Mailreplai

Privacy Policy

Last updated: August 31, 2025

1. Introduction

SyntrixAI LLC ("MailReplAI", "we", "us", or "our") operates the MailReplAI service, an AI-powered email productivity tool for Microsoft Outlook. We understand that you care about your personal privacy, and we take that seriously. This Privacy Policy describes our policies and practices regarding the collection, use, and disclosure of your personal data, and sets forth your privacy rights.

By using MailReplAI, you acknowledge and agree to the terms outlined in this Privacy Policy. If you do not agree with any part of this Privacy Policy, please do not use or install our application.

2. Data Controller Information

SyntrixAI LLC is the data controller for personal data processed through MailReplAI. We are headquartered in 30 North Gould Street, Sheridan, WY 82801 United States.

For privacy inquiries or to exercise your data rights, please contact us at: support@mailreplai.com

3. Information We Collect

3.1 Information You Provide

  • Account information: Name, email address, and Microsoft/Outlook authentication credentials
  • Payment information: Processed securely through Stripe (we do not store credit card details)
  • Communication preferences for marketing emails

3.2 Information We Process

  • Email content: We process emails you select to generate AI-powered replies. This is done on a transactional basis - we process the content to provide the service and do not store emails long-term
  • Writing style analysis: We may analyze patterns in your historical emails to understand your writing style for better personalization
  • Usage data: Features used, frequency of use, and performance metrics

3.3 Automatically Collected Information

  • Device and browser information
  • IP address and approximate location
  • Session data and cookies (see our Cookie Policy)

4. Legal Basis for Processing (GDPR)

We process your personal data based on the following legal grounds:

  • Contract: Processing necessary to provide the MailReplAI service you've subscribed to
  • Consent: For marketing communications and optional features
  • Legitimate Interests: For improving our service, security, and fraud prevention
  • Legal Obligations: When required by law or court orders

5. How We Use Your Information

  • Generate AI-powered email replies using OpenAI GPT-5
  • Analyze your writing style to provide personalized suggestions
  • Process payments and manage subscriptions
  • Send service updates and technical notices
  • Send marketing communications (with your consent)
  • Improve and develop new features
  • Comply with legal obligations
  • Detect and prevent fraud or abuse

6. Data Sharing and Third Parties

We share your data only with trusted service providers necessary for our operations:

6.1 Service Providers

  • OpenAI: For AI-powered email generation (GPT-5). Email content is sent to OpenAI's API for processing. OpenAI does not use this data to train their models
  • Supabase: For database hosting and data storage
  • Stripe: For payment processing and subscription management
  • Analytics providers: For understanding usage patterns (anonymized data only)

We do not sell, rent, or trade your personal information to third parties for their marketing purposes.

6.2 Legal Requirements

We may disclose your information if required by law, court order, or government request, or if necessary to protect our rights, property, or safety, or that of others.

7. International Data Transfers

Your data is primarily processed in the United States. For users in the European Economic Area (EEA) or United Kingdom, we implement appropriate safeguards for international data transfers:

  • Standard Contractual Clauses with our service providers
  • Technical and organizational security measures
  • Data Processing Agreements with all third-party processors

8. Data Security

We implement industry-standard security measures to protect your personal information:

  • Encryption in transit (TLS 1.2+) and at rest (AES-256)
  • Regular security audits and vulnerability assessments
  • Access controls and authentication measures
  • Employee training on data protection
  • Incident response procedures

However, no method of transmission over the Internet is 100% secure. While we strive to protect your personal information, we cannot guarantee absolute security.

9. Data Retention

We retain your data for different periods depending on the type:

  • Account data: Retained while your account is active
  • Email content for processing: Processed transiently and not stored permanently unless required for writing style analysis
  • Writing style data: Retained for the duration of your subscription to improve personalization
  • Payment records: Retained as required by tax and accounting regulations (typically 7 years)
  • Marketing preferences: Until you unsubscribe or withdraw consent

Upon account deletion, we will delete or anonymize your personal data within 30 days, except where retention is required by law.

10. Your Rights (GDPR & CCPA)

10.1 For EEA and UK Users (GDPR)

You have the right to:

  • Access: Request a copy of your personal data
  • Rectification: Correct inaccurate or incomplete data
  • Erasure: Request deletion of your data ("right to be forgotten")
  • Restrict processing: Limit how we use your data
  • Data portability: Receive your data in a machine-readable format
  • Object: Oppose processing based on legitimate interests
  • Withdraw consent: Where processing is based on consent
  • Lodge a complaint: With your local data protection authority

10.2 For California Users (CCPA)

You have the right to:

  • Know what personal information we collect, use, and share
  • Delete your personal information
  • Opt-out of the sale of personal information (we do not sell your data)
  • Non-discrimination for exercising your privacy rights

11. Marketing Communications

With your consent, we may send you marketing emails about new features, tips, and special offers. You can unsubscribe at any time by:

  • Clicking the "unsubscribe" link in any marketing email
  • Updating your preferences in your account settings
  • Contacting us at support@mailreplai.com

Note: You will continue to receive essential service communications even if you opt-out of marketing emails.

12. Children's Privacy

MailReplAI is not intended for use by individuals under 16 years of age. We do not knowingly collect personal information from children. If we become aware that we have collected data from a child under 16, we will promptly delete it.

13. Cookies and Tracking

We use cookies and similar tracking technologies to improve your experience. These include:

  • Essential cookies: Required for the service to function
  • Analytics cookies: To understand usage and improve our service
  • Preference cookies: To remember your settings

You can control cookies through your browser settings. Disabling certain cookies may limit functionality.

14. Your Responsibilities

As a user of MailReplAI, you are responsible for:

  • Ensuring you have the right to share any email content you process through our service
  • Not processing sensitive personal data (health, financial, etc.) unless you have appropriate legal basis
  • Complying with applicable laws and regulations in your use of the service
  • Maintaining the confidentiality of your account credentials

15. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email or through the service. Your continued use after changes constitutes acceptance of the updated policy.

16. Contact Information

For privacy inquiries, data rights requests, or concerns, please contact us:

For EU/UK users: You have the right to lodge a complaint with your local supervisory authority if you believe we have not handled your data appropriately.