Privacy policy

Last updated: September 14, 2026.

EquiMail (“we”) is an email assistant that sorts, cleans up and helps reply to its users’ email. Protecting your data is central to the product: this page sets out exactly what we collect, why, and what your rights are (GDPR).

1. Data we collect

• Account data: name, email address and profile picture passed on by Google or Microsoft during OAuth sign-in, or the email address you supply when registering.
• Mailbox data: when you connect a Gmail or Outlook mailbox, we import recent messages from your inbox and your sent emails (sender, recipients, subject, body, headers, label names), then synchronise the mailbox at regular intervals. For Gmail, on first connection, we also read the sender and unsubscribe link of older emails, without their content, to list your newsletters. Other folders (spam, trash, drafts, labels) are only read when you open them in EquiMail, and the messages displayed that way are not saved. This data is used to categorise your email, detect newsletters and cold outreach, track awaited replies, prepare drafts and apply your rules.
• OAuth access tokens: encrypted by the application (AES-256-GCM). With an OAuth connection, we never see your password. For an IMAP mailbox, the password you enter is encrypted the same way.
• Billing data: handled by Stripe; we store no bank card details.
• Calendar (optional): if you connect your calendar (private ICS address), that address is encrypted at rest and is never sent back to your browser.
• Writing style (on by default, can be switched off): when a draft is prepared, at your request or by a rule you created, we analyse your most recent sent emails, yours and never the ones you receive, to derive a short style sheet: greeting, register (formal or first-name basis), usual length, sign-off, characteristic turns of phrase. One sheet per correspondent you have written to at least three times, plus one general sheet for your account. The sheet contains no excerpt, no name, no conversation topic. You can switch this learning off in Settings → Draft tone; switching it off erases the sheets already learned.
• Attachments: we record their name, type and size in order to display them. The content of attachments is never stored: it is fetched from your mailbox when you open it and is not kept afterwards.

2. Storage and security

Imported emails, received and sent alike, are stored in full (text and HTML bodies included) in our database, together with the data we derive from them: category, cold outreach verdict, summaries, style sheets. They stay there for the periods set out in section 7.

The secrets that give access to your mailbox (OAuth tokens, IMAP password) and the private address of your calendar receive an additional application-level encryption specific to EquiMail (AES-256-GCM). The content of emails does not receive this application-level encryption. Exchanges with the Google and Microsoft APIs go through encrypted connections (HTTPS).

3. Actions taken in your mailbox

The permission requested from Google (gmail.modify) allows reading your mailbox and making changes to it. EquiMail uses it only for the actions below, and never permanently deletes an email: a message deleted from EquiMail is moved to the trash of your mailbox.

• Automatically, at each synchronisation: EquiMail adds or removes labels on your emails (category, smart folders you created, “to reply” tracking) and creates those labels if they do not exist yet.
• If you switched on automatic blocking of cold outreach (off by default): when an unknown sender is detected as cold outreach with high confidence, their emails are archived.
• Through a rule you created, for each email that matches it: add a label, archive (immediately or after the delay you chose), mark as read, mark as spam, move to a folder, move to the trash, forward to the address you specified, create a reply draft in your mailbox, or send a reply written by AI. Once the rule is created, forwarding and sending happen automatically, without further confirmation from you for each email. A reply sent by a rule carries a notice stating that it was written by AI, and actions that use AI only run with your consent to drafting.
• At your request, when you click: archive or unarchive, mark as read or unread, mark as spam, move to the trash, move, save a draft, send a reply you approved, delete an EquiMail label when you delete the matching folder or category, and unsubscribe from a newsletter. Unsubscribing calls the unsubscribe link provided by the sender or, failing that, sends an “Unsubscribe” email from your mailbox to the address the sender gives, then archives that sender’s emails.

Apart from the sending and forwarding rules you created, no email leaves your mailbox without an action on your part.

4. How we use the data, and what we do not do

Your mailbox data is used solely to provide EquiMail’s features to you: categorisation, unsubscribing, cold outreach detection, reply tracking, drafts, summaries, translation and rules. We do not sell your data and we do not use it for advertising.

Google Workspace APIs, Limited Use: The use of information received from Google Workspace APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. EquiMail also complies with the Google Workspace API User Data and Developer Policy.

In particular, data received from Google:

• is never sold and never used for advertising;
• is never used to create, train, develop or improve general-purpose artificial intelligence or machine learning models, whether ours or a third party’s;
• is only disclosed to third parties to provide the service you use (see sections 5 and 6), for security purposes or to comply with the law.

Human reading. No one at EquiMail reads the content of your emails, except in one of these cases: you gave us your explicit consent for specific messages, for example in a support request; it is necessary for security purposes, for example to investigate a bug or abuse; it is required by law.

Reporting an email. In the app, the “Report a mistake” button on an email, or the offer that follows a category correction, is the form this explicit consent takes: it only covers the reported email. The team may then read that email, only to fix the reported mistake and improve sorting, drafts, summaries or cold outreach detection. A category correction on its own, without that click, allows no reading. Your reports are listed in Settings, “My reports”, and you can withdraw them at any time: the email is then no longer read and leaves our test sets. A report is also erased when you disconnect the mailbox or delete your account.

