and the results of classification are kept so history and reports still work.
  • Deleting your account (Settings → Security) takes effect after 14 days, during which you can cancel. After that your account is anonymized, your sign-in methods are erased, and the mailboxes you connected yourself are deleted with all their stored mail.
  • Deleting an organization: an owner can delete it from Settings → Company mailboxes; it is deleted with all its mailboxes and stored mail 14 days later, unless cancelled.
  • Organizations without a plan: 90 days after a trial or paid plan ends without a new plan, the organization and all its data are deleted. Owners are emailed 30 and 7 days before.
  • Anything else: ask us at grievance@plainmailos.com to delete stored mail and other data for a mailbox, your account or your organization, and we will do so within 30 days, except records we must keep by law (for example, billing records).
  • Backups of our database are kept for 14 days, so deleted data disappears from backups within 14 days of being deleted.
  • Audit logs are kept for 365 days by default; Enterprise organizations can set 30 days to 10 years.

8. Cookies

We use only the cookies needed to run the Service: a sign-in cookie, short-lived cookies that protect sign-in and mailbox connection steps, and cookies set by Paddle during checkout. We do not use advertising or analytics cookies. Details are on our cookie page.

9. Security

Data is encrypted in transit (TLS) and mailbox credentials are encrypted at rest. Access is limited by organization and mailbox permissions, enforced on our servers. More on our security page. No system is perfectly secure; we will notify affected customers of a breach involving their personal data without undue delay.

10. Your rights

Depending on where you live (including under India's Digital Personal Data Protection Act, 2023 and the EU and UK GDPR), you may have the right to access, correct, export or delete your personal data, to object to or restrict processing, and to withdraw consent. You can export your data yourself from Settings → Security (and, for administrators, the organization's data from Settings → Company mailboxes), and delete it as described in §7. For anything else, email grievance@plainmailos.com and we will respond within 30 days. If your mailbox was connected by your employer, we may refer your request to them, as they control that data.

11. Grievance Officer and contact

Grievance Officer, Business Lead Intelligence
Email: grievance@plainmailos.com
Mumbai, Maharashtra, India

We acknowledge grievances within 48 hours and aim to resolve them within 30 days.

12. Where data is stored

Our servers and database are hosted by Railway in the United States. Our sub-processors may process data in the United States and other countries. Where the law requires it, transfers are covered by contractual safeguards such as the European Commission's Standard Contractual Clauses.

13. Children

The Service is not intended for anyone under 18, and we do not knowingly collect their data.

14. Changes to this policy

We will tell you about material changes through the Service or by email before they take effect. The date at the top shows the latest version.

15. Governing law

This policy is governed by the laws of India, and disputes are subject to the exclusive jurisdiction of the courts at Mumbai, Maharashtra, India, without limiting any rights you have under the law of your country.