Privacy Statement for TracEmail by CyFi Technologies LLC

At CyFi Technologies LLC ("we," "us," or "our"), we are committed to protecting your privacy. This Privacy Statement outlines how we collect, use, disclose, and safeguard your information when you use TracEmail ("the Service"). By accessing or using the Service, you agree to the collection and use of information in accordance with this Privacy Statement.

1. Information We Collect

1.1 Personal Information

• Authentication Data: We collect information necessary to authenticate you through the Microsoft Graph API, including your Microsoft Outlook account credentials (handled via secure OAuth protocols).

1.2 Usage Data

• Sent Emails: We store emails sent from the TracEmail application in our database and in your outbox within the web app for later viewing.
• API Interactions: Certain features involve API calls to OpenAI's API, which may include sharing email content before it is sent.

2. How We Use Your Information

• Provide and Maintain the Service: To authenticate your account, send emails, and store sent messages for your reference.
• Enhance User Experience: To utilize OpenAI's API for features that improve your email drafting and sending experience.
• Communication: To contact you with updates, security alerts, and account-related information.

3. Disclosure of Your Information

3.1 Third-Party Service Providers

• Microsoft Graph API: Used for Outlook authentication and email sending capabilities.
• OpenAI API: Certain email content is shared with OpenAI's API to provide advanced functionalities. OpenAI does not use this data for training purposes.

3.2 Legal Requirements

We may disclose your information if required to do so by law or in response to valid requests by public authorities.

4. Data Security

• Encryption: We implement industry-standard encryption protocols to protect your data during transmission and storage.
• Access Controls: Only authorized personnel have access to your personal information, and they are required to maintain its confidentiality.

5. Data Retention

• Stored Emails: Emails sent through the Service are stored in our database and in your web app outbox until you choose to delete them.
• Account Information: Upon unlinking your Microsoft account or deleting your account, all associated data is permanently deleted from our servers.

6. User Controls and Choices

• Delete Messages: You can delete messages from the web app's outbox at any time. Note that this does not delete the emails from your actual Outlook outbox.
• Unlink Account: You can unlink your Microsoft account from the Service at any time, resulting in the deletion of all your data from our servers.

7. Children's Privacy

Our Service is not intended for individuals under the age of 18. We do not knowingly collect personal information from minors.

8. International Data Transfers

Your information may be transferred to—and maintained on—servers located outside of your state, province, country, or other governmental jurisdiction where data protection laws may differ.

9. Changes to This Privacy Statement

We may update our Privacy Statement from time to time. Changes will be effective immediately upon posting the revised Privacy Statement. We encourage you to review this page periodically.

10. Your Rights

• Access and Correction: You have the right to access and correct your personal information held by us.
• Deletion: You may request the deletion of your personal data, subject to certain legal obligations.
• Opt-Out: You may opt out of certain data processing activities by adjusting your account settings or contacting us directly.

11. Contact Us

If you have any questions or concerns about this Privacy Statement or our data practices, please contact us at:

• Email:team@trac.email

12. Additional Considerations

• Third-Party Links: Our Service may contain links to other sites that are not operated by us. We have no control over the content and practices of these sites and cannot accept responsibility for their privacy policies.
• Data Shared with OpenAI: While OpenAI does not train its models with data submitted via the API, we want to make you aware that your email content is shared with OpenAI's API when using certain features. This is subject to change in the future, and we will update this Privacy Statement accordingly.