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Privacy Policy for Thread Pilot

Last updated 3/29/2024

At Switch Labs, one of our main priorities is the privacy of our users. This Privacy Policy document contains types of information that is collected and recorded by Thread Pilot and how we use it.

If you have additional questions or require more information about our Privacy Policy, do not hesitate to contact us.

Consent

By using our application, you hereby consent to our Privacy Policy and agree to its terms.

 

Information we collect

The personal information that you are asked to provide, and the reasons why you are asked to provide it, will be made clear to you at the point we ask you to provide your personal information.

If you decide to use our application, we may require you to provide us with certain personally identifiable information, including but not limited to:

  • Email Addresses: Your email address is crucial for basic application functionalities, such as account registration, authentication, and to send notifications or communications related to the application’s features or your account. It also enables us to provide support and respond to your inquiries effectively.

  • Names: We collect names to personalize the communication and interaction you have with our application. Knowing your name helps us to make our application more user-friendly and to address you properly in communications.

  • Data Stored in Your Google Workspace Application, Gmail: This includes but is not limited to emails, calendar events, and contacts. Here’s how we use this data:

    • Automated Follow-Ups: To identify and draft follow-up messages for emails that haven’t received a response within a user-defined timeframe.

    • Email Organization: To apply labels or move emails between folders based on your interaction or lack thereof, enhancing your email management.

    • Custom Notifications: To send you alerts about important emails or deadlines based on your calendar events.

This information is collected solely to ensure the functionality of Thread Pilot and to provide you with the application's features. It also allows us to improve and personalize your experience based on how you use our services.

How we use your information

We use the information we collect in various ways, including to:

  • Automated Follow-Ups: We use your email data to identify conversations that may require follow-ups. If an email thread does not receive a response within a specified number of days (default is 3 days, but this is customizable), our application automatically drafts a follow-up message to ensure important communications are not missed. This feature aims to enhance your productivity by managing follow-up communications on your behalf.

  • Customizable Follow-Up Messages: Users have the option to customize the default follow-up message. Our application uses your settings to personalize the communication, aligning with your preferred tone and style.

  • Date-Based Email Sorting for Follow-Ups: To determine which emails require follow-ups, our application formats dates for Gmail search queries, identifying emails within a specific date range. This targeted approach ensures that only relevant email threads are considered for automated follow-ups.

  • Workday Calculation for Follow-Up Timing: Our application intelligently adds workdays to a given date, excluding weekends, to accurately calculate the timing for follow-ups. This ensures that follow-up messages are drafted based on business days, reflecting a more natural communication pattern.

  • Draft Existence Check: Before drafting a new follow-up message, our application checks if a draft already exists for an email thread, preventing duplicate efforts. This careful consideration ensures that our automation respects your existing workflow.

  • Trash and Unsubscribe Detection: To respect user privacy and preferences, our application checks if an email thread is in the trash or contains an unsubscribe link. If either condition is met, the thread is excluded from automated follow-up actions. This feature underlines our commitment to responsible email management.

  • Sending Data to Webhooks: For advanced functionality, our application can send email thread data to specified webhooks. This allows for integration with external systems or custom processing, further enhancing the application's utility. The data sent is limited to the necessary information, ensuring privacy and security.

  • Label Management and Inbox Organization: Our application assists in organizing your inbox by applying labels to threads that require drafts or have had drafts created. This organization helps you quickly identify which emails need your attention, simplifying inbox management.

  • Personal Signature Integration: The application seamlessly integrates your personal email signature into automated follow-up messages, maintaining the personal touch of your communications. This feature ensures that automated messages closely mirror your manual communication style.

 

Google User Data Access, Retention, and Deletion

Thread Pilot accesses Google user data, including but not limited to email content from Gmail, to provide specific features such as generating draft replies and organizing emails. This data is used solely within the context of the application to enhance user experience.

The accessed data includes emails in the account in which the app is installed.  The app will only process emails in the timeframe configured by you in the App settings. 

