Draft for attorney review. Not yet in effect.
MailMate Privacy Policy
MailMate is a mobile app that explains the paper mail you receive. It is operated by MAILMATE AI INCORPORATED, a New York corporation ("MailMate", "we", "us"), mailing address: 25 Kent Ave, 4th Floor, Brooklyn, NY 11249. This policy explains what we collect, why, who processes it, and the choices you have. Questions: [email protected].
1. What we collect
- Account information — your email address and, if you provide it, your name. If you use Sign in with Apple, Apple may give us a private relay email instead of your real address.
- Letters you add — the photos, scans or PDF files of your mail, and the information in them. Mail can contain sensitive information such as account numbers, Social Security numbers, health or insurance details, tax or immigration matters. You choose what to add.
- What MailMate produces for you — explanations, translations, reply drafts, your questions to Milo and its answers, reminders you set, and family-member labels you create.
- Service orders — if you order a service (for example, a fixed-price service such as an appeal we draft for you, a phone call, bill negotiation, or a free lawyer or accountant referral), the service you chose, the description you write, your phone number, the letter you link, and the order and payment status.
- Subscription status — which plan you are on (Free, Personal VIP, Family VIP or Business) and when it renews. Subscriptions are billed by Apple; we never receive your card number.
- Usage counts — how many letters, questions, translation pages and drafts you used this month, to apply plan limits.
We do not use advertising identifiers, do not track you across other apps or websites, and do not sell your information.
2. How we use it
- To read and explain your letters, answer your questions, translate and draft replies, and send the reminders you ask for.
- To provide the services you order and pay for, including material drafted by AI for fixed-price services.
- To run your account, apply plan limits, prevent abuse, and keep the service secure.
- To answer your support requests.
3. AI processing
To explain a letter, MailMate sends its images or PDF and your questions to OpenAI, which provides the GPT AI models, through OpenAI's commercial API. Under our agreement with OpenAI, content sent through the API is not used to train OpenAI's models. OpenAI may keep inputs and outputs for a limited period for safety and abuse monitoring, as described in its commercial terms. We do not use your letters to train any AI model.
When you order a fixed-price service whose material is drafted by AI (for example, an appeal letter that you submit yourself), the letter and the details you give us for that order are sent to OpenAI in the same way, to draft that material.
AI explanations can be wrong. MailMate shows where each amount and date appears in the original and marks values it is not sure about, but you should always check the original before acting.
4. Who processes your information
| Provider | What for |
|---|---|
| Supabase (hosted on Amazon Web Services, United States) | Account login, database, storage of your letters |
| OpenAI | AI reading, translation and answers |
| Apple and RevenueCat | Subscriptions and purchase status |
| Our email provider | Sign-in codes and service emails |
| Stripe | In-app payments for services. Stripe processes your card; we never receive your full card number |
These providers process information only to provide their service to us. When you order a service handled by people, our staff and, where needed, an independent service partner (for example, a lawyer) will see the request and the letter you linked. Lawyers are independent of MailMate and provide their services under their own terms.
We may disclose information if required by law, to protect the rights and safety of users or others, or as part of a merger or sale of our business, in which case this policy continues to apply.
5. How long we keep it
- Your letters, explanations and conversations are kept until you delete them or delete your account.
- When you delete a letter or your account in the app, we delete it from our active systems right away. Copies in encrypted backups are removed as those backups expire, within 30 days.
- Uploads that never finished processing are deleted automatically after 24 hours.
- We keep records we are legally required to keep (for example, payment records) for the period the law requires.
6. Security
Information is encrypted in transit and at rest. Your letters are stored privately and can only be opened through short-lived links for your own account. Access by our staff is limited to the people who handle service requests you make. MailMate staff handling a service order see only the masked summary of your letter; they can open the original only for an order for which you signed the human-service agreement, through a tool that records every access (see the Terms of Use, section 4).
7. Your choices and rights
- Delete any letter, all letters, or your whole account at any time in the app (Me → Privacy & data).
- Access, correct or export your information by emailing [email protected].
- Depending on where you live (for example, California), you may have additional rights to know, delete, or correct personal information, and not to be discriminated against for using them. We do not sell or share personal information for cross-context behavioral advertising.
8. Children
MailMate is not directed to children under 13 and we do not knowingly collect information from them. A parent may add a letter addressed to their child (for example, a school notice); that letter is part of the parent's account.
9. Changes
If we change this policy in a meaningful way, we will tell you in the app before the change takes effect.
10. Contact
MAILMATE AI INCORPORATED, mailing address: 25 Kent Ave, 4th Floor, Brooklyn, NY 11249. Email: [email protected].