Privacy Policy
Last updated: August 9, 2026
OctoMail (“OctoMail,” “we,” “us”), a product of OctoAIverse, is an AI assistant that reads, qualifies, and replies to inbound email leads on your behalf. This Privacy Policy explains what we collect, how we use it, and your choices. Questions? Email support@octoaiverse.com.
1. Information we collect
- Account information — your name, email address, and basic profile from Google Sign-In when you create an account.
- Google account & Gmail data — with your permission, OctoMail connects to your Gmail to (a) read incoming messages so it can identify and qualify inbound inquiries, and (b) send email replies on your behalf. We request only the minimum Gmail permissions needed for these features.
- Lead & qualification data — the content of inbound inquiries you receive, the structured answers OctoMail extracts, the qualification questions you configure, and the replies it drafts or sends.
- Billing information — processed by our PCI-DSS-compliant payment processor. We do not store full payment-card numbers.
- Usage & device data — standard logs (IP address, browser, timestamps) for security and reliability.
2. How we use information
- To provide the service: read inbound emails, qualify leads, and draft or (with Autopilot) automatically send replies in your voice.
- To process payments and manage your subscription.
- To secure, maintain, and improve the service.
- To communicate with you — for example, an alert if your Gmail connection drops, or support responses.
We do not use your Gmail content or Google user data for advertising, and we do not sell it.
3. Google API Services — Limited Use
OctoMail’s use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Specifically:
- We use Google user data only to provide and improve the user-facing features of OctoMail (reading, qualifying, and replying to your leads).
- We do not transfer Google user data to third parties except as necessary to provide or improve these features, to comply with applicable law, or as part of a merger or acquisition — and only with appropriate safeguards.
- We do not use Google user data for serving advertisements.
- We do not allow humans to read your Google user data unless (a) we have your explicit consent for specific messages, (b) it is necessary for security purposes such as investigating abuse, (c) it is required to comply with applicable law, or (d) the data has been aggregated and anonymized.
4. AI processing
To qualify leads and draft replies, the content of inbound inquiries is processed by Google’s Gemini API on a paid tier. We do not use any third-party AI service. Under Google’s Gemini API terms, paid-tier prompts and responses are not used to develop or improve Google’s models, so your Google user data is never used to train AI.
The use of raw or derived user data received from Workspace APIs adheres to the Google User Data Policy, including the Limited Use requirements. Google user data is never used to develop, improve, or train generalized AI or machine learning models, and it is never transferred to any third-party AI or machine learning service.
5. Sharing & service providers
We share data only with service providers that help us operate OctoMail, acting on our instructions under data-processing agreements. A current list of our service providers is available on request at support@octoaiverse.com. Categories:
- Cloud infrastructure provider — hosting, database, and authentication.
- AI model provider — lead qualification and reply drafting.
- Payment processor — subscription billing and payments.
- Email delivery provider — transactional notifications (e.g., reconnect alerts).
6. Data retention & deletion
We retain your data while your account is active. You can disconnect Gmail at any time in Settings, which immediately stops all access. To delete your account and associated data, email support@octoaiverse.com; we will delete it within a reasonable period, except where retention is required by law.
7. Security
We use industry-standard safeguards, including encryption in transit, access controls, and encrypted storage of mailbox credentials. No system is perfectly secure, but we work continuously to protect your data.
8. Your rights
Depending on where you live, you may have the right to access, correct, delete, or restrict the processing of your personal data. Contact support@octoaiverse.com to exercise these rights.
9. Children
OctoMail is intended for businesses and is not directed to individuals under 18. We do not knowingly collect data from children.
10. International
We operate in the United States and Canada, and your data may be processed in these countries.
11. Changes
We may update this policy. We will post the new “Last updated” date and, for material changes, notify you.
12. Contact
OctoAIverse — support@octoaiverse.com