Privacy Policy

Effective Date: June 3rd, 2025

This Privacy Policy describes how HelpMail ("we," "us," or "our") collects, uses, and protects information related to your use of our email-based support service (the "Service").  We are committed to protecting your privacy.  This policy explains our practices regarding the information we receive when you use HelpMail to seek guidance on workplace conflicts.

1. Information We Collect and How We Use It

  • Emails: The core of our service involves you sending us emails describing your workplace conflict. Crucially, we do not store the content of these emails. Your email is processed solely for the purpose of generating a response to you. Once the response is generated and sent to you, the original email and any intermediate processing data are immediately and permanently deleted from our systems.  We do not retain any copies of your emails.
  • Limited Metadata: While we do not store the content of your emails, we do collect very limited metadata necessary for the functionality of the service. This metadata may include:
    • Sender's Email Address: This is used solely to send you a reply via SendGrid.
    • Timestamp: The date and time your email was received, used for service performance and prioritization.
  • User Account and Payment Information (Outseta): If you choose to subscribe to HelpMail, we will collect your user account information, and payment information through our vendor, Outseta. Outseta’s privacy policy applies to this data collection, and you should review their policy for more information about how they handle your information.
  • Usage Data (Aggregated and Anonymized): We may collect aggregated and anonymized data about the usage of our Service. This includes things like the number of emails received, the types of workplace issues addressed (in a de-identified and categorized manner), and overall service performance metrics.  This data is used to improve our service and understand user needs, and is never linked back to individual users or their email content.
  • Cookies and Similar Technologies:  We do not currently use cookies or other tracking technologies on our Service.

2. How Your Information is Processed

  • Email Processing: When you send an email to HelpMail:
    1. The email is received by our system.
    2. The email is immediately forwarded to a serverless cloud function hosted on Google Cloud Platform.
    3. The function calls a Language Model (LLM), also hosted on Google Cloud Platform.
    4. The LLM analyzes the email content and generates a response based on conflict resolution principles.
    5. The response is formatted and sent to you via SendGrid.
    6. Immediately after the response is sent, the original email content, and any intermediate data generated during processing, are permanently deleted.
  • LLM Processing: The LLM is used to generate responses. The LLM provider (Google Cloud Platform) may log data related to the API calls. We will ensure that we follow the LLM providers privacy policies and configure the service to limit data retention.
  • Payment Processing (Outseta): Outseta processes user account and payment information securely. We do not directly handle your payment information.
  • Service Improvement: Aggregated and anonymized usage data is used to analyze trends and improve the Service.

3. Data Sharing and Disclosure

  • Service Providers: We use the following service providers:
    • SendGrid:  For sending emails to you. We share your email address with SendGrid for this purpose. SendGrid's privacy policy applies.
    • Google Cloud Platform (LLM Hosting): We use Google Cloud Platform for hosting the LLM.  Your email content is not stored; however, metadata from your email (sender’s email address and timestamp) is sent to the LLM hosted on Google Cloud Platform and is also not stored once the LLM has completed its work.
    • Outseta: For user account and payment information management.  We share the necessary information (email address, subscription level, etc.) with Outseta. Outseta's privacy policy applies.
  • Legal Requirements: We may disclose your information if required by law or legal process. We will take reasonable steps to notify you before any such disclosure, unless we are legally prohibited from doing so.
  • No Other Sharing: We do not sell, rent, or otherwise share your personal information with any other third parties for marketing or other purposes.

4. Data Security

  • We implement reasonable security measures to protect your limited metadata and user account information from unauthorized access, use, or disclosure.
  • We utilize encryption and other security protocols to protect data in transit and at rest.
  • We regularly review our security practices to maintain a high level of protection.
  • Emphasis on Anonymity: Given our policy of not storing email content, our greatest protection of your privacy is not having the data in the first place.

5. Your Rights

  • Access: Due to the nature of our service (no storage of email content), we are unable to provide you with access to your past email content.
  • Deletion: Due to our commitment to not storing email content, we do not offer deletion requests for the content of emails.
  • Other Rights: Please see Outseta's privacy policy for information on your rights regarding your user account and payment information.

6. Children's Privacy

  • Our Service is not intended for children under the age of 13. We do not knowingly collect personal information from children under 13. If you are a parent or guardian and believe your child has provided us with personal information, please contact us so we can remove it.

7. Changes to this Privacy Policy

  • We may update this Privacy Policy from time to time. We will post any changes on this page and update the "Effective Date." Your continued use of the Service after any such changes constitutes your acceptance of the new Privacy Policy.

8. Contact Us

  • If you have any questions or concerns about this Privacy Policy, please contact us at: helpmail@billings.technology

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