Privacy Policy

Last updated: June 10, 2025

1. Introduction

This Privacy Policy explains how Itempass Inc. (a US company) and Itempass BV (a Belgian company, wholly owned by Itempass Inc.) (collectively referred to as "Itempass", "we", "us", or "our") collect, use, disclose, and safeguard your information when you use our EmailDrafter application and related services ("Services"). We take your privacy seriously. This policy describes our practices regarding your data and is designed to comply with Google's API Services User Data Policy.

2. Information We Collect

When you use EmailDrafter, you grant us access to certain information from your Google Account. We adhere to the principle of least privilege, only accessing data essential for our Services.

A. Gmail Data:

Our application accesses the last few hundred emails from your Gmail account to provide our summarization and retrieval services. We only access the content of these emails and do not store any other information from your Google Account. To provide these services, we need your permission to access certain parts of your Gmail account. When you connect your account, Google will ask you to approve these permissions. Here's what we ask for and why:

  • Read your emails: We need to view the content of your recent emails to create summaries and make them searchable within our app. We only have "read-only" access, which means we cannot change or delete anything in your mailbox.
  • Create email drafts: We need this permission so our AI can compose draft emails for you and save them to your drafts folder. Our application never sends emails.

We are committed to requesting the minimum permissions necessary. We will never ask for permission to send emails or to modify your mailbox in any way other than creating drafts.

B. Other Information:

We may also collect information you provide directly to us, such as when you contact us for support, as well as analytics data about your usage of our Services to help us improve our product.

3. How We Use Your Information

The email content we access is used exclusively to:

  • Generate concise summaries of your emails.
  • Create vectorized representations of your email content to enable efficient search and retrieval of information within our application.
  • To power our AI to compose draft emails, which are then saved to your drafts folder for you to review, edit, and send.

We will not use your data for any other purpose, such as advertising or selling it to third parties.

4. Data Processing and Storage

To provide our retrieval feature, we process the content of your emails to create summaries and vectorized indexes. These vectorized indexes are a numerical representation of the information in your emails and allow for rapid searching. Both the summaries and the vectorized data are securely stored on our servers. To be clear, the original content of your emails is never stored on our servers.

We are committed to protecting the security of your information. We implement a variety of security measures to maintain the safety of your personal data. All summaries and vectorized data are stored in an encrypted format. Furthermore, we have technical measures in place to ensure that your data can only be accessed from our application when you are authenticated, using your unique user token.

5. Data Sharing and Disclosure

We do not sell, trade, or transfer your personally identifiable information to outside parties for advertising or any other purpose. We only share data with the following trusted third-party service providers who assist us in operating our application, and only for the purposes described. These parties are bound by strict confidentiality and data protection agreements.

  • AI Model Providers (OpenAI and Google): To generate summaries, vectorized representations, and draft emails, we send the relevant email content to OpenAI (provider of ChatGPT) and Google (provider of Gemini). This data is processed in accordance with their strict privacy and security policies. According to their API data usage policies, this data is not used to train their models.
  • Cloud Hosting Providers (Hetzner and Vercel): We use Hetzner and Vercel to host our application infrastructure and securely store the summaries and vectorized indexes created from your emails. These providers are responsible for the physical and network security of the servers, but they do not have access to the application data we store.

We may also disclose your information if required by law, subpoena, or other legal process, or if we believe in good faith that disclosure is necessary to protect our rights, your safety or the safety of others, investigate fraud, or respond to a government request.

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

6. User Control and Data Retention

You can revoke our application's access to your Google Account at any time through your Google Account settings.

We retain the summaries and vectorized data of your emails for as long as you use our service. If you choose to delete your account, all associated data, including summaries and vectorized information, will be permanently deleted from our servers.

7. Your Privacy Rights

Depending on your location (e.g., EU/EEA, California), you may have certain rights regarding your personal information, such as the right to access, correct, delete, or restrict the processing of your data. Please contact us using the details below to exercise your rights.

8. Contact Us

If you have any questions about this Privacy Policy, our privacy practices, or wish to exercise your privacy rights, please contact us via email or at the relevant address below:

Email: privacy@itempass.com

Addresses:

Itempass Inc.
1111B S Governors Ave STE 26824
Dover, DE 19904
United States

Itempass BV
Sluisstraat 24 bus 302
3000 Leuven
Belgium

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last updated" date. We encourage you to review this Privacy Policy periodically for any changes.