Our application retains Google user data for the period necessary to provide our services effectively. Users can request the deletion of their data at any time by contacting support@switchlabs.dev. Upon request, we will delete the requested data within a reasonable timeframe, in accordance with our data retention policy.

Data Security

 

At Switch Labs, we understand the importance of safeguarding your personal information and are committed to protecting it from unauthorized access, alteration, disclosure, or destruction. We use a comprehensive approach to data security that includes a variety of physical, technical, and administrative measures:

  • Access Control: Access to personal data is strictly limited to authorized personnel who require it to perform their job functions. We enforce a policy of least privilege and regularly review access permissions to ensure they are appropriate.

  • Secure Development Practices: Our development team adheres to best practices in secure coding and software development. We conduct regular security assessments, code reviews, and vulnerability scans to identify and remediate potential security risks.

  • Data Anonymization and Minimization: Wherever possible, we anonymize and aggregate data to minimize the personal information we process. This reduces the potential impact in the unlikely event of a data breach.

  • Incident Response Plan: We have an incident response plan in place to quickly address any security breaches or incidents. This plan includes procedures for internal reporting, assessment, containment, and notification to affected users in accordance with applicable laws and regulations.

  • Compliance and Certifications: Our security practices are designed to comply with relevant data protection laws and industry standards. We are committed to maintaining any necessary certifications and undergoing regular audits to ensure our security measures meet stringent standards.

  • User Education and Awareness: We believe in empowering our users with the knowledge to protect their personal information. Our website and application include tips and best practices for users to enhance their own data security.

Age Restriction

 

Thread Pilot is not intended for children under 13. We do not knowingly collect information from children under this age.

 

Transfer of Google User Data

  • Data Storage: All Google user data accessed by Thread Pilot, including email data, is stored exclusively within Google Apps Script environments. This means that the data remains within Google's secure infrastructure, benefiting from Google's robust security measures and compliance standards.

  • Transfer for AI-Enabled Features: For features that require AI processing, such as AI-enabled draft replies, we transfer necessary email data to OpenAI's language models. This transfer is done securely and is specifically for the purpose of generating the requested feature for the user.

    • AI Processing via Make and OpenAI: For features that require AI processing, such as AI-enabled draft replies, we initially transfer necessary email data through Make to orchestrate the workflow efficiently. Make then securely forwards this data to OpenAI's language models for processing. This chain of data transfer is designed to ensure the secure and efficient generation of the requested AI features for the user, adhering strictly to privacy and security standards.

    • OpenAI Processing: Upon receiving the email data from Make, OpenAI's language models process this data to provide the AI-enabled functionality within Thread Pilot. This processing occurs in real-time, with only the data necessary for generating draft replies or other requested AI features being transferred. The use of OpenAI's advanced language models allows for high-quality, contextually aware draft suggestions, enhancing your productivity and email management capabilities.

    • Data Handling by OpenAI: OpenAI handles the data according to their privacy and security protocols, which are designed to protect user data. For detailed information on how OpenAI processes and protects data, please refer to the OpenAI Privacy Policy.

    • Make orchestrates the workflow for Thread Pilot, securely transferring necessary email data to OpenAI's language models for processing AI-enabled features. Adhering to strict privacy and security protocols, Make ensures the protection of your data in compliance with applicable data protection laws. The service uses your data solely for executing specified workflows, with a commitment to transparency in data usage, and follows clear policies for data retention and secure deletion. For more detailed information on Make’s data handling practices, including their data retention policies and security measures, please review Make's Privacy Policy.

  • No Generalized or Non-Personalized AI/ML Modeling: It is important to note that the data transferred to OpenAI for processing is not used for generalized or non-personalized AI/ML model training. The processing is strictly limited to providing the specific AI-enabled features requested by the user within Thread Pilot.

  • Commitment to Privacy and Security: We are dedicated to maintaining the privacy and security of our users' data throughout this process. Our team continually assesses and updates our data handling practices to ensure they align with industry standards and regulatory requirements.

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