Privacy Policy

1. Overview

This Privacy Policy explains how SortMeOut.Ai collects, uses, stores, and shares information when you use our web application and integrations with email and calendar providers (Google Gmail/ Calendar and Microsoft 365 Outlook/Calendar).

SortMeOut.Ai is an inbox productivity tool that:

• organizes email into categories,
• applies labels/folders and can archive/move emails based on your settings,
• drafts replies for you to review and send,
• answers questions about your inbox, calendar, and uploaded documents with citations, and
• helps you track overdue follow-ups.

2. Information we collect

2.1 Account and identity

• Email address, name (if provided), timezone, and account preferences.
• Authentication/session data used to keep you signed in.

2.2 Email data (Gmail / Microsoft 365)

When you connect an inbox, SortMeOut.Ai accesses and processes:

• Email metadata (sender/recipients, subject, timestamps, thread structure)
• Email content (message body text and, where available, message body HTML)
• Message state needed to organize your mailbox (labels/folders, archived vs inbox)
• Draft metadata and content (only for drafts we create or update for you)

SortMeOut.Ai requests the minimum permissions required for these features and is designed for productivity enhancement use cases consistent with Gmail API policy (Reference 1).

2.3 Calendar data (Google Calendar / Microsoft 365 Calendar)

If you connect calendars, we access read-only calendar data such as:

• event titles, times, attendees, locations, and descriptions.

2.4 Uploaded documents

If you upload files (PDF/DOCX/TXT/CSV), we store:

• the file, extracted text, and derived chunks for search/retrieval, and
• embeddings (numeric representations) used to find relevant sections.

2.5 Usage and analytics (internal)

We maintain internal product events and usage counters (for example: chat turns, draft generations, and file storage usage) to:

• enforce plan limits,
• improve reliability, and
• provide you a usage dashboard.

2.6 Billing information

SortMeOut.Ai uses Stripe as a payment processor. We store subscription metadata (for example, plan, status, period start/end) but do not store full payment card numbers.

3. How we use your information

We use your information to provide the SortMeOut.Ai service, including to:

3.1 Organize your mailbox

• Categorize email threads into your selected taxonomy (Action, Analysis, Waiting, Nudge, Due, FYI, Schedule, Delegate, Admin, Spam).
• Apply mailbox actions based on your settings.
• Gmail: apply labels and (optionally) archive emails.
• Microsoft: move messages to folders.
• Provide undo controls and auditability for automated mailbox actions.

3.2 Draft replies (draft-only)

• Generate and save email drafts in your mailbox Drafts for you to review and send.
• We do not send emails automatically. We only create drafts.

3.3 Chat answers with citations

• Answer your questions using your emails, calendar events, and uploaded documents.
• Provide citations (links/snippets) to show which sources support each answer.
• If we cannot find supporting evidence in your connected data, we say so rather than guessing.

3.4 Follow-up Radar

• Identify "Waiting" threads that are overdue and surface them in your follow-ups queue.
• Help you draft polite follow-up emails (draft-only).

3.5 Security and reliability

• Prevent abuse, secure accounts, debug issues, and maintain system integrity.
• Maintain audit logs for sensitive actions (billing transitions, webhook failures, disconnects, mailbox actions).

4. AI processing and model providers

SortMeOut.Ai may use automated systems (including machine learning) to categorize messages, generate drafts, and answer chat queries.

If third-party AI providers are used in your configuration, we send only the information needed to perform the requested feature (for example, relevant message excerpts and/or document snippets). We do not permit human review of your private content except in limited cases described below, and we aim to configure providers to minimize retention and prohibit training where provider controls allow.

5. Sharing and disclosure

We share data only as needed to provide the service, including with:

• Google and Microsoft (to access your connected inbox/calendar via their APIs)
• Stripe (billing and subscription management)
• Infrastructure providers (hosting and storage), including S3-compatible object storage when enabled
• AI service providers (if configured), solely to provide or improve user-facing features described in this policy, consistent with Google's Limited Use requirements when Google data is involved (Reference 2)

We do not sell your personal data.

6. Human access to user data

SortMeOut.Ai does not allow humans to read your email, calendar, or uploaded document content except:

• with your explicit consent for a specific support request (for example, troubleshooting), or
• for security or legal compliance reasons.

This approach aligns with Workspace policy expectations around restricting human access (Reference 1).

7. Data retention

Retention option (A): SortMeOut.Ai retains synced email and calendar data (and derived artifacts like classifications, embeddings, and audit logs) until you disconnect the account or delete your SortMeOut.Ai account, unless a shorter retention period is required by law or configured by policy.

• Disconnect: When you disconnect a Gmail/Microsoft account, we revoke or stop access and stop syncing. Tokens are wiped/invalidated on disconnect.
• Uploaded files: You can delete uploaded files from the Files page; deletion removes the file and associated chunks/embeddings from our active systems.
• Billing records: We retain billing records as required for accounting/tax and fraud prevention.

8. Security

We use reasonable technical and organizational measures to protect user data, including encryption of tokens at rest and secure transport. Workspace policy also requires secure handling of restricted-scope data, including encryption and secure operating environment practices (Reference 1).

See our Security & Trust page for more detail.

9. Your choices and rights

Depending on where you live, you may have rights to access, correct, export, or delete your information. You can:

• disconnect connected accounts at any time,
• delete uploaded documents,
• request account deletion by contacting us at support@sortmeout.ai.

10. Changes to this policy

If we change how we use Google user data, we will update this policy and prompt you to consent where required. Google's user data policy requires accurate, prominent disclosures and updates when data use changes (Reference 2).

11. Contact us

SortMeOut.Ai

Address available upon request

support@sortmeout.ai

References

1. Workspace API user data and developer policy | Google Workspace | Google for Developers
2. Google API Services User Data Policy | Google for Developers