Privacy Policy

This Privacy Notice for Inbox SuperPilot ("we," "us," or "our"), describes how and why we might access, collect, store, use, and/or share ("process") your personal information when you use our services ("Services"), including when you:

Visit our website at https://www.inboxsuperpilot.com or any website of ours that links to this Privacy Notice
Use Inbox SuperPilot — an AI-powered email assistant for Gmail that helps professionals respond to emails faster and more accurately. The service connects to your company's knowledge base — including Google Drive, Notion, Confluence, and web pages — and generates reply drafts that cite your actual documents. Key features include instant email thread summaries, one-click quick reply suggestions, full draft generation grounded in your knowledge base, and CRM context integration from HubSpot, Salesforce, and Pipedrive. The service operates as a Chrome browser extension that works directly inside Gmail, with a companion web dashboard for managing knowledge base connections, team settings, and billing.
Engage with us in other related ways, including any marketing or events

Questions or concerns? Reading this Privacy Notice will help you understand your privacy rights and choices. We are responsible for making decisions about how your personal information is processed. If you do not agree with our policies and practices, please do not use our Services. If you still have any questions or concerns, please contact us at support@inboxsuperpilot.com.

1. WHAT INFORMATION DO WE COLLECT?

Personal information you disclose to us

In Short: We collect personal information that you provide to us.

We collect personal information that you voluntarily provide to us when you register on the Services, express an interest in obtaining information about us or our products and Services, when you participate in activities on the Services, or otherwise when you contact us.

Personal Information Provided by You. The personal information that we collect depends on the context of your interactions with us and the Services, the choices you make, and the products and features you use. The personal information we collect may include the following:

Names
Email addresses
Contact or authentication data

Sensitive Information. We do not process sensitive information.

Payment Data. We may collect data necessary to process your payment if you choose to make purchases, such as your payment instrument number, and the security code associated with your payment instrument. All payment data is handled and stored by Stripe.

Social Media Login Data. We may provide you with the option to register with us using your existing social media account details. If you choose to register in this way, we will collect certain profile information about you from the social media provider, as described in the section called "HOW DO WE HANDLE YOUR SOCIAL LOGINS?" below.

All personal information that you provide to us must be true, complete, and accurate, and you must notify us of any changes to such personal information.

Information automatically collected

In Short: Some information — such as your Internet Protocol (IP) address and/or browser and device characteristics — is collected automatically when you visit our Services.

We automatically collect certain information when you visit, use, or navigate the Services. This information does not reveal your specific identity (like your name or contact information) but may include device and usage information, such as your IP address, browser and device characteristics, operating system, language preferences, referring URLs, device name, country, location, information about how and when you use our Services, and other technical information.

The information we collect includes:

Log and Usage Data. Service-related, diagnostic, usage, and performance information our servers automatically collect when you access or use our Services, including your IP address, device information, browser type, and settings and information about your activity in the Services.
Device Data. Information about your computer, phone, tablet, or other device you use to access the Services, including your IP address (or proxy server), device and application identification numbers, location, browser type, hardware model, Internet service provider and/or mobile carrier, operating system, and system configuration information.

Google API. Our use of information received from Google APIs will adhere to Google API Services User Data Policy, including the Limited Use requirements.

Information collected from other sources

In Short: We may collect limited data from public databases, marketing partners, social media platforms, and other outside sources.

In order to enhance our ability to provide relevant marketing, offers, and services to you and update our records, we may obtain information about you from other sources, such as public databases, joint marketing partners, affiliate programs, data providers, social media platforms, and from other third parties.

2. HOW DO WE PROCESS YOUR INFORMATION?

In Short: We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law. We may also process your information for other purposes with your consent.

We process your personal information for a variety of reasons, depending on how you interact with our Services, including:

To facilitate account creation and authentication and otherwise manage user accounts.
To deliver and facilitate delivery of services to the user.
To respond to user inquiries/offer support to users.
To send administrative information to you about our products and services, changes to our terms and policies, and other similar information.
To request feedback and to contact you about your use of our Services.
To protect our Services as part of our efforts to keep our Services safe and secure, including fraud monitoring and prevention.
To identify usage trends so we can improve our Services.
To save or protect an individual's vital interest such as to prevent harm.

3. WHAT LEGAL BASES DO WE RELY ON TO PROCESS YOUR PERSONAL INFORMATION?

In Short: We only process your personal information when we believe it is necessary and we have a valid legal reason (i.e., legal basis) to do so under applicable law, like with your consent, to comply with laws, to provide you with services to enter into or fulfill our contractual obligations, to protect your rights, or to fulfill our legitimate business interests.

