Privacy Policy

This privacy policy applies to the Mailcomm app for mobile devices, together with any related services operated by Mailcomm (collectively, the "Application"). Mailcomm is hereby referred to as the "Service Provider".

What information does the Application obtain and how is it used?

The Application connects to your Gmail or Outlook account through Google's or Microsoft's own sign-in. This sign-in is the only registration the Application requires. For Gmail accounts, your Google sign-in is also passed to Google Firebase Authentication, which keeps a technical record tied to that sign-in (your Google account identifier, email address, name and profile photo address), used only to deliver your new-mail notifications to your own devices. For Outlook accounts, your Microsoft sign-in is also used to sign you in to Google Firebase Authentication, which keeps a technical record tied to an identifier derived from your Microsoft account (your Microsoft account identifier and the identifier of the Microsoft directory it belongs to), used only for the same purpose.

Your email is read and organised on your device. To show your mail quickly and keep it in sync, the Application keeps a copy of your messages, drafts, attachment details, labels and folders in a database on your device.

The Application's AI classification of your conversations sorts your mail to help you organise it. Classification runs entirely on your device, and no email content is sent off your device for it. Your email is classified only to provide this feature to you, and the classification results are kept with your mail on your device until you sign out. Data from your Google or Microsoft account, including your email and its classification, is not used to develop, improve or train generalised or non-personalised artificial intelligence or machine learning models.

When you turn an email into a calendar event or a reminder, the Application uses Apple's on-device language processing to suggest a location from the email's text. This processing runs entirely on your device.

To deliver new-mail notifications, the Service Provider operates a notification service. It stores your account details, a device notification token, and the identifiers of messages it has already processed, so that you do not receive duplicate notifications. For Gmail accounts, it also stores a marker recording the latest mailbox change the service has checked. It also stores your account's sign-in credential, which it uses for the Mailcomm app's functionality. With your sign-in credential, the service renews your new-mail subscription with your email provider, so that notifications keep arriving even when you have not opened the Application, and ends that subscription once you have signed out on all of your devices. For Outlook accounts, it also keeps a code that confirms each notification it receives belongs to that subscription. Microsoft notifies the service when new mail arrives in your inbox. New-mail notifications, which can show a message's information, are delivered to your device through Google Firebase. The service does not store your email content. Any data the service receives from your email provider, including the unread count shown on the Application's icon, is used only to support the Application's push notifications.

The Application collects crash reports through Google's Firebase Crashlytics service to find and fix problems that affect its stability. Crash reports contain technical information about your device and the crash, such as device model, operating system version, and the state of the Application when the crash occurred. The installation identifier Crashlytics attaches to each crash report cannot be cross-referenced with your account or identity, because the Service Provider has no mechanism to link it to your account data. The Application will also collect usage analytics to understand how it is used and to improve it. Neither crash reports nor usage analytics include your email content or any other data from your Google or Microsoft account.

What data does the Application access in your Google or Microsoft account?

With your permission, the Application accesses the following data in your Google account (through the Gmail and Google People APIs) or your Microsoft account (through Microsoft Graph). It uses this data only to provide the Application's email features to you: reading, searching, organising, writing and sending your email, and notifying you of new mail.

• Email messages, conversations, drafts and attachments: to display and search your email; to archive, move, label, trash and permanently delete it when you ask; and to write and send email on your behalf when you ask.
• Labels and folders: to show how your mailbox is organised, and to create, rename and delete the labels, folders and lists you manage in the Application.
• Mail filters (Gmail settings) and inbox rules (Outlook mailbox settings): to create and remove the rules that block the senders you choose to block.
• Contacts (your Google contacts and Google's "other contacts", or the people Microsoft lists as relevant to you): to suggest recipients as you type an address. These suggestions are requested as you type and are not stored.
• Your basic profile (name, email address and account identifier): to identify the account you signed in with.

Apart from contact suggestions, this data is kept on your device until you sign out, and in the notification service only as described above.

