Privacy Policy

1. Introduction

Gmelius SA ("Gmelius," "we," "us," or "our") is a Swiss-registered company (CHE-411.148.873) dedicated to transforming email management and collaboration through innovative products. Our headquarters are located in Geneva, Switzerland.

2. Information We Collect

We adhere to a policy of minimal data collection. The information we may collect includes:

Personal Information:

• Name
• Email address
• Profile picture or Gravatar
• Timezone and language preferences
• Gmail signatures and aliases
• List of labels and calendars
• Gmelius configuration and data (e.g., subscription details, templates, notes, campaigns)
• Thread IDs, Draft IDs, Message IDs linked to Gmelius features (e.g., shared labels, sequences)

Data accessed through Google Workspace APIs:

• Gmail messages, drafts, labels and mail settings
• Google Calendar events and calendar lists
• Google Drive files and file metadata — optional, and only where you have created a Gmelius agent with access to Google Drive
• Basic Google account profile information (name, email address, profile picture)

Our access to this data is governed by Section 5 below.

When Email Tracking is Enabled:

• Subject and recipients of tracked emails to notify you of opens and display related activities.

When AI Reply Assistants are Enabled:

• Email content.

3. How We Use Your Information

We use the collected information to:

• Personalize your experience and respond to your individual needs.
• Improve our services based on your feedback.
• Enhance customer support by effectively addressing your inquiries.
• Communicate with you about our products and services, including promotional offers.

4. Third-Party AI Models

Gmelius leverages Google's Gemini models to enhance features such as email categorization ("AI Tagging", "AI Sorting Assistants") and draft reply generation ("AI Reply Assistants").

AI Sorting Assistants:

• We only process the email subject and body in real-time for categorization purposes. This data is not stored on our servers.

AI Reply Assistants:

• We only process the email body to generate draft replies. This data is securely stored on our servers using advanced encryption to improve personalization. Users can delete their data at any time.

All stored email content is encrypted. Google's Gemini models do not retain any data after processing; it is deleted immediately once its purpose is fulfilled. Processing is conducted solely to deliver our services and is not used for any other purposes. Any personalization derived from your content is specific to your account and is never used to develop, improve or train generalized artificial intelligence or machine learning models.

5. Google Workspace APIs — Limited Use

Gmelius connects to Google Workspace APIs (Gmail, Google Calendar and, optionally, Google Drive) and to your Google account profile in order to provide the features you enable. Permissions are requested incrementally: we ask only for the access required by the features you actually use, at the point you enable them. Our access to and use of this data is governed by the Google API Services User Data Policy, including its Limited Use requirements.

Gmelius' 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.

The use of raw or derived user data received from Workspace APIs will adhere to the Google User Data Policy, including the Limited Use requirements.

What this means in practice

• User-facing features only. We use Google user data solely to provide and improve features that are visible and prominent in the Gmelius user interface.
• No advertising. We do not use Google user data for serving advertisements, including retargeting, personalized or interest-based advertising.
• No sale of data. We do not sell Google user data, and we do not transfer it to third parties except as required to provide or secure the Services, or where required by law.
• No generalized AI or ML training. We do not use, and we do not permit our AI service providers to use, raw or derived Google Workspace data to develop, improve or train generalized artificial intelligence or machine learning models. Where Gmelius features are powered by AI models (see Section 4), data is processed solely to return a result to the user who requested it, under a zero data retention arrangement with the model provider.
• Limited human access. Humans do not read Google user data unless (i) we have your explicit consent to access specific messages or files, (ii) it is necessary for security purposes such as investigating abuse, (iii) it is required to comply with applicable law, or (iv) the data has been aggregated and de-identified for internal operations.

