Privacy Policy

Effective date: February 13, 2026 Last updated: February 13, 2026

1. Introduction

MailCopilot ("the Application", "we", "our") is a desktop email client for Windows, macOS, and Linux. This Privacy Policy describes how we collect, use, store, and protect your personal data when you use the Application.

By using MailCopilot, you agree to the practices described in this Privacy Policy. If you do not agree, please do not use the Application.

2. Data We Collect

2.1 Email Account Credentials

• Email address — required to connect to your mail server.
• Password (IMAP/SMTP) — if you use password-based authentication.
• OAuth tokens (access token, refresh token) — if you use Google OAuth 2.0 or another OAuth provider.

2.2 Email Data

When you connect your account, the Application downloads and caches:

• Email headers (subject, sender, recipients, date).
• Email body (text and HTML).
• Attachment metadata (file names and types; attachments themselves are not cached by default).
• Email flags (read/unread, flagged).
• Message identifiers (Message-ID, In-Reply-To, References) for conversation threading.

2.3 Contact Information

• Email addresses and names of people you correspond with.
• Usage frequency and last interaction date for autocomplete suggestions.

2.4 Folder Structure

• List of mailbox folders, their names, and special-use attributes (Inbox, Sent, Drafts, Trash, Junk, Archive).
• Per-folder preferences (visibility, badge settings, sync mode).

2.5 Application Settings

• Language, theme, AI preferences, and other configuration options.
• Custom email address for the "From" header (if configured).
• Email signatures.

2.6 Error Reports

• If Sentry error reporting is active, we collect anonymous crash reports (stack traces, application version, operating environment). No personal data (email content, addresses, passwords, or tokens) is included in error reports (sendDefaultPii: false).

3. How We Store Your Data

All user data is stored locally on your computer. MailCopilot does not operate any cloud servers to store your emails, contacts, or settings.

Data	Storage Method
Passwords and API keys	OS-level secure storage (keytar): Windows DPAPI, macOS Keychain, Linux Secret Service
Email cache and contacts	Local SQLite database (~/.mailcopilot/cache.db)
Settings and account config	Local JSON file (electron-store)
OAuth tokens	Local encrypted storage via electron-store

You can delete all local data at any time by removing the ~/.mailcopilot/ directory (or the data directory configured via MAILCOPILOT_DATA_DIR).

4. How We Use Your Data

We use your data solely to provide the core functionality of the Application:

• Connect to your mail server via IMAP/SMTP to send, receive, and manage email.
• Cache emails locally for faster access and offline reading.
• Provide autocomplete for recipient addresses based on your contact history.
• Display folder structure and unread counts.
• AI Assistant features (optional) — see Section 5.

We do not use your data for:

• Advertising, marketing, or ad targeting.
• Selling or sharing with data brokers.
• Building user profiles for third parties.
• Credit scoring or financial assessments.
• Surveillance or tracking.
• Training general-purpose AI/ML models.

5. AI Assistant and Third-Party AI Providers

MailCopilot offers an optional AI assistant that can help you draft replies, summarize emails, and perform mail actions.

5.1 Explicit Consent Required

The AI assistant is disabled by default. Before any email data is sent to an AI provider, you must:

1. Enable the AI assistant in Settings.
2. Explicitly consent to sharing email data with the selected AI provider (aiPrivacyConsent setting).

5.2 What Data Is Sent to AI Providers

When you use the AI assistant, the following data may be sent to the selected provider:

• Content of the email(s) you are working with (subject, body, sender, recipients).
• Your instructions or questions to the AI.

Data is sent only on your explicit request — never automatically or in the background.

5.3 Supported AI Providers

Provider	Service
Anthropic	Claude API (api.anthropic.com)
OpenAI	GPT API (api.openai.com)
Google	Gemini API
Custom RAG	Self-hosted backend (configured by you)
Claude Code	Local CLI tool (subscription)

Each provider has its own privacy policy. We encourage you to review the privacy policy of your chosen provider:

• Anthropic Privacy Policy
• OpenAI Privacy Policy
• Google Privacy Policy

5.4 AI Budget Controls

You can set daily and monthly spending limits for AI usage in Settings.

