Privacy policy

1. Who we are

Provider of the app AI Mail: Imad Salhi Kacem Richard-Wagner-Straße 15 63263 Neu-Isenburg Deutschland E-Mail: support@useaimail.com

For data that the app processes on behalf of a merchant (customer e-mails, order data), the merchant is the controller and we act as processor. A data processing agreement is available on request.

2. What data the app processes

Shop data: shop domain, app settings, templates and knowledge base you enter.

Mailbox: the address and server settings of the mailbox you connect. The password is stored encrypted (AES-256-GCM) and only used to read and send e-mails of this mailbox.

Customer e-mails: sender, recipient, subject, text and attachments of e-mails in the connected mailbox (first import: last 7 days).

Shopify data: orders, customers, products, fulfillments, returns and disputes – read through the Shopify Admin API to answer customer requests. Refunds are only created after two confirmations by you.

Usage data: number of AI drafts and AI token usage per shop for billing and cost control.

3. Purpose and legal basis

We process the data to provide the app (Art. 6(1)(b) GDPR) and, as processor, on the merchant's instructions (Art. 28 GDPR). Usage data is processed for billing and abuse prevention (Art. 6(1)(f) GDPR).

4. Artificial intelligence

To write drafts, relevant parts of the conversation, verified order data and your shop rules are sent to OpenAI (OpenAI, L.L.C., USA) via the API. Requests are sent with response storage disabled. According to OpenAI, API data is not used to train models and may be retained for up to 30 days for abuse monitoring. Data transfer to the USA is based on the EU-US Data Privacy Framework and/or standard contractual clauses. Names, numbers and contact data are removed before your sent replies are used as style examples.

5. Recipients and hosting

Hosting: servers in the European Union. Further recipients: Shopify (platform), your e-mail provider (IMAP/SMTP), OpenAI (AI drafts). We do not sell data and do not use it for advertising.

6. Storage and deletion

Data is stored as long as the app is installed. On uninstall, mailbox passwords and sessions are deleted immediately and all other shop data 48 hours later (Shopify shop/redact). Customer data is deleted when Shopify sends a customer deletion request (customers/redact).

7. Your rights

You have the right to access, rectification, erasure, restriction, data portability and objection, and the right to lodge a complaint with a supervisory authority. Customers of a shop should first contact the shop, which is the controller. Contact: support@useaimail.com

8. Security

Encrypted connections (TLS), encrypted mailbox passwords, strict separation of data per shop and access only through authenticated Shopify sessions.