ProMail Privacy Policy

1. Introduction

ProMail ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our ProMail Chrome Extension ("Extension" or "Service").

By installing and using the ProMail Extension, you consent to the data practices described in this Privacy Policy.

2. Information We Collect

2.1 Information You Provide

• Email Content: Text content you input for AI assistance, grammar checking, and email polishing
• User Preferences: Settings such as default tone, auto-suggestions, and grammar check preferences
• Tone and Context: Writing style preferences and context information for AI suggestions

2.2 Information Collected Automatically

• Extension Usage Data: Features used, frequency of use, and interaction patterns
• Technical Information: Browser type, extension version, and system information
• Performance Data: Response times and error logs for service improvement

2.3 Information from Third Parties

• AI Service Providers: We use third-party AI services for email assistance features
• Analytics Services: Anonymous usage statistics for service improvement

3. How We Use Your Information

3.1 Primary Uses

• AI Email Assistance: Process your email content to provide writing suggestions, grammar corrections, and tone adjustments
• Service Delivery: Deliver the core functionality of email polishing, template generation, and grammar checking
• User Experience: Personalize your experience based on preferences and usage patterns

3.2 Service Improvement

• Feature Development: Analyze usage patterns to improve and develop new features
• Performance Optimization: Monitor and optimize extension performance and reliability
• Quality Assurance: Ensure consistent and high-quality AI assistance

3.3 Communication

• Service Updates: Notify you about important changes to the extension
• Support: Respond to your inquiries and provide technical support
• Legal Compliance: Comply with applicable laws and regulations

4. Data Processing and AI Services

4.1 AI Processing

• Content Analysis: Your email content is processed by AI services to provide writing assistance
• Real-time Suggestions: AI analyzes your writing in real-time to offer improvements
• Tone Adaptation: AI adjusts suggestions based on your selected tone and context

4.2 Data Transmission

• Secure Transmission: All data is transmitted using industry-standard encryption (HTTPS/TLS)
• API Communication: Your content is sent to our secure backend services for AI processing
• No Local Storage: Email content is not stored locally on your device

4.3 AI Service Providers

• Third-party AI: We use established AI service providers for natural language processing
• Data Handling: AI providers process your content solely for providing requested services
• No Secondary Use: AI providers do not use your content for training or other purposes

5. Data Storage and Retention

5.1 Storage Practices

• No Permanent Storage: Your email content is not permanently stored on our servers
• Temporary Processing: Content is temporarily held in memory during AI processing
• Immediate Deletion: Processed content is deleted immediately after providing results

5.2 User Preferences

• Local Storage: User preferences are stored locally in your browser using Chrome's storage API
• Sync Across Devices: Preferences sync across your Chrome browser instances
• User Control: You can modify or delete preferences at any time

5.3 Retention Policy

• Content: Email content is not retained after processing
• Usage Data: Anonymous usage statistics are retained for up to 12 months
• Account Data: No account data is collected or stored

6. Data Security

6.1 Security Measures

• Encryption: All data transmission uses industry-standard encryption (HTTPS/TLS)
• Secure APIs: Backend services are secured with modern authentication and authorization
• Access Controls: Strict access controls limit who can access any stored data
• Regular Audits: Security practices are regularly reviewed and updated

6.2 Data Protection

• No Unauthorized Access: We do not share, sell, or rent your personal information
• Employee Training: Staff are trained on data protection and privacy practices
• Incident Response: Procedures are in place for handling any security incidents

7. Data Sharing and Disclosure

7.1 What We Don't Share

• Email Content: Your actual email content is never shared with third parties
• Personal Information: We do not collect or share personal identifying information
• Usage Patterns: Individual usage patterns are not shared with external parties

7.2 What We May Share

• Service Providers: Limited information with AI service providers for service delivery
• Legal Requirements: Information when required by law or legal process
• Business Transfers: Information in connection with business transfers or acquisitions

7.3 Third-party Services

• AI Providers: Established AI services for natural language processing
• Analytics: Anonymous usage statistics for service improvement
• Hosting: Secure cloud hosting services for backend operations

8. Your Rights and Choices

8.1 Access and Control

• View Data: You can view your stored preferences through the extension
• Modify Preferences: Change your settings and preferences at any time
• Delete Data: Remove stored preferences and usage data
• Opt-out: Disable data collection features through extension settings

8.2 Browser Controls

• Chrome Settings: Manage extension permissions through Chrome's extension settings
• Data Deletion: Clear extension data through Chrome's data deletion tools
• Extension Removal: Uninstall the extension to stop all data collection

8.3 Communication Preferences

• Update Notifications: Choose whether to receive service update notifications
• Support Communications: Opt-in to receive support-related communications
• Marketing: We do not send marketing communications

9. Children's Privacy

9.1 Age Restrictions

• Not Intended for Children: Our service is not intended for users under 13 years of age
• No Child Data: We do not knowingly collect information from children under 13
• Parental Consent: If we become aware of child data collection, we will delete it immediately

9.2 Parental Rights

• Review and Delete: Parents can review and request deletion of their child's information
• Contact Information: Parents can contact us at privacy@promail.com for assistance

10. International Data Transfers

10.1 Data Location

• Primary Storage: Data is primarily processed and stored in the United States
• International Processing: Some AI processing may occur in other countries
• Adequate Protection: We ensure adequate data protection for international transfers

10.2 Compliance

• GDPR Compliance: We comply with European data protection regulations
• CCPA Compliance: We comply with California privacy regulations
• Local Laws: We respect and comply with local privacy laws

