Privacy Policy

This Privacy Policy applies to the MailNox website at https://mailnox.app, the MailNox account and licensing services hosted there, and the MailNox desktop application (together, the "Services"). References to "MailNox", "we", "us", or "our" mean Thetawave Technologies, the owner of MailNox. Contact: hello@mailnox.com.

By using the Services you acknowledge the practices described in this Policy. If you do not agree, do not use the Services.

• Mailbox content stays on your device. MailNox is a local-first desktop client. We do not operate your email provider, and we do not require you to upload your mailbox to MailNox servers for ordinary sync, search, or local intelligence.
• Account and license data is separate. If you create an account or activate a licence, we process the account, payment, and device information needed to provide that service.
• Google user data is limited to the app. Information received from Google APIs is used only to provide or improve MailNox's user-facing functionality. It is not used for advertising, marketing, or any other purpose.
• Optional cloud AI is your choice. An AI feature runs only when you invoke it. MailNox does not use Google user data to develop, improve, or train AI models, and it does not send that data to a third party so the third party can train its models.

MailNox requests Google user data only when you connect a Google account. Raw Google user data is used only to provide or improve MailNox's user-facing email and calendar features. MailNox does not use aggregated or anonymized Google user data. MailNox does not use Google's Data Portability API. Access exists so you can work with your own Gmail and Google Calendar inside MailNox.

Raw Google user data we access. MailNox accesses only the following raw data from Google APIs:

• Account identity: your email address, basic profile name, and profile photo, from OpenID and Google userinfo scopes, so MailNox can show which account is connected;
• Gmail: message headers (sender, recipients, subject, and date), snippets, plain-text and HTML bodies, labels, read and starred state, drafts, and attachments, accessed with the gmail.modify scope, so you can read, search, organise, label, draft, compose, send, and update mail;
• Google Calendar: calendar identity and event title, description, location, start and end time, all-day flag, status, organiser, attendees, and event link, accessed with the calendar.calendarlist.readonly and calendar.events scopes, so you can list calendars and view or update events;
• OAuth tokens: access tokens, refresh tokens, and granted scopes, so the account stays connected.

Aggregated and anonymized Google user data. MailNox does not request, receive, or create aggregated or anonymized Google user data. It does not build aggregated or anonymized datasets from Gmail or Calendar data for MailNox servers, advertising, analytics, or model training. On-device search indexes are working copies of the raw mailbox on your device. They exist only for user-facing search, they stay on your device, they are not combined across users, and they are deleted with that account's local data.

How we use raw Google user data. We use it only to provide or improve the user-facing features you use: connecting the account, syncing, viewing, searching, organising, labelling, drafting, composing, sending, and updating mail, and viewing or updating calendar events. We do not use raw Google user data for advertising (including targeted, personalized, or interest-based advertising), marketing, selling data, credit-worthiness or lending, or any other purpose. The only exceptions are security (such as investigating abuse), compliance with law, and a case where you explicitly ask us to look at specific content for support.

How we use aggregated and anonymized Google user data. We do not use it. MailNox does not collect or create aggregated or anonymized Google user data, and it does not use any such data for advertising, lending, analytics, or any other purpose.

What we share, and with whom. We do not sell raw, aggregated, or anonymized Google user data. We do not transfer it to advertisers, advertising networks, or data brokers. Transfers are limited to the following:

• Google, when the app calls Google APIs to sync, send, or update the Gmail or Calendar data you asked MailNox to handle;
• an AI provider you configure, and only for the text described under AI below, when you invoke that feature;
• authorities or advisors, when the law requires it, or when it is necessary for security;
• a successor, if MailNox is involved in a merger, acquisition, or asset transfer, with any consent the law requires.

Account, payment, hosting, and support vendors listed later in this Policy do not receive your Gmail or Google Calendar content. We do not allow people to read your Google user data unless you explicitly ask us to look at specific content for support, it is necessary for security, or the law requires it.

AI and Limited Use. MailNox does not use raw, aggregated, or anonymized Google Workspace user data to develop, improve, or train AI or machine-learning models. MailNox does not transfer that data to third-party services so those services can train their models. If you invoke an optional cloud AI feature, MailNox may send only the text that feature needs (for example a subject, snippet, or message excerpt) from your device to the provider you chose, such as Anthropic, OpenAI, or Google Gemini, solely to return that result to you. That transfer provides a user-facing feature. It is not used to train MailNox models. Use a provider plan that does not train on API inputs.

Where an AI feature interacts with Google Workspace user data, MailNox's use of that data complies with the Limited Use restrictions in the Google API Services User Data Policy. MailNox's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

How we protect Google user data. Gmail and Calendar content is stored on your device, in the application data directory, and is protected by your operating-system account. MailNox does not keep a copy of that content on MailNox servers for ordinary use. OAuth access tokens and refresh tokens are encrypted at rest with AES-256-GCM using a key created on the device. DPoP private keys are stored in operating-system secure storage when it is available. Calls to Google APIs use HTTPS.

How long we keep it, and how you delete it. Raw Google user data stays on your device while that Google account remains connected in MailNox. MailNox does not retain Gmail or Calendar content, or aggregated or anonymized derivatives of it, on MailNox servers. Removing the account in MailNox settings deletes that account's local mail, calendar data, tokens, and on-device indexes. Revoking MailNox at Google Account permissions stops further access. The copy already on your device remains until you remove the account in MailNox or delete MailNox's application data folder. Uninstalling MailNox does not delete mail or events stored in your Google account. If an uninstall leaves the local app data folder in place, delete that folder to remove the remaining local copy.

