1. Information We Collect
OfficeElf.ai collects the following types of information to provide our AI-powered email automation services:
- Account Information: Name, email address, company details, and profile information
- Email Content: Email messages, drafts, and metadata for AI analysis and reply generation
- Usage Data: How you interact with our service, features used, and performance metrics
- Connected Services: Information from Gmail, Outlook, and other integrated email providers
- Technical Data: IP address, browser type, device information, and log files
2. How We Use Your Information
We use the collected information for the following purposes:
- Service Provision: Provide, maintain, and improve OfficeElf.ai features
- AI Email Generation: Analyze email content to generate contextually appropriate replies
- Performance Analysis: Understand usage patterns to enhance functionality and user experience
- Security: Protect against fraud, unauthorized access, and security threats
- Communication: Send service updates, notifications, and support messages
- Compliance: Meet legal obligations and regulatory requirements
3. Data Security and Protection
We implement comprehensive security measures to protect your personal information:
- End-to-end encryption for data transmission and storage
- Regular security audits and vulnerability assessments
- Access controls and authentication mechanisms
- Secure data centers with physical and digital safeguards
- Employee training on data protection best practices
4. Data Access and Sharing
We access your email data with your explicit consent to provide our AI services. We do not sell your personal information and limit sharing to:
- Service Providers: Trusted third parties who help us operate our service
- Legal Requirements: When required by law or to protect our rights
- Business Transfers: In case of merger, acquisition, or asset sale (with user notification)
We never share your data for advertising purposes or sell it to third parties.
5. Your Rights and Control
You have the following rights regarding your personal data:
- Access: Request a copy of your personal data
- Correction: Update or correct inaccurate information
- Deletion: Request deletion of your data (subject to legal limitations)
- Portability: Export your data in a machine-readable format
- Opt-out: Withdraw consent for certain data processing activities
- Restriction: Limit how we process your data in certain circumstances
6. Data Retention and Deletion
We retain your personal information for as long as necessary to provide our services. Specific retention periods:
- Account Data: Until account deletion or 2 years after last activity
- Email Content: Processed for AI training, then deleted or anonymized within 30 days
- Usage Logs: 1 year for service improvement and security
- Support Records: 3 years for customer service purposes
You can delete your account and data at any time through your account settings or by contacting support@officeelf.ai.
7. Cookies and Tracking Technologies
We use cookies and similar technologies to:
- Remember your preferences and settings
- Analyze service usage and performance
- Provide personalized experiences
- Ensure security and prevent fraud
You can control cookie settings through your browser preferences.
8. International Data Transfers
Your information may be transferred to and processed in countries outside your residence. We ensure adequate protection through:
- Standard Contractual Clauses (SCCs)
- Adequacy decisions by relevant authorities
- Appropriate safeguards and security measures
9. Changes to This Policy
We may update this Privacy Policy to reflect changes in our practices or applicable law. We will:
- Post the updated policy on this page
- Update the "Last updated" date
- Notify users of material changes via email or service notifications
- Provide 30 days notice for significant changes
- Notify users if we change how we access, use, store, or share Google user data
Google Data Usage Changes: If we make any material changes to how we access, use, store, or share Google user data, we will provide you with at least 30 days' notice before implementing such changes. You will have the opportunity to review the changes and, if you disagree with them, you may revoke our access to your Google account.
10. Google API Data Usage and Limited Use Requirements
When you connect your Gmail account to OfficeElf.ai, we access and process your Google user data as follows:
Data We Access from Gmail:
- Email Messages: Content, subject lines, and metadata for AI analysis and reply generation
- Email Drafts: To create and save AI-generated reply drafts
- Email Labels and Folders: To organize and categorize your emails
- Email Metadata: Sender, recipient, timestamps, and thread information
How We Use Google Data:
- AI Reply Generation: Analyze email content to generate contextually appropriate replies
- Email Organization: Categorize and organize emails for better productivity
- Service Improvement: Enhance our AI models and service functionality
- User Experience: Provide personalized email automation features
Limited Use Compliance:
- No Advertising: We do not use Google user data for advertising purposes
- No Selling: We do not sell, rent, or monetize your Google user data
- No Transfer: We do not transfer Google user data to third parties for advertising or other purposes
- Service-Only Use: Google user data is used solely to provide and improve our email automation service
Data Retention:
- Processing Period: Email content is processed for AI analysis and then deleted or anonymized within 30 days
- Account Deletion: All Google user data is permanently deleted when you delete your OfficeElf.ai account
- Revocation: You can revoke our access to your Gmail data anytime through your account settings or Google account
Compliance: OfficeElf.ai adheres to the Google API Services User Data Policy and Limited Use requirements. We do not use Google user data for any purpose other than providing our email automation service.
11. Compliance with Email Provider Policies
OfficeElf.ai complies with all relevant email provider policies:
- Google: Adherence to Google API Services User Data Policy and Limited Use requirements
- Microsoft: Compliance with Microsoft Graph API terms and Office 365 policies
- OAuth 2.0: Secure authentication and authorization protocols