Last Updated: January 7, 2025
Effective Date: January 7, 2025
Quick Summary: We collect your email, name, and usage data to provide our AI email generation service. We use Stripe for payments and OpenAI for AI features. We don't sell your data. You can delete your account anytime.
1. Introduction
Naztel DBA EmailResponseAI ("we", "us", or "our") operates EmailResponseAI, an AI-powered email response generation service. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information.
By using EmailResponseAI, you consent to the practices described in this Privacy Policy.
2. Information We Collect
2.1 Information You Provide
We collect information you voluntarily provide when you:
- Create an Account: Email address, name, business name, business type, password
- Subscribe to a Plan: Payment information (processed by Stripe)
- Use the Service: Customer emails you input, tone preferences, language selections
- Contact Support: Name, email, message content
- Provide Feedback: Survey responses, feature requests
2.2 Information Automatically Collected
When you use our Service, we automatically collect:
- Usage Data: Number of responses generated, features used, subscription plan
- Device Information: IP address, browser type, device type, operating system
- Log Data: Access times, pages viewed, errors encountered
- Cookies: Session cookies, analytics cookies (see Cookie Policy)
2.3 Information from Third Parties
- Stripe: Payment confirmation, subscription status
- Google Analytics: Aggregated usage statistics
- OpenAI: AI processing confirmation (no personal data stored by OpenAI)
3. How We Use Your Information
3.1 To Provide the Service
- Generate AI-powered email responses
- Process and store your generated responses
- Manage your account and subscription
- Process payments through Stripe
- Send service-related emails (verification, receipts, updates)
3.2 To Improve the Service
- Analyze usage patterns to improve features
- Train and improve our AI models (using anonymized data only)
- Identify and fix technical issues
- Develop new features
3.3 To Communicate with You
- Respond to support requests
- Send important service notifications
- Send promotional emails (you can opt out)
- Request feedback
3.4 For Legal and Security Purposes
- Comply with legal obligations
- Enforce our Terms of Service
- Prevent fraud and abuse
- Protect our rights and property
4. How We Share Your Information
4.1 Third-Party Service Providers
We share your information with trusted third parties who help us operate our Service:
Important: These providers are contractually obligated to protect your data and use it only for the services they provide to us.
4.2 We Do NOT Sell Your Data
We do not sell, rent, or trade your personal information to third parties for their marketing purposes.
4.3 Legal Requirements
We may disclose your information if required by law or in response to:
- Court orders or subpoenas
- Government or law enforcement requests
- Protection of our legal rights
- Prevention of fraud or illegal activity
4.4 Business Transfers
If we are acquired, merge with another company, or sell our assets, your information may be transferred to the new owner (you will be notified).
5. Data Security
5.1 Security Measures
We implement industry-standard security measures including:
- HTTPS encryption for all data transmission
- Encrypted password storage (bcrypt hashing)
- Secure database access controls
- Regular security audits and updates
- Employee access restrictions
5.2 No Guarantee
While we use reasonable security measures, no system is 100% secure. We cannot guarantee absolute security of your data.
5.3 Your Responsibility
You are responsible for:
- Maintaining the confidentiality of your password
- Restricting access to your account
- Notifying us of any unauthorized access
6. Data Retention
6.1 Active Accounts
We retain your data while your account is active to provide the Service.
6.2 Deleted Accounts
After you delete your account:
- 30-Day Recovery Period: Your data is retained for 30 days in case you want to restore your account
- After 30 Days: Your data is permanently deleted from our systems
- Backups: Data in backups may persist up to 90 days
6.3 Legal Retention
We may retain certain data longer if required by law (e.g., tax records, legal disputes).
7. Your Privacy Rights
7.1 General Rights
You have the right to:
- Access: Request a copy of your personal data
- Correction: Update or correct your information
- Deletion: Request deletion of your account and data
- Export: Download your generated responses
- Opt-Out: Unsubscribe from marketing emails
7.2 GDPR Rights (European Users)
If you are in the European Economic Area (EEA), you also have:
- Right to Portability: Receive your data in a structured format
- Right to Restriction: Restrict processing of your data
- Right to Object: Object to certain processing activities
- Right to Lodge a Complaint: File a complaint with your data protection authority
7.3 CCPA Rights (California Users)
If you are a California resident, you have the right to:
- Know what personal information is collected
- Know if your information is sold or shared (we don't sell)
- Opt-out of sale of information (not applicable)
- Request deletion of your information
- Non-discrimination for exercising your rights
7.4 How to Exercise Your Rights
To exercise any of these rights, contact us at:
We will respond within 30 days.
8. International Data Transfers
8.1 Data Location
Your data is primarily stored on servers located in the United States.
8.2 International Users
If you access our Service from outside the United States, your information will be transferred to, stored, and processed in the United States. By using our Service, you consent to this transfer.
8.3 EU-U.S. Data Transfers
For users in the EEA, we rely on:
- Standard Contractual Clauses (SCCs) with service providers
- Your explicit consent
- Necessity for contract performance
9. Children's Privacy
Our Service is not intended for children under 18. We do not knowingly collect personal information from children. If you believe we have collected information from a child, contact us immediately at support@emailresponseai.com and we will delete it.
10. Cookies and Tracking
10.1 Types of Cookies We Use
- Essential Cookies: Required for login and account access
- Analytics Cookies: Google Analytics for usage statistics
- Preference Cookies: Remember your settings
10.2 Managing Cookies
You can control cookies through your browser settings. Note that disabling essential cookies may affect Service functionality.
For more details, see our Cookie Policy.
11. Third-Party Links
Our Service may contain links to third-party websites (e.g., Stripe, OpenAI). We are not responsible for the privacy practices of these sites. We encourage you to read their privacy policies.
12. Changes to This Privacy Policy
We may update this Privacy Policy periodically. We will notify you of material changes by:
- Posting the updated policy on our website
- Updating the "Last Updated" date
- Sending an email notification (for significant changes)
Continued use after changes constitutes acceptance of the updated policy.
13. Contact Us
If you have questions about this Privacy Policy or our data practices, contact us:
Naztel DBA EmailResponseAI
3707 208th Place SW
Lynnwood, WA 98036
United States
Email: support@emailresponseai.com
Your Privacy is Important
We are committed to protecting your personal information and being transparent about our practices. If you have any concerns, please don't hesitate to contact us.