11. Changes to This Privacy Policy

11.1 Policy Updates

• Notification: We will notify you of significant changes to this policy
• Extension Updates: Policy changes will be communicated through extension updates
• Website Updates: Updated policies will be posted on our website

11.2 Continued Use

• Acceptance: Continued use of the extension after changes constitutes acceptance
• Review: We encourage you to review this policy periodically
• Contact: Contact us if you have questions about policy changes

12. Contact Information

12.1 Privacy Inquiries

• Email: snehildas@coffeebean.live
• Developer: Snehil Das M

12.2 Data Requests

• Access Requests: Submit data access requests to snehildas@coffeebean.live
• Deletion Requests: Submit data deletion requests to snehildas@coffeebean.live
• Correction Requests: Submit data correction requests to snehildas@coffeebean.live

12.3 Response Time

• Initial Response: We will respond to privacy inquiries within 48 hours
• Full Response: Complete responses will be provided within 30 days
• Emergency: Urgent privacy concerns will be addressed immediately

13. Legal Basis and Compliance

13.1 Legal Basis

• Contract Performance: Processing is necessary for providing our services
• Legitimate Interest: Processing for service improvement and security
• User Consent: Processing based on your consent to use the extension
• Legal Obligation: Processing required by applicable laws

13.2 Regulatory Compliance

• GDPR: European General Data Protection Regulation
• CCPA: California Consumer Privacy Act
• COPPA: Children's Online Privacy Protection Act
• Chrome Web Store: Google's extension policies and requirements

13.3 Data Protection Officer

• Contact: privacy@promail.com
• Responsibilities: Overseeing data protection and privacy compliance
• Authority: Independent authority to address privacy concerns

14. Data Breach Procedures

14.1 Incident Response

• Immediate Action: Immediate response to any suspected data breach
• Assessment: Rapid assessment of breach scope and impact
• Containment: Immediate containment of any security incident

14.2 Notification

• User Notification: Prompt notification of affected users
• Regulatory Notification: Notification to relevant authorities as required
• Transparency: Clear communication about incident details and response

14.3 Recovery

• System Recovery: Rapid recovery of affected systems
• Security Enhancement: Implementation of additional security measures
• Prevention: Measures to prevent similar incidents

15. Third-party Services and APIs

15.1 AI Service Providers

• Service Purpose: Natural language processing for email assistance
• Data Handling: Strict data handling requirements in service agreements
• Security Standards: Providers must meet our security standards

15.2 Analytics Services

• Anonymous Data: Only anonymous usage statistics are collected
• No Personal Information: No personal or identifying information is shared
• Opt-out Options: Users can opt-out of analytics collection

15.3 Hosting Services

• Secure Infrastructure: Enterprise-grade secure hosting services
• Data Protection: Hosting providers must meet our data protection standards
• Geographic Controls: Data location controls and restrictions

16. Extension Permissions and Access

16.1 Required Permissions

• activeTab: Access to current tab for email platform integration
• storage: Local storage for user preferences and settings
• contextMenus: Right-click menu integration for quick actions

16.2 Host Permissions

• Email Platforms: Access to Gmail, Outlook, Yahoo Mail, and other email services
• AI Backend: Access to our secure AI processing backend
• No Unnecessary Access: Only access to domains necessary for functionality

16.3 Permission Justification

• Core Functionality: All permissions are necessary for core extension features
• User Experience: Permissions enable seamless integration with email platforms
• No Overreach: We do not request unnecessary or excessive permissions

17. Data Minimization and Purpose Limitation

17.1 Data Collection

• Minimal Collection: We collect only the minimum data necessary for functionality
• Purpose Limitation: Data is used only for stated purposes
• No Secondary Use: Data is not used for purposes other than those disclosed

17.2 Data Retention

• Limited Retention: Data is retained only as long as necessary
• Automatic Deletion: Automatic deletion of unnecessary data
• User Control: Users can request deletion of their data at any time

17.3 Data Accuracy

• Accuracy Maintenance: We maintain accurate and up-to-date data
• User Verification: Users can verify and correct their data
• Quality Assurance: Regular data quality checks and maintenance

18. User Consent and Withdrawal

18.1 Consent Management

• Clear Consent: Clear and informed consent for data processing
• Granular Control: Users can consent to specific data processing activities
• Easy Withdrawal: Simple process for withdrawing consent

18.2 Consent Withdrawal

• Immediate Effect: Consent withdrawal takes effect immediately
• Data Deletion: Data processing stops upon consent withdrawal
• No Penalty: No negative consequences for withdrawing consent

18.3 Consent Records

• Consent Tracking: We maintain records of user consent
• Consent History: Users can view their consent history
• Audit Trail: Complete audit trail of consent changes

19. Data Portability and Interoperability

19.1 Data Export

• Export Rights: Users can export their data in standard formats
• Format Options: Multiple export format options available
• Complete Export: Full export of all user data

19.2 Data Transfer

• Transfer Rights: Users can transfer their data to other services
• Standard Formats: Data provided in industry-standard formats
• Assistance: Support for data transfer processes

19.3 Interoperability

• Open Standards: Use of open standards for data formats
• API Access: API access for data portability
• Third-party Integration: Support for third-party service integration

20. Conclusion

This Privacy Policy demonstrates our commitment to protecting your privacy and ensuring transparency in our data practices. We are committed to maintaining the highest standards of data protection and will continue to update our practices to meet evolving privacy requirements.

Your privacy is important to us, and we encourage you to contact us with any questions or concerns about this policy or our data practices.