Privacy & Your Data

We believe in radical transparency. This page explains exactly what happens to your data when you use this service.

How Email Sorting Works

When a new email arrives, our system sends it to your chosen AI provider for classification. The AI reads the email content and your label definitions, then decides which label fits best. The label is applied in Gmail, and the email is removed from your inbox.

What We Store

We store the following data in our database:

• Email metadata: Subject line, sender address, date, and assigned labels
• Your label definitions: Names, descriptions, and hierarchy structure
• AI usage metrics: Token counts, costs, and timestamps for the usage dashboard
• Your AI API key: Encrypted at rest using AES-256-GCM encryption

We never store email body content. Email bodies exist only in memory during classification and are immediately discarded after the AI returns a decision.

What Your AI Provider Sees

When we classify an email, we send the following to your AI provider:

• Full email content: Subject, body, and sender information
• Your label taxonomy: Label names and descriptions so the AI understands your categories

Your AI provider processes the email and returns a label decision. We do not control what your provider does with this data — refer to their privacy policy for details.

Bring Your Own AI Key (BYOAI)

You provide your own AI API key. Here's what that means:

• We never share it, sell it, or use it for any purpose other than classifying your emails
• Your key is encrypted at rest and only decrypted when processing your emails
• We have zero access to your AI provider account, billing, or usage beyond what the API key permits
• You can change or delete your API key at any time in Dashboard Settings

This BYOAI model means you pay your AI provider directly, and we never touch your payment information. Your costs appear on your AI provider's bill, not ours.

Your AI Provider's Privacy

Each AI provider has their own data handling and privacy policies. We recommend reviewing your provider's policy, especially regarding whether they use API inputs for training.

• Google Gemini: Gemini API Terms of Service
• OpenAI: Privacy Policy
• Anthropic: Privacy Policy

Data Retention

• Usage records (token counts, costs) are retained for 90 days for your cost dashboard, then automatically deleted
• Email metadata is retained as long as your account exists
• Deleting your account removes all stored data, including your encrypted API key, label definitions, and usage records

Open Source

This application is open source. You can audit the code yourself to verify these privacy claims. The source code is available on GitHub:

github.com/your-username/gmail-auto-sorter

If you find something that contradicts this privacy page, please open an issue. We're committed to full transparency.

Last updated: February 14, 2026
Questions? Contact us or open a GitHub issue.