If you are located in the EU or UK

The General Data Protection Regulation (GDPR) and UK GDPR require us to explain the valid legal bases we rely on in order to process your personal information. As such, we may rely on the following legal bases:

Consent. We may process your information if you have given us permission to use your personal information for a specific purpose. You can withdraw your consent at any time.
Performance of a Contract. We may process your personal information when we believe it is necessary to fulfill our contractual obligations to you.
Legitimate Interests. We may process your information when we believe it is reasonably necessary to achieve our legitimate business interests and those interests do not outweigh your interests and fundamental rights and freedoms.
Legal Obligations. We may process your information where we believe it is necessary for compliance with our legal obligations.
Vital Interests. We may process your information where we believe it is necessary to protect your vital interests or the vital interests of a third party.

If you are located in Canada

We may process your information if you have given us specific permission (i.e., express consent) to use your personal information for a specific purpose, or in situations where your permission can be inferred (i.e., implied consent). You can withdraw your consent at any time.

In some exceptional cases, we may be legally permitted under applicable law to process your information without your consent, including for investigations and fraud detection, business transactions, compliance with subpoenas or court orders, and when collection is clearly in the interests of an individual and consent cannot be obtained in a timely way.

4. WHEN AND WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?

In Short: We may share information in specific situations described in this section and/or with the following categories of third parties.

Vendors, Consultants, and Other Third-Party Service Providers. We may share your data with third-party vendors, service providers, contractors, or agents ("third parties") who perform services for us or on our behalf and require access to such information to do that work. The categories of third parties we may share personal information with are as follows:

AI Inference Providers (Groq, OpenAI, Google Vertex AI, Anthropic, Fireworks AI — email content is sent for real-time inference only, not stored or used for model training)
CRM Providers (HubSpot, Salesforce, Pipedrive — only when you explicitly connect an integration and initiate a write action such as logging an email)
Cloud Computing Services (AWS)
Data Analytics Services
Data Storage Service Providers
Payment Processors (Stripe)
Performance Monitoring Tools (Sentry, PostHog)
User Account Registration & Authentication Services
Website Hosting Service Providers (Vercel, Cloudflare)

We may also share your personal information in connection with business transfers such as mergers, sales of company assets, financing, or acquisition of all or a portion of our business.

5. DO WE USE COOKIES AND OTHER TRACKING TECHNOLOGIES?

In Short: We may use cookies and other tracking technologies to collect and store your information.

We may use cookies and similar tracking technologies (like web beacons and pixels) to gather information when you interact with our Services. Some online tracking technologies help us maintain the security of our Services and your account, prevent crashes, fix bugs, save your preferences, and assist with basic site functions.

We also permit third parties and service providers to use online tracking technologies on our Services for analytics and advertising, including to help manage and display advertisements, to tailor advertisements to your interests, or to send abandoned shopping cart reminders.

Google Analytics

We may share your information with Google Analytics to track and analyze the use of the Services. To opt out of being tracked by Google Analytics across the Services, visit https://tools.google.com/dlpage/gaoptout. For more information on the privacy practices of Google, please visit the Google Privacy & Terms page.

6. GOOGLE API SERVICES USER DATA POLICY

Inbox SuperPilot's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

Limited Use Disclosure

Inbox SuperPilot's use of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. Specifically:

We only access Gmail data to provide email drafting, summarization, action-item extraction, and reply suggestions directly to the user. We do not use Gmail data for any purpose unrelated to providing or improving these user-facing features.
We do not use Gmail data for advertising, ad targeting, market research, or serving ads.
We do not sell Gmail data to third parties.
We do not allow humans to read your Gmail data unless: (a) you provide affirmative consent for a specific message, (b) it is necessary for security purposes (e.g., investigating abuse or a security incident), (c) it is required to comply with applicable law, or (d) the data is aggregated and anonymized for internal operations and is no longer associated with individual users.
We do not transfer Gmail data to third parties except as necessary to provide and improve the Service (e.g., LLM inference providers for generating reply drafts). These providers process data in real time and are contractually prohibited from retaining, using, or disclosing the data for any other purpose.

Google API Data Access

We access the following Google API data and use it solely as described below:

Gmail (read, compose & modify): We read email message content, headers, and metadata to generate AI-powered summaries, action items, and draft replies. We create and manage draft replies on your behalf. We modify emails to apply labels or mark messages as read at the user's direction.
Google Drive (read-only): We access only documents you explicitly select and connect to your knowledge base, to provide source-grounded email replies.
Google Calendar (read & write): We read calendar events to provide scheduling context in email replies and meeting-related suggestions. We create calendar events when you accept meeting invitations or RSVP via the email assistant.

