Inbox Chief (“Inbox Chief,” “we,” “us,” or “our”) provides an accessibility-first assistant that helps you read, organize, and respond to your email. This Privacy Policy explains what information we collect, how we use it, how we protect it, and the choices you have. It applies to https://inbox-chief-kappa.vercel.app and related services.
Information we collect
- Account data: your name, email address, phone number (including a verified call-in number), password-derived authentication data, sessions, mailbox connection status, and OAuth or mailbox credentials.
- Synced mailbox data: messages and their metadata, including sender and recipient addresses, subject, date, provider identifiers, labels, read status, snippets or message bodies, and attachment names, types, sizes, and provider identifiers. We retrieve attachment bytes when needed to read supported attachments or when you route a file to your signed-in Downloads queue.
- Call-in activity: the caller phone number, call session identifiers and status, call turns or transcripts, start and end times, duration, cost and cost-breakdown metadata, and technical end reasons.
- Assistant and preference data: drafts, approval state, audit logs, support requests, voice settings, voice-learning choices, and accessibility preferences.
- Optional product analytics: analytics is off by default. If you opt in in Settings, the app sends basic usage events, currently page paths, to our own analytics endpoint. The current endpoint does not persist those events or load a third-party analytics SDK.
How we use information
- To connect and sync a supported mailbox and present messages to you. Gmail sync covers Primary first and then the rest of the inbox; phone reading defaults to Primary unless you ask for another supported scope.
- To filter, categorize, summarize, and read email aloud, and to prepare drafts at your direction.
- To support outbound email where that feature is available. The product rule requires you to approve a draft and then separately confirm Send. Sync, call-in, and draft creation do not send email, and there is no automatic-send path.
- To verify callers, provide phone access to mailbox information, process call speech, and calculate call usage and costs.
- To operate, secure, and improve the service.
Voice calls
Phone calls are handled through VAPI. To provide a call, VAPI and the model, speech-to-text, and text-to-speech providers configured for that call may process call audio, transcripts, and the mailbox text needed for your request. Configured providers can include OpenAI, Deepgram, Cartesia, and ElevenLabs. The exact speech provider can vary with the voice setting and provider configuration. On a call, sending is available only after the assistant reads back the exact recipient, subject, and body and you explicitly confirm in a separate turn.
Google user data
When you connect a Gmail account, Inbox Chief requests only the scopes it needs:
gmail.readonly— to read and sync messages, message bodies, labels, and attachment data so we can display, filter, summarize, read, and route requested attachments.gmail.send— reserved for a reply that you first approve and then separately confirm. It is not used by sync, call-in, or draft creation and is never used for automatic sends.
Google Calendar is optional and connected separately. If you choose it, calendar.readonly is used only to read event times, titles, and locations. Inbox Chief does not request calendar write access.
Limited Use disclosure
Inbox Chief’s use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements. We do not use Google user data for advertising or sell it. We transfer it only as necessary to provide or improve user-facing features, with user consent, for security purposes, or as required by law. Humans do not read Google user data unless we have your affirmative agreement to view specific data for support, doing so is necessary for security or legal compliance, or the data has been aggregated and anonymized for internal operations.
Other mailbox providers
When you connect another mailbox provider we support, such as Outlook or an IMAP mailbox, we process mailbox data for the same user-directed features. Outlook uses Microsoft OAuth and Graph. Yahoo, iCloud, and other IMAP connections use the mailbox server and app password or credential you provide. Availability depends on the provider being configured and reachable.
Storage, retention, and deletion
Synced mailbox data, drafts, account records, call records, and audit records may be retained while your account is active and for as long as needed to provide, secure, and operate the assistant. Attachment bytes routed to the Downloads queue are stored for up to 48 hours; expired items are removed when the queue is accessed. OAuth tokens and stored IMAP credentials are encrypted before database storage. You can revoke provider access in your Google or Microsoft account. You can also disconnect a mailbox in Settings; this clears its stored credentials and immediately stops sync and call-in reads.
Settings produces a downloadable organization data export and lets the workspace owner schedule deletion after a seven-day cooling-off period. Scheduled deletion completes automatically after that period. Export links expire after 48 hours. You may also request help with export or deletion at eddie@bannermanmenson.com.
Sharing
We do not sell personal data. We disclose data to service providers only as needed for their role, and when required for security, legal compliance, or a transaction involving the service. Current provider categories include:
- Vercel for application hosting and delivery.
- Neon for the PostgreSQL database.
- Google for Gmail APIs, and Microsoft or the relevant mailbox operator when you connect those providers.
- VAPI for voice calls, together with its configured model, speech-to-text, and text-to-speech providers, which can include OpenAI, Deepgram, Cartesia, and ElevenLabs.
- Stripe when billing and paid-plan features are used.
- OCR.space or Google Cloud Vision only when optional OCR is configured and used to extract text from a supported attachment.
Support and operator access
An operator may access account data only to investigate or resolve a support issue you request, to protect the service or users, or when legally required. Technical administration does not automatically grant mailbox access.
Security
Connections to the service use TLS in transit. OAuth tokens and IMAP credentials are encrypted at the application layer before they are stored. The application uses authenticated sessions, tenant-scoped queries, and access controls intended to prevent one account from accessing another account’s data. We do not claim that these measures eliminate all risk, and no online service is perfectly secure.
Your choices
- Revoke mailbox access in your Google or Microsoft account and contact us to remove the connection from Inbox Chief.
- Opt in or out of product analytics in Settings.
- Initiate export or deletion workflows in Settings, or request and confirm completion by email.
Contact
Questions about this policy? Email eddie@bannermanmenson.com.