Scopes we request and why

• Gmail (read, compose, send and manage messages) — to power shared inboxes, shared labels, email notes, templates, sequences and campaigns, open and click tracking, and AI assistants.
• Gmail settings — to replicate your existing preferences, including email aliases and signatures.
• Google Calendar — to synchronize Gmelius boards with your calendars and link cards or tasks to calendar events.
• Google Drive (optional) — requested only if and when you create a Gmelius agent that you give access to Google Drive. Where granted, it allows that agent to locate, read, reference and, where you ask it to, create or update files in your Drive in order to complete the tasks you assign to it — for example, answering a customer enquiry using an existing document or filing an attachment in the right place. If you do not create an agent with Drive access, this permission is never requested and Gmelius does not access your Drive.
• Basic profile and email address — to create and identify your Gmelius account.

AI agents and the Model Context Protocol (MCP)

Gmelius exposes an interface based on the Model Context Protocol (MCP) that allows AI agents to act on your behalf within Gmelius. This interface is available exclusively to agents built and operated by Gmelius. We do not make your Google Workspace data available through MCP to third-party AI clients or agents that we do not operate.

Agent access is subject to the same rules set out above. You decide which data sources each agent may use when you create it, and any additional Google permissions required are requested from you at that point. An agent retrieves Google user data only in response to a task you have initiated or a workflow you have configured. Data retrieved in this way is used to produce the result you asked for, is not retained beyond what is required to deliver that result and to maintain an audit trail of the actions taken, and is never used to develop, improve or train generalized artificial intelligence or machine learning models. You can change an agent's access, delete the agent, revoke Gmelius' Google permissions, or delete your Gmelius account at any time.

You may revoke Gmelius' access to your Google account at any time from your Google account permissions page, and delete your Gmelius account and associated data from your Gmelius Account page.

6. User Consent and Data Deletion

We require explicit user consent before processing any data with our AI models. Users have the ability to delete their data at any time, ensuring complete control over their personal information.

We maintain a strict zero data retention policy with our AI service providers. Google's Gemini models do not retain any customer data on their servers beyond immediate processing requirements, ensuring that your data is promptly deleted after use. For more information, please refer to Google's data governance policy.

This approach ensures that while your email content is used to enhance our services, it remains protected by encryption and is processed only for its specific, intended purpose.

7. Data Security

We implement robust security measures to protect your information, including:

• Encryption: All data transmitted between your device and our servers is encrypted using TLS. Data at rest is also encrypted.
• Access Controls: Access to user data is restricted to authorized personnel on a need-to-know basis.
• Regular Audits: Our infrastructure and practices are monitored 24/7. We are SOC2 Type II certified. For more details, visit our Trust Center.

8. Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, comply with legal obligations, resolve disputes, and enforce our agreements. You can delete your Gmelius account and associated data at any time from your Account page. Please note that some data may remain in our backups for up to 90 days.

9. Third-Party Services

We may share your personal information with trusted third-party service providers who assist us in operating our website, conducting our business, or servicing you, provided they agree to keep this information confidential. We do not sell or trade your personal information.

10. Analytics Services

We use third-party analytics services, including Google Analytics and Microsoft Clarity, configured to anonymize your IP addresses and not transmit any personally identifiable information (PII). We also use HubSpot's analytics services to understand how you use our services. For more information on HubSpot's privacy practices, please refer to their Privacy Policy. These services do not receive any data obtained through Google Workspace APIs.

11. Payment Processing

We rely on third parties to process credit card transactions and do not store your credit card details. Currently, we use the services of Stripe, Inc. (certified PCI level 1). For more information on Stripe's privacy practices, please refer to their Privacy Policy.

12. Links to Other Websites

Our services may contain links to other websites not operated or controlled by Gmelius. We are not responsible for the privacy practices of these third-party sites. We encourage you to review their privacy policies before providing any personal information.

13. Children's Privacy

We are committed to protecting the privacy of children aged 16 or under. If you are aged 16 or under, please obtain your parent or guardian's permission before providing us with personal information.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. We will notify you of any material changes by email or by posting a notice on our website. We encourage you to review this Privacy Policy periodically.

15. Applicable Law

This Privacy Policy is governed by the substantive laws of Switzerland. Any disputes arising out of or relating to this policy shall be subject to the jurisdiction of the competent courts of the Canton of Geneva, with the jurisdiction of the Swiss Federal Court expressly reserved.