Data Retention for Google API Data

Email content accessed via Gmail APIs is processed in memory and temporarily cached for up to one hour to support active email interactions. It is not persisted to any permanent database. Only derived metadata (e.g., email categories, action-item summaries) is stored. You may revoke Inbox SuperPilot's access to your Google data at any time via your Google Account permissions page. Upon revocation, we promptly delete all stored tokens and cached data associated with your account.

7. CRM INTEGRATION DATA

In Short: When you connect a CRM (HubSpot, Salesforce, or Pipedrive), we access limited CRM data to provide contextual email features. We do not sell CRM data or use it for advertising.

What CRM Data We Access

When you voluntarily connect a CRM account, we access the following data solely to provide our Services:

Contacts: Name, email address, phone number, job title, and company association — used to display CRM context alongside emails and to log email interactions.
Companies: Company name, domain, and industry — used to provide company context in email threads.
Deals/Opportunities: Deal name, stage, amount, and close date — used to show relevant deal context when composing replies.
Activity History: Recent notes, logged emails, and engagement records — used to display interaction history in the sidebar.

What We Write to Your CRM

With your explicit action (e.g., clicking "Log to HubSpot"), we may:

Create or update contact records
Log email conversations as notes or activities
Create tasks associated with contacts or deals

We never modify CRM data without a deliberate user action. All write operations require you to click a button or confirm the action.

How CRM Data Is Stored and Protected

CRM data retrieved for the context panel is cached in memory for up to 5 minutes to reduce API calls and improve performance. It is not persisted to any permanent database. OAuth tokens for CRM connections are stored encrypted and can be revoked at any time by disconnecting the integration from your Settings page.

When you disconnect a CRM integration, we immediately revoke the OAuth token with the CRM provider and deactivate the connection. No CRM data is retained after disconnection.

Supported CRM Providers

We currently support integrations with the following CRM providers. Each integration uses OAuth 2.0 for secure authorization — we never ask for or store your CRM password:

HubSpot — Scopes: crm.objects.contacts.read, crm.objects.contacts.write, crm.objects.companies.read, crm.objects.deals.read
Salesforce — Access to contacts, accounts, opportunities, and activity logging
Pipedrive — Access to contacts, organizations, deals, and activity logging

Your Rights Regarding CRM Data

You can disconnect any CRM integration at any time from your Settings page. Upon disconnection, we revoke the OAuth token and stop all access to your CRM data. You may also request deletion of any cached CRM data by contacting support@inboxsuperpilot.com.

8. DO WE OFFER ARTIFICIAL INTELLIGENCE-BASED PRODUCTS?

In Short: We offer products, features, or tools powered by artificial intelligence, machine learning, or similar technologies.

As part of our Services, we offer products, features, or tools powered by artificial intelligence, machine learning, or similar technologies (collectively, "AI Products"). These tools are designed to enhance your experience and provide you with innovative solutions. The terms in this Privacy Notice govern your use of the AI Products within our Services.

All personal information processed using our AI Products is handled in line with our Privacy Notice and our agreements with third parties. This ensures high security and safeguards your personal information throughout the process.

9. HOW DO WE HANDLE YOUR SOCIAL LOGINS?

In Short: If you choose to register or log in to our Services using a social media account, we may have access to certain information about you.

Our Services offer you the ability to register and log in using your third-party social media account details (like your Facebook or X logins). Where you choose to do this, we will receive certain profile information about you from your social media provider. The profile information we receive may vary depending on the social media provider concerned, but will often include your name, email address, friends list, and profile picture, as well as other information you choose to make public on such a social media platform.

We will use the information we receive only for the purposes that are described in this Privacy Notice or that are otherwise made clear to you on the relevant Services. Please note that we do not control, and are not responsible for, other uses of your personal information by your third-party social media provider. We recommend that you review their privacy notice to understand how they collect, use, and share your personal information.

10. IS YOUR INFORMATION TRANSFERRED INTERNATIONALLY?

In Short: We may transfer, store, and process your information in countries other than your own.

Our servers are located in the United States. If you are a resident in the European Economic Area (EEA), United Kingdom (UK), or Switzerland, then these countries may not necessarily have data protection laws or other similar laws as comprehensive as those in your country. However, we will take all necessary measures to protect your personal information in accordance with this Privacy Notice and applicable law.

European Commission's Standard Contractual Clauses: We have implemented measures to protect your personal information, including by using the European Commission's Standard Contractual Clauses for transfers of personal information between our group companies and between us and our third-party providers. These clauses require all recipients to protect all personal information that they process originating from the EEA or UK in accordance with European data protection laws and regulations. Our Standard Contractual Clauses can be provided upon request.