Account, licence, payment, support, and website data described in the rest of this Policy are not Google user data. Those purposes do not apply to information received from Google APIs.

"Personal data" means information that identifies you, or can reasonably be used to identify you, alone or together with other information we hold—for example your name, email address, account credentials, billing details, and device identifiers used for licence activation.

The purposes in this section apply to account, licence, payment, support, and website data. They do not apply to Google user data. Google user data is used only to provide or improve MailNox's user-facing functionality, as described under Google user data. We process this other personal data only as needed to:

• provide and secure the website, account portal, and desktop application;
• create and manage accounts, licences, device slots, and payments;
• communicate about the Services (support, security notices, and material policy changes), contact people who join the early access list, and send optional account emails only to an address you register and only if you opt in;
• detect abuse, fraud, and licence misuse;
• comply with law and enforce our Terms of Use.

Depending on your location, we rely on contract performance (for accounts and licences you request), legitimate interests (security of the website and account services, and essential site operations), and consent where required (for example optional account emails you opt into). These bases do not expand how we use Google user data.

Examples of data you may give us directly:

• name, email address, and password when you register or sign in to a MailNox account;
• email address, and an optional name and role, when you join the early access list;
• organisation details for team or business licences, where applicable;
• billing and payment information processed by our payment processor (we do not store full card numbers on MailNox servers);
• support requests and correspondence you send to us;
• preferences you set in the account portal.

Mailbox and workspace data. When you connect Gmail, Microsoft, IMAP/SMTP, or other supported providers, MailNox downloads and caches mail and related workspace data on your device so you can search, organise, and work offline. MailNox does not need that mailbox content on our servers for core client operation. Your email provider remains the source of truth for your mailbox.

Credentials. Provider credentials and tokens are designed to be stored using OS secure storage on your device. OAuth flows (for example Gmail with PKCE) are between you, your provider, and the local application—not a MailNox mailbox hosting service.

Licensing and device activation. To validate a licence we may process a device identifier, licence entitlement, activation timestamps, and related account email. This is used to enforce device limits and prevent abuse—not to read your mail.

Diagnostics (if enabled). Crash or diagnostic reports you choose to send may include technical logs. Avoid including message bodies in support attachments unless you intentionally share them.

When you visit https://mailnox.app we may automatically collect technical data such as IP address, browser type, device/OS information, referring URL, pages viewed, and approximate timestamps. This helps us operate and secure the Site. This website data is not Google user data and does not include your mailbox.

We use essential cookies required for login, security (including CSRF protection), and basic site function. We do not use cookies to collect Google user data. If we later use additional cookies, we will describe them on this page and obtain consent where required. Additional cookies will not be used to access Google user data.

If you purchase through a reseller or payment provider, we may receive confirmation of purchase, plan type, and contact details needed to fulfil the licence. Payment processors handle card data under their own policies.

Local intelligence features are designed to run on your device where supported. Google user data is not used to develop, improve, or train AI models, and it is not transferred to a third-party AI service so that service can train its models. Optional cloud AI is described under Google user data and runs only when you invoke it.

Connecting third-party email or calendar providers subjects that relationship to the provider's privacy policy as well as this one.

We do not sell personal data. We do not sell raw, aggregated, or anonymized Google user data, and we do not transfer it to advertisers, advertising networks, or data brokers. Sharing of Google user data is described under Google user data. The recipients below relate to account, payment, support, and website data, not to your Gmail or Google Calendar content:

• service providers who help us host, process payments, send transactional email, or provide support—under contractual confidentiality and purpose limits;
• professional advisors or authorities when required by law or to protect rights, safety, and the security of the Services;
• a successor entity if MailNox is involved in a merger, acquisition, or asset transfer, subject to appropriate safeguards.

We may process data in countries other than where you live. Where required, we use appropriate safeguards for cross-border transfers. Contact us if you need more detail for your region.

We keep account and licence records for as long as your account remains active and as needed for legal, tax, and dispute purposes. Early access email addresses are kept until you ask us to remove them, or until we no longer need them to contact you about access. Device and activation logs are retained as reasonably necessary for licence enforcement and security. Website logs are kept for a limited operational period unless a longer period is required for security investigations.

Retention and deletion of Google user data, including Gmail and Calendar content stored on your device, are described under Google user data. Uninstalling MailNox does not delete mail or events stored at your email or calendar provider.

We use administrative, technical, and organisational measures designed to protect personal data we control (for example encrypted transport, access controls, and secure credential handling in the app). Protection of Google user data, including on-device storage, AES-256-GCM encryption of OAuth tokens, and HTTPS calls to Google APIs, is described under Google user data. No method of transmission or storage is perfectly secure; please use strong account passwords and keep your devices updated.

Depending on applicable law (including GDPR where it applies), you may have rights to access, correct, delete, restrict, or port certain personal data, and to object to some processing. You may also withdraw consent where processing is consent-based, without affecting prior lawful processing.

To exercise these rights, email hello@mailnox.com. We may need to verify your identity. You may also lodge a complaint with your local supervisory authority.

The Services are not directed to children under 16 (or the minimum age required in your jurisdiction). We do not knowingly collect personal data from children.

We may update this Policy from time to time. The "Last updated" date shows the latest revision. Material changes will be posted on this page and, where appropriate, notified through the account email or in-product notice.

Questions about privacy: hello@mailnox.com. Related pages: Terms of Use · Product privacy architecture · Security.