6. Google API Services — Limited Use Disclosure

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

Specifically:

1. We only use Google user data to provide and improve user-facing features that are visible and apparent in the Application's interface (reading, sending, organizing email).
2. We do not transfer Google user data to third parties except:
   • As necessary to provide or improve user-facing features (e.g., sending email content to an AI provider only with your explicit consent).
   • As necessary to comply with applicable law.
   • As part of a merger, acquisition, or sale of assets, with user notice.
3. We do not use Google user data for advertising, including retargeting, personalized advertising, or interest-based advertising.
4. We do not allow humans to read Google user data unless:
   • We have your explicit consent (e.g., technical support at your request).
   • It is necessary for security purposes (e.g., investigating abuse).
   • It is necessary to comply with applicable law.
   • The data is aggregated and anonymized for internal operations.
5. We do not use Google user data to train general-purpose AI/ML models. When you choose to use the AI assistant, your email content is sent to the selected AI provider solely to generate a response for you — not for model training.

7. Google OAuth 2.0

When you connect a Gmail account, MailCopilot uses Google OAuth 2.0 with PKCE (RFC 7636) to obtain access. We request the following scopes:

Scope	Purpose
https://mail.google.com/	IMAP/SMTP access to read, send, and manage your email
openid	Verify your identity
email	Retrieve your email address
profile	Retrieve your display name

OAuth tokens are stored locally on your device (see Section 3). We never transmit your tokens to any server we operate.

8. Data Sharing

We do not share your personal data with any third parties, except in the following limited circumstances:

• AI providers — only with your explicit consent, as described in Section 5.
• Sentry — anonymous crash reports only, with no personal data (see Section 2.6).
• Your email provider — through standard IMAP/SMTP protocols to deliver email functionality.

We do not sell, rent, or trade your personal data.

9. Data Retention and Deletion

• Email cache: Stored locally for as long as you use the Application. You can clear the cache at any time from Settings or by deleting the data directory.
• Credentials: Stored in OS-level secure storage until you remove the account from MailCopilot.
• Settings: Stored locally until you uninstall the Application or delete the configuration files.

Since all data is stored locally, uninstalling the Application and deleting the ~/.mailcopilot/ directory permanently removes all data.

10. Your Rights

You have full control over your data:

• Access: All your data is stored locally on your device — you can access it at any time.
• Deletion: Remove any account from MailCopilot to delete its cached data, or delete the entire data directory.
• Revoke OAuth access: You can revoke MailCopilot's access to your Google account at any time via Google Account Permissions.
• Disable AI: You can disable the AI assistant at any time in Settings.
• Export: Your emails remain on your mail server and are accessible through any email client.

11. Security

We implement the following security measures:

• Encrypted storage: Passwords and API keys are stored in OS-level secure storage (keytar).
• TLS 1.2+: All connections to mail servers are encrypted.
• TLS certificate pinning: Optional SHA-256 certificate pin verification to prevent MITM attacks.
• Sandbox isolation: The renderer process runs in a sandboxed environment with no direct access to the operating system.
• IPC validation: All inter-process communication is validated using Zod schemas.
• PKCE: OAuth 2.0 flow uses Proof Key for Code Exchange (RFC 7636).

12. Automatic Updates

MailCopilot checks for updates periodically. Update metadata (version number, file hash) is downloaded from our release repository. No personal data is sent during the update check. You can disable automatic update checks in Settings.

13. Children's Privacy

MailCopilot is not directed at children under the age of 16. We do not knowingly collect personal data from children.

14. Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated "Last updated" date. We encourage you to review this policy periodically.

15. Contact Us

If you have questions about this Privacy Policy, please contact us:

• Email: privacy@mailcopilot.io
• Website: mailcopilot.io