11. HOW LONG DO WE KEEP YOUR INFORMATION?

In Short: We keep your information for as long as necessary to fulfill the purposes outlined in this Privacy Notice unless otherwise required by law.

We will only keep your personal information for as long as it is necessary for the purposes set out in this Privacy Notice, unless a longer retention period is required or permitted by law (such as tax, accounting, or other legal requirements). No purpose in this notice will require us keeping your personal information for longer than the period of time in which users have an account with us.

Specific retention periods:

Account information: Retained for the lifetime of your account. Deleted upon account termination.
Email content (via Gmail API): Processed in memory and temporarily cached for up to one hour. Not persisted to any permanent database.
Knowledge base indexes: Retained until you disconnect the source or delete your account.
CRM data (via HubSpot, Salesforce, Pipedrive): Cached in memory for up to 5 minutes for the context panel. Not persisted to any permanent database. OAuth tokens are revoked with the CRM provider upon disconnection.
OAuth tokens: Retained while your account is active. Revoked with the provider and deleted upon disconnection or account termination.
Usage and analytics logs: Retained for up to 1 year.

When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymize such information, or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.

12. HOW DO WE KEEP YOUR INFORMATION SAFE?

In Short: We aim to protect your personal information through a system of organizational and technical security measures.

We have implemented appropriate and reasonable technical and organizational security measures designed to protect the security of any personal information we process. However, despite our safeguards and efforts to secure your information, no electronic transmission over the Internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorized third parties will not be able to defeat our security and improperly collect, access, steal, or modify your information. Although we will do our best to protect your personal information, transmission of personal information to and from our Services is at your own risk. You should only access the Services within a secure environment.

13. DO WE COLLECT INFORMATION FROM MINORS?

In Short: We do not knowingly collect data from or market to children under 18 years of age.

We do not knowingly collect, solicit data from, or market to children under 18 years of age, nor do we knowingly sell such personal information. By using the Services, you represent that you are at least 18 or that you are the parent or guardian of such a minor and consent to such minor dependent's use of the Services. If we learn that personal information from users less than 18 years of age has been collected, we will deactivate the account and take reasonable measures to promptly delete such data from our records. If you become aware of any data we may have collected from children under age 18, please contact us at support@inboxsuperpilot.com.

14. WHAT ARE YOUR PRIVACY RIGHTS?

In Short: Depending on your state of residence in the US or in some regions, such as the EEA, UK, Switzerland, and Canada, you have rights that allow you greater access to and control over your personal information.

In some regions (like the EEA, UK, Switzerland, and Canada), you have certain rights under applicable data protection laws. These may include the right (i) to request access and obtain a copy of your personal information, (ii) to request rectification or erasure; (iii) to restrict the processing of your personal information; (iv) if applicable, to data portability; and (v) not to be subject to automated decision-making.

Withdrawing your consent: If we are relying on your consent to process your personal information, you have the right to withdraw your consent at any time. You can withdraw your consent by contacting us using the contact details provided in the section "HOW CAN YOU CONTACT US ABOUT THIS NOTICE?" below.

Opting out of marketing: You can unsubscribe from our marketing and promotional communications at any time by clicking on the unsubscribe link in the emails that we send, or by contacting us. You will then be removed from the marketing lists. However, we may still communicate with you for service-related purposes.

Account Information

If you would at any time like to review or change the information in your account or terminate your account, you can log in to your account settings and update your user account, or contact us using the contact information provided. Upon your request to terminate your account, we will deactivate or delete your account and information from our active databases. However, we may retain some information in our files to prevent fraud, troubleshoot problems, assist with any investigations, enforce our legal terms and/or comply with applicable legal requirements.

Cookies and similar technologies: Most web browsers are set to accept cookies by default. If you prefer, you can usually choose to set your browser to remove cookies and to reject cookies. If you choose to remove cookies or reject cookies, this could affect certain features or services of our Services.

If you have questions or comments about your privacy rights, you may email us at support@inboxsuperpilot.com.

15. CONTROLS FOR DO-NOT-TRACK FEATURES

Most web browsers and some mobile operating systems and mobile applications include a Do-Not-Track ("DNT") feature or setting you can activate to signal your privacy preference not to have data about your online browsing activities monitored and collected. At this stage, no uniform technology standard for recognizing and implementing DNT signals has been finalized. As such, we do not currently respond to DNT browser signals or any other mechanism that automatically communicates your choice not to be tracked online. If a standard for online tracking is adopted that we must follow in the future, we will inform you about that practice in a revised version of this Privacy Notice.