Mailcomm's use and transfer to any other app of information received from Google APIs will adhere to Google API Services User Data Policy, including the Limited Use requirements.

The Service Provider applies the same commitments to data received from Microsoft. Data from your Google or Microsoft account is used only to provide and improve the Application's features for you. It is never sold, never used for advertising (including personalised, retargeted or interest-based advertising), never used to determine creditworthiness or for lending purposes, and never transferred to anyone else, except as necessary to provide those features, to comply with applicable law, for security purposes, or as part of a merger, acquisition or sale of assets after obtaining your explicit prior consent.

No person reads your email or any other data from your Google or Microsoft account, unless you have given explicit permission for specific messages (for example, when you ask for support), it is necessary for security purposes such as investigating abuse, it is necessary to comply with applicable law, or the data has been aggregated and anonymised and is used for internal operations.

Does the Application collect precise real time location information of the device?

This Application does not collect precise information about the location of your mobile device.

Do third parties see and/or have access to information obtained by the Application?

Account-related data described above is processed by Google Firebase on the Service Provider's behalf, and is not shared with any other third party.

What are my opt-out rights?

Signing out of an account in the Application removes that device's notification registration. Once you have signed out of the account on all of your devices, the stored sign-in credential for that account is deleted. Both steps require an internet connection at the moment you sign out. If your device is offline at that moment, the notification registration and the sign-in credential may remain in place. You may request their removal by contacting support@mailcomm.io. Signing out of an account deletes all of that account's data from your device. Uninstalling the Application deletes all of the Application's data from your device. You may request deletion of any other data the notification service holds for your account by contacting support@mailcomm.io.

You can revoke the Application's access to your account at any time. For a Google account, remove Mailcomm at myaccount.google.com/permissions. For a personal Microsoft account, remove it at account.live.com/consent/Manage. For a work or school Microsoft account, remove it at myapps.microsoft.com, or ask your organisation's administrator. Revoking access ends the Application's and the notification service's access to your account. Signing out on every device deletes the stored sign-in credential. To have the other data the notification service holds for your account deleted, including the Firebase Authentication record described above, contact support@mailcomm.io. That data is kept until you ask for it to be deleted.

If you contact the Service Provider directly or voluntarily provide information by other means, you may request deletion of that information by contacting support@mailcomm.io.

Children

The Application is not intended for children under 16 years of age, or such higher age as required by applicable law. The Service Provider does not knowingly solicit data from children or market to them. A parent or guardian who believes a child has used the Application may request deletion of the data described in this policy by contacting support@mailcomm.io. If you voluntarily provide personal information through other means and are under 16 years of age, your parent or guardian must provide consent on your behalf where permitted by law.

Security

The Service Provider implements reasonable safeguards to protect the data described in this policy and the systems that hold it. Data travels between the Application, your email provider and the notification service over encrypted connections. The notification service's data is stored in Google Cloud, which encrypts it at rest, and only the Service Provider's own systems can access it. Google Cloud stores and processes that data only on the Service Provider's behalf. Apart from the notification service's data described above, the Application keeps your account's email data only on your device. Your email itself remains with your email provider. However, no security system is completely secure, and the Service Provider cannot guarantee the absolute security of that data.

Data Breach Notification

If a breach occurs involving the data described in this policy, or any data you have voluntarily provided, the Service Provider will notify you as required by applicable law.

Changes

The Service Provider may update this Privacy Policy from time to time. The Service Provider will notify you of material changes by posting the updated Privacy Policy with an effective date. Where required by law, the Service Provider will seek your consent to material changes before they take effect.

Previous versions of this Privacy Policy will be maintained and made available upon request by contacting the Service Provider at support@mailcomm.io.

This privacy policy is effective as of 2026-10-11

Your Consent

If you voluntarily provide information to the Service Provider and processing is based on consent, you may withdraw that consent at any time without affecting processing carried out before withdrawal.

Contact Us

If you have any questions regarding privacy while using the Application, or have questions about the practices, please contact the Service Provider via email at support@mailcomm.io.