5. Processing by artificial intelligence

The AI features (categorisation, cold outreach detection, summaries, translation, drafts) rely on language models. To run them, the content of the emails concerned (sender, subject, body and headers) is sent to our AI processor, solely to produce the requested result and for no other purpose. That disclosure is inherent to the feature: without it, none of these functions can be delivered.

Our AI processing runs through an AI infrastructure provider established in the European Union, on an EU endpoint with processing within the European Union, under a data processing agreement (DPA), and with no reuse of your content to train its models. The up-to-date named list of our processors (legal entity, region and models used) is published on our Subprocessors page.

Your controls. AI processing rests on your express consent, requested per purpose: sorting and cold outreach detection, summaries, translation, drafting. No processing is active without a recorded consent, and every consent can be withdrawn at any time in Settings → AI consents. You can also exclude a sender (or a whole domain), a folder or a keyword from AI processing, and switch AI off entirely with a global toggle: an excluded message is never sent to a model.

Model outputs are proposals (a classification, a piece of text) that you remain free to change or ignore: they are not automated decisions producing legal effects concerning you.

6. Hosting, processors and recipients

We rely on the following categories of providers:

• Hosting of the application, of the background processing service and of its job queue.
• PostgreSQL database, which stores the data described in section 2.
• AI processing: AI infrastructure provider established in the European Union (EU endpoint, processing within the European Union).
• Payments: online payment provider.
• Email APIs: the providers of your mailbox, Google (Google Workspace APIs, Gmail) and Microsoft (Outlook, Graph).
• Service email: transactional email provider. It receives your account email address and the content of the emails we send you, including summaries generated from your emails when you created a summary rule, as well as the messages you send us from the application.
• Contact mailbox: host of our contact@equimail.fr address, which receives the emails you write to us.

Some of your actions also send data to recipients you choose: the person a forwarding rule sends an email to, and the sender of a newsletter, who receives your unsubscribe request.

The named, up-to-date list of these processors is published on our Subprocessors page. It is kept separate precisely so that it can be updated whenever a provider or a model changes, without rewriting this policy.

7. Retention and deletion

Imported mail (received and sent emails, senders, categories, cold outreach verdicts, generated summaries) has no fixed retention period: it is kept for as long as the mailbox stays connected to EquiMail and your account exists. There is no automatic purge of this data.

Specific periods applied automatically:

• Cold outreach detection rationales: the explanatory text the model produces to justify a verdict is erased automatically 30 days after it is created. Only the verdict itself (category, score, decision) is kept afterwards, for as long as the mailbox stays connected.
• Technical log of AI calls: one line per call (feature, model, token count, duration, cost, technical error message if any), without the text sent to the model or its answer, deleted automatically 90 days after the call.
• AI processing consents: a consent is valid for 365 days (one year). Beyond that it is treated as expired and the corresponding processing stops on its own until you renew it. The consent record (grant date, withdrawal date) is kept for as long as the account exists, as evidence of compliance.

Disconnecting a mailbox (Settings): for a Gmail mailbox, EquiMail first revokes its access grant with Google. It then immediately erases the imported emails, threads, senders, verdicts, smart folders, custom categories and processing history of that mailbox. What remains attached to your account: your rules, your general style sheet, your AI usage history and your Google or Microsoft sign-in identifier. Its access tokens are erased: it is only used to sign you in to EquiMail and no longer gives access to the mailbox.

Deleting your account (Settings → Danger zone, or from the mailbox connection page if no mailbox is linked): EquiMail revokes its Google access grants, cancels any active subscription, then immediately erases your account, your mailboxes and all the data described above, including the technical log of AI calls, your beta access request if you made one, your password reset links and your email address in our internal activity reports. If cancellation fails with our payment provider, the erasure happens anyway and we are alerted to cancel the subscription manually. An AI call still running at the time of deletion may leave one log line, erased at the latest 90 days later. The only data that remains is the data kept by our payment provider, in particular the invoices issued, which it keeps to meet its accounting obligations, and, if you were referred, your referrer’s commission line (amount and invoice reference, without name or address). You can also ask for your account or this data to be deleted at contact@equimail.fr.

8. Your rights (GDPR)

Under Regulation (EU) 2016/679, you have the right of access, rectification, erasure, restriction, portability and objection. You can also revoke EquiMail’s access at any time from the security settings of your Google or Microsoft account. To exercise your rights: contact@equimail.fr. You may lodge a complaint with the CNIL, the French data protection authority (cnil.fr).

Without waiting for you to act, EquiMail itself revokes its Google access grant (OAuth token) with Google when you disconnect a Gmail mailbox and when you delete your account. Microsoft exposes no server-side equivalent: for Outlook, revocation is done from your Microsoft account settings.

9. Cookies

EquiMail only uses cookies that are strictly necessary to operate: authentication session, active mailbox, display language and OAuth flow security. No advertising or third-party tracking cookies.

10. Contact

Data controller: Equinox AI (sole proprietorship Da Cunha-Magnolia, SIREN 810 926 691, 17 Rue Roger Fremeaux, 68420 Voegtlinshoffen, France). Contact: contact@equimail.fr.

11. Governing version

This page is an English translation provided for convenience. In the event of any discrepancy or dispute, the French version of this policy prevails.