KolectAI ("we", "us", or "our") operates Kolect Mailer (the "Service"). This Privacy Policy describes how we collect, use, and safeguard information when you use the Service.
Information We Collect
Account Information
- Name and email address
- Profile information from your Google account
- Authentication identifiers and tokens
Gmail Data (when you connect your Gmail account)
- Email threads that you initiate through our Service
- Replies to emails you send through our Service
- Email sender and recipient information for your sent emails
- Email timestamps and metadata for threads you create
- Permission to send emails on your behalf
Important: We only access email threads that you initiated using Kolect Mailer. We do not access your entire inbox or emails sent from other email clients.
Usage Data
- Service usage patterns and interactions
- Log data for diagnostics and security
Gmail Data Usage
What Gmail Data We Access and Why
When you connect your Gmail account, we request the following specific permissions:
| Permission Scope | What It Accesses | Why We Need It |
|---|---|---|
| gmail.readonly | Read email threads you initiated through our Service | To display replies and track conversations for emails you sent using Kolect Mailer |
| gmail.send | Send multiple emails on your behalf | To enable bulk email sending and campaign management features |
| userinfo.email | Your email address | To identify your account and enable login |
| userinfo.profile | Your name and profile picture | To personalize your experience and display your identity |
How We Use Your Gmail Data
- Send multiple emails (bulk campaigns, sequences) when you compose and send them through our Service
- Display email threads that you initiated through Kolect Mailer and their replies
- Track delivery status and responses for emails you sent via our Service
- Provide analytics about your email campaigns (open rates, reply rates, etc.)
- Search and filter within email threads you created through our platform
Scope Limitation:
We ONLY access email threads that you initiated using Kolect Mailer. We do NOT access your entire Gmail inbox, emails you received from others, or emails you sent from other email clients (like Gmail.com, Outlook, etc.). Your existing inbox remains completely private.
What We Do NOT Do With Your Gmail Data:
- We do NOT access your entire Gmail inbox or read emails unrelated to Kolect Mailer
- We do NOT use your Gmail data to train AI models or machine learning algorithms
- We do NOT sell or share your Gmail data with advertisers or data brokers
- We do NOT use your Gmail data for advertising or marketing purposes
- We do NOT allow unauthorized humans to read your emails
- We do NOT transfer your Gmail data to third parties except as described in this policy
How We Use Information
- Provide, maintain, and improve the Service functionality
- Send bulk emails and manage email campaigns on your behalf
- Display email threads you initiated and track their responses
- Generate analytics about your email campaigns (delivery, opens, replies)
- Authenticate your account and maintain your session
- Secure the Service and prevent abuse
- Comply with legal obligations and enforce our terms
- Communicate with you about the Service (e.g., important updates)
Data Sharing and Third Parties
We do not sell, rent, or trade your personal information or Gmail data. We only share data in the following limited circumstances:
Service Providers
We use the following third-party service providers that may process your data:
- Supabase (Database & Authentication) - Stores your account information, email metadata, and service data. Gmail message content and metadata are stored encrypted in our Supabase database. Supabase operates under strict data processing agreements.
- Google LLC - We access Gmail data through official Google APIs under OAuth 2.0 authorization. Google's own privacy policies apply to their services. We use Google Cloud Pub/Sub to receive real-time notifications when you receive email replies.
These providers are contractually obligated to protect your data and only use it to provide services to us.
Legal Requirements
We may disclose information if required by law, court order, or legal process, or to protect our rights, property, or safety.
Business Transfers
If we are involved in a merger, acquisition, or asset sale, your information may be transferred. We will notify you before your information becomes subject to a different privacy policy.
Data Retention
Gmail Data Retention
- Active accounts: We retain Gmail message data and metadata for as long as your account is active and connected to enable the Service functionality.
- After disconnection: When you disconnect your Gmail account or delete your Kolect Mailer account, we delete all associated Gmail message data within 30 days.
- Backup retention: Data in backup systems is automatically purged within 90 days of deletion from production systems.
Other data: We retain account information, usage logs, and non-Gmail data as long as necessary to provide the Service, comply with legal obligations, resolve disputes, and enforce our agreements. You can request deletion of your account and all associated data at any time.
Security
We implement and maintain technical, administrative, and physical security measures designed to protect your information from unauthorized access, disclosure, alteration, and destruction.
Security Measures Include:
- Encryption of data in transit using TLS/SSL protocols
- Encryption of Gmail data at rest in our database
- OAuth 2.0 secure authentication with Google
- Access controls limiting who can access user data
- Regular security audits and monitoring
- Secure API token storage and management
- Automated security scanning and vulnerability assessments
However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your information, we cannot guarantee absolute security.
Your Rights and Controls
You have the following rights regarding your data:
Revoke Gmail Access
You can revoke Kolect Mailer's access to your Gmail account at any time:
- Visit your Google Account Permissions page
- Find "Kolect Mailer" in the list of connected apps
- Click "Remove Access"
When you revoke access, we will delete your Gmail data within 30 days as described in our retention policy.
Other Rights
- Access: Request a copy of your personal data
- Correction: Request correction of inaccurate data
- Deletion: Request deletion of your account and all data
- Export: Request a machine-readable export of your data
- Object: Object to processing of your data
To exercise these rights, contact us at support@kolect.ai
Contact
For questions, concerns, or requests regarding this Privacy Policy or your data, please contact us at:
KolectAI
Email: support@kolect.ai
Changes to This Policy
We may update this Privacy Policy from time to time. When we make changes, we will revise the "Effective date" at the top of this page. If we make material changes, we will notify you by email or through a prominent notice in the Service before the changes take effect. We encourage you to review this Privacy Policy periodically.