Privacy Policy

Information you provide

We store account details such as your name, email address, password hash and login sessions; your business identity and signature; customer contact details; receivable amounts, payment dates, instructions, receipts and follow-up history; and documents, images or text you choose to upload. We use this information to operate your workspace and the features you request.

Gmail permissions and data

Connecting Gmail is optional. You can enter and organize receivables without connecting a mailbox. Sending reminders and automatically checking replies require your explicit Google authorization.

The gmail.send permission lets PoliteChase send emails from your connected mailbox after you approve an email or a follow-up sequence. The gmail.readonly permission technically grants read access across the mailbox. Our implementation reads conversations linked to PoliteChase reminders and performs targeted Sent-mail searches by message ID when a send result needs reconciliation; it does not scan your general inbox.

We store your connected email address, granted scopes, an encrypted refresh token, message and thread identifiers, relevant reply text and metadata, sync status and follow-up history. Background checks continue when your browser is closed. A new reply pauses the associated follow-up when synced. Gmail API data is not used for advertising, sold, or used by PoliteChase to train general-purpose AI models.

Google data: Limited Use

PoliteChase uses information received from Google APIs only to provide its visible email follow-up features, in accordance with the Google API Services User Data Policy, including its Limited Use requirements, and the Google Workspace API User Data and Developer Policy.

We do not permit routine human reading of Gmail content. Human access is limited to your explicit consent for specific support needs, necessary security investigations, or legal obligations. We limit transfers to service providers needed to deliver these features, security purposes, or legal obligations; a business transfer involving Google data requires the consent required by Google’s policy.

Optional AI material recognition

When you choose AI recognition, the selected uploaded material and/or source text is sent to the AI provider identified in the interface. The current deployment uses DeepSeek. PDF pages may be converted to images for recognition. Candidate facts and supporting excerpts are returned to your workspace for your review.

Synced Gmail replies are not automatically sent to the AI service. You must have permission to upload client materials. Recognition is optional: you can enter facts manually. AI results may be incorrect and never authorize sending or confirm payment by themselves. The AI provider processes requests under its own applicable terms and privacy policy; do not upload unnecessary sensitive information.

Service providers and payments

Cloudflare hosts the application and stores workspace records and private files. Google provides connected Gmail sending and reading. Resend delivers account verification, password reset and other system emails; business reminders use your Gmail. When subscriptions are enabled, Stripe handles checkout and billing. We store Stripe customer and subscription identifiers, plan, billing period and status, not full payment-card details.

These providers may process information in countries different from yours. We share the information needed for the feature involved. We do not sell your personal information or Gmail data.

Security, cookies and logs

We use HTTPS, owner-scoped access controls, and encrypted Gmail refresh-token storage. Essential cookies keep you signed in and remember language or interface preferences. Operational logs and request information help diagnose failures, prevent abuse and enforce rate limits. No security system is infallible.

Retention, disconnecting and deletion

Workspace records, uploaded files and relevant email history remain available while your account exists unless you delete them using available controls. Disconnecting Gmail removes local credentials, attempts to revoke Google access, and cancels queued reminders. Disconnecting does not delete previously saved workspace history or emails already in Gmail.

Export your workspace in Settings. To delete the account and its stored workspace data, use Account & security → Delete account. The deletion flow stops queued reminders, removes Gmail credentials and uploaded files, cancels any connected subscription, and deletes account-linked records. If cleanup fails, deletion stops so you can retry; it does not silently report completion.

Deleting PoliteChase data does not delete messages held by Gmail or recipients, or billing records retained by Stripe under its own requirements. Contact support for access, correction or deletion questions. Where applicable law requires retention or gives you additional rights, those requirements apply.

Your choices and policy updates

You can pause all follow-ups, disconnect Gmail, revoke access in your Google Account, export records or delete your account. Depending on where you live, you may have additional rights over your personal information. Contact us to exercise those rights; we may need to verify that the request concerns your account.

We will publish changes here and update the date. Material changes to Google-data use require the disclosures and consent applicable to that change.