Privacy Policy

Why Privacy Matters at NewMail

If you’re evaluating NewMail, you’re probably wondering: Can I trust this AI with my inbox?
That’s the right place to start. Email is where deals are shaped, clients are nurtured, and positioning is refined. It’s also the best way for AI to understand what makes you unique: your value proposition, your ideal customers, your competitive edge.
NewMail automatically extracts and structures insights from your inbox into high-quality context, so your AI assistant can start working in minutes, with a clear grasp of your product, tone, customer journey, and what sets you apart. This data is immediately encrypted with military grade protection.
You remain in full control: you can view, edit, or delete your assistant’s context at any time.
We built NewMail with privacy at its core: no email retention, no data used for training, and no surprises. Just an assistant that works securely, in your voice, on your terms.

Our Commitment to Privacy

At NewMail, privacy isn’t just a feature, it’s our foundation. We believe that the value of an AI assistant depends on the quality of the context it understands and the confidence you have in sharing it. That’s why NewMail is designed to process your data ephemerally, with zero email storage by default, and strict controls around how information is extracted and used.

This privacy policy outlines how we protect your data, how we build and manage assistant context, and the choices you have to view, edit, or delete that context at any time. We’re committed to full transparency, minimal data use, and keeping you in control.

How NewMail interacts with your data

When you connect NewMail AI to your Gmail or Outlook account, NewMail processes only the emails relevant to the features you’ve enabled, and does so ephemerally. 

We start by performing a one-time analysis of a selection of sent emails, from which we generate the structured context you can see in your profile. This information enables your AI assistant to organize your inbox, draft emails in your tone, with a solid understanding of your business, to track relevant tasks and deliver the best performance possible.

When new emails arrive into your inbox, NewMail transfers it securely to one of our AI partners where a response is gathered. The email is then discarded from memory immediately after the analysis is complete.

Each morning, NewMail accesses the previous day's emails to generate your daily briefing. This process is also ephemeral and fully in-memory. Once the summary is created, no content is stored or retained.

Usage of Your Data

The only data that NewMail stores is the context that you can manage in your profile as well as anonymized metadata including speech analytics that enable us to capture your unique tone.

This data undergoes military grade encryption, ensuring it remains inaccessible to anyone but you. Its sole purpose is to amplify the context of your AI assistant, ensuring an unparalleled email management experience.

Data and Model Training

While your email data interacts with the AI to produce relevant outputs, it is not used to train or refine AI models. 

Specifically, your email data serves only as a prompt to generate responses and is not used to improve the model's capabilities or stored for future reference. 

We respect the boundary between using data for immediate functionality and using it for model enhancement.

Data Retention

NewMail respects your privacy; we never store your email content. Emails momentarily pass through our servers, a necessary step for your AI assistant to organize and draft responses, after which we immediately delete the data.

The only services we work with that temporarily stores data are OpenAI and Google Gemini, we have a data processing agreement in place to manage the conditions of this data processing. OpenAI is certified by GDPR, CCPA, SOC2 and SOC3 and trusted by banks and governments.

Our other AI partners, Anthropic and Mistral do not retain any data and discard all inputs immediately after processing. Our customers with high requirements in terms of data retention can request to use NewMail with Zero Data Retention enabled.

Third-Party Data Sharing

NewMail holds your trust dear, which is why we NEVER sell or rent your data.

Your email data is processed by trusted AI providers through their developer APIs. NewMail has established Zero Data Retention agreements with trusted providers, ensuring that your data is never stored and is immediately discarded after processing. These agreements are supported by the necessary configurations and formal submissions to comply with each provider’s ZDR requirements. More information is available at anthropic.com/legal/privacy and mistral.ai/terms.

Your email data is accessed by Anthropic through their developer API and with a contractual agreement of Zero Data Retention ensuring that the data is never stored and immediately discarded. More information at anthropic.com/legal/privacy

OpenAI and Google Gemini are the only third-party provider to store the data in accordance with our data processing agreement which ensures they never use your data for training or reselling. All user data is encrypted using the Advanced Encryption Standard. More information is available at trust.openai.com and https://cloud.google.com/gemini/docs/discover/data-governance.

Any data related to payments will be handled by our secure payment processing partner Stripe, certified by PCI, SOC1 and SOC2. More information at stripe.com/privacy.

Data Deletion Requests and further questions

In alignment with GDPR, users can request the deletion of their data from our servers. For this, send an email from the registered account email to our data protection officer, including "GDPR" in the subject line or using this link ensuring prompt attention to your request.

Contact our Data Protection Officer at: dpo@newmail.ai