California law requires us to let you know how we respond to web browser DNT signals. Because there currently is not an industry or legal standard for recognizing or honoring DNT signals, we do not respond to them at this time.

16. DO UNITED STATES RESIDENTS HAVE SPECIFIC PRIVACY RIGHTS?

In Short: If you are a resident of California, Colorado, Connecticut, Delaware, Florida, Indiana, Iowa, Kentucky, Maryland, Minnesota, Montana, Nebraska, New Hampshire, New Jersey, Oregon, Rhode Island, Tennessee, Texas, Utah, or Virginia, you may have the right to request access to and receive details about the personal information we maintain about you and how we have processed it, correct inaccuracies, get a copy of, or delete your personal information.

Categories of Personal Information We Collect

Category	Collected
A. Identifiers (contact details, email, IP address, account name)	YES
B. Personal information (California Customer Records statute)	YES
C. Protected classification characteristics	NO
D. Commercial information	NO
E. Biometric information	NO
F. Internet or other similar network activity	YES
G. Geolocation data	NO
H. Audio, electronic, sensory, or similar information	NO
I. Professional or employment-related information	NO
J. Education information	NO
K. Inferences drawn from collected personal information	NO
L. Sensitive personal information	NO

We will use and retain the collected personal information as needed to provide the Services. Category A and B are retained as long as the user has an account with us. Category F is retained for 1 year.

Your Rights

You have rights under certain US state data protection laws. These rights include:

Right to know whether or not we are processing your personal data
Right to access your personal data
Right to correct inaccuracies in your personal data
Right to request the deletion of your personal data
Right to obtain a copy of the personal data you previously shared with us
Right to non-discrimination for exercising your rights
Right to opt out of the processing of your personal data if it is used for targeted advertising, the sale of personal data, or profiling

How to Exercise Your Rights

To exercise these rights, you can contact us by emailing us at support@inboxsuperpilot.com, by visiting https://www.inboxsuperpilot.com/contact, or by referring to the contact details at the bottom of this document.

Upon receiving your request, we will need to verify your identity to determine you are the same person about whom we have the information in our system.

Appeals

Under certain US state data protection laws, if we decline to take action regarding your request, you may appeal our decision by emailing us at support@inboxsuperpilot.com. We will inform you in writing of any action taken or not taken in response to the appeal, including a written explanation of the reasons for the decisions. If your appeal is denied, you may submit a complaint to your state attorney general.

California "Shine The Light" Law

California Civil Code Section 1798.83, also known as the "Shine The Light" law, permits our users who are California residents to request and obtain from us, once a year and free of charge, information about categories of personal information (if any) we disclosed to third parties for direct marketing purposes and the names and addresses of all third parties with which we shared personal information in the immediately preceding calendar year. If you are a California resident and would like to make such a request, please submit your request in writing to us using the contact details provided below.

We have not sold or shared any personal information to third parties for a business or commercial purpose in the preceding twelve (12) months.

17. BETA ACCESS

Access to the beta program may be revoked at any time at our sole discretion.

18. SERVICE LEVEL

No uptime SLA is guaranteed during the beta period. The service may experience downtime for maintenance and updates.

19. FEEDBACK

Feedback you provide may be used to improve the service without compensation or attribution.

20. DATA USAGE

Your data will be handled per our Privacy Policy. Aggregated, anonymized usage data may be used to improve the service.

21. BETA PRICING

Beta access is provided free of charge. Post-beta pricing will be communicated before your beta period ends.

22. DO WE MAKE UPDATES TO THIS NOTICE?

In Short: Yes, we will update this notice as necessary to stay compliant with relevant laws.

We may update this Privacy Notice from time to time. The updated version will be indicated by an updated "Revised" date at the top of this Privacy Notice. If we make material changes to this Privacy Notice, we may notify you either by prominently posting a notice of such changes or by directly sending you a notification. We encourage you to review this Privacy Notice frequently to be informed of how we are protecting your information.

23. HOW CAN YOU CONTACT US ABOUT THIS NOTICE?

If you have questions or comments about this notice, you may email us at support@inboxsuperpilot.com or contact us by post at:

Inbox SuperPilot

440 N Barranca Ave

Covina, CA 91723

United States

24. HOW CAN YOU REVIEW, UPDATE, OR DELETE THE DATA WE COLLECT FROM YOU?

Based on the applicable laws of your country or state of residence in the US, you may have the right to request access to the personal information we collect from you, details about how we have processed it, correct inaccuracies, or delete your personal information. You may also have the right to withdraw your consent to our processing of your personal information. These rights may be limited in some circumstances by applicable law. To request to review, update, or delete your personal information, please submit a data subject access request.

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