Privacy Policy

Welcome to Maily, a plugin exclusively designed for Outlook that leverages advanced AI technology to assist users in drafting, composing, and managing emails more effectively. At Maily, we are committed to safeguarding your privacy and ensuring transparency in how your data is collected, used, and protected. This Privacy Policy explains our practices and your rights regarding the collection, processing, and storage of personal information. By using Maily, you agree to the terms set out in this Privacy Policy. If you do not agree with any part of this Policy, please refrain from using our service.

About Maily

Maily is operated by Maily Labs, headquartered in France, and complies with all relevant data protection laws, including the General Data Protection Regulation (GDPR). For any privacy-related inquiries, you can contact our Data Protection Officer at info@mailylabs.com.

Data Collection

Maily collects personal data to deliver its services effectively and improve user experience. The data we collect includes personal information such as your name, email address, and contact details. We also process email content, including headers, body text, and attachments, when necessary for providing AI-driven features. Additionally, we collect usage data, such as your interactions with the plugin, device information, browser type, and IP address. Data is gathered through direct input, integration with Outlook, and automated technologies like cookies.

Use of Collected Data

The data collected is used to provide and improve the Maily service. This includes enabling core functionalities like AI-powered email drafting, troubleshooting issues, and personalizing the user experience. Data may also be used for legal compliance, such as adhering to data protection regulations or responding to legal requests. Where applicable, we process data based on user consent, contractual necessity, or legitimate interest. Maily also engages in direct communication with users to provide updates, service notifications, and marketing materials where consent has been granted.

Third-Party Data Sharing

Maily shares data with trusted third-party service providers, such as cloud storage providers and analytics platforms, strictly for the purposes of delivering and improving our services. These third parties are bound by confidentiality agreements and are required to comply with data protection standards. In cases where data is transferred outside the European Economic Area (EEA), we ensure compliance with GDPR by implementing Standard Contractual Clauses or other recognized safeguards.

User Rights

As a user, you have rights under applicable data protection laws, including the right to access, correct, delete, or restrict the processing of your personal data. You also have the right to data portability and to object to certain processing activities, such as direct marketing. To exercise these rights, contact info@mailylabs.com. We will respond to all requests in accordance with applicable legal requirements and may require verification of your identity before proceeding.

Data Retention

Maily retains personal data only for as long as necessary to fulfill the purposes outlined in this Privacy Policy. Account-related data is retained for the duration of your subscription and for up to 24 months after termination. Email content is deleted within 30 days of processing unless otherwise agreed. Usage data is retained for up to five years for analytical purposes. Data retention periods are reviewed periodically to ensure compliance with legal and operational requirements.

Data Security

We take the security of your data seriously and implement industry-standard measures to protect it from unauthorized access, loss, or misuse. This includes encryption of data during transmission and at rest, regular security audits, and restricted access to personal data based on role-specific permissions. Despite these measures, no online system can be entirely secure, and we encourage users to take precautions when sharing sensitive information.

International Data Transfers

For users in the EU, data transfers outside the EU are conducted in compliance with GDPR. Maily relies on Standard Contractual Clauses and other legally recognized safeguards to ensure adequate protection of your personal data during cross-border transfers. Additionally, Maily adheres to frameworks such as the EU-U.S. Data Privacy Framework for data transfers to the United States.

Cookies and Tracking Technologies

Maily uses cookies and similar technologies to enhance user experience and gather data about website usage. Cookies are small text files stored on your device to recognize preferences, analyze site traffic, and improve functionality. By using Maily, you consent to the use of cookies as described in this Policy. You can manage your cookie preferences through browser settings or our cookie consent tool.

Children’s Privacy

Maily is not intended for individuals under the age of 18. We do not knowingly collect personal information from minors. If you believe that a minor has provided personal data, please contact us at info@mailylabs.com, and we will take steps to delete the information.

Policy Updates

This Privacy Policy may be updated from time to time to reflect changes in our practices, services, or legal requirements. When significant changes are made, we will notify users through email or a prominent notice on our website. Continued use of Maily after such updates constitutes acceptance of the revised Policy.

Contact information.

For privacy-related inquiries or complaints, you can reach our Data Protection Officer at info@mailylabs.com. Maily is committed to resolving privacy disputes promptly and transparently. This Policy is governed by the laws of France, and any disputes will be resolved in French courts unless otherwise required by applicable law. Users in the EU may also lodge complaints with their local data protection authority.

Compliance with International Regulations

Maily adheres to the GDPR, the California Consumer Privacy Act (CCPA), and the Australian Privacy Act. These regulations provide comprehensive rights to data subjects and impose obligations on organizations to handle personal data responsibly. Maily’s practices are designed to meet or exceed these legal standards, ensuring that user trust is maintained through transparency and accountability.