Privacy Policy

Effective Date: June 29, 2025

For individuals in the European Economic Area, United Kingdom, and Switzerland, you can read this version of our Privacy Policy.

1. Introduction

This Privacy Policy describes how Professional and Friendly ("we," "us," or "our") collects, uses, and shares information when you use our AI-powered email enhancement service (the "Service"). This policy applies to users outside the European Economic Area, United Kingdom, and Switzerland.

2. Information We Collect

2.1 Information You Provide

• Email Content: When you use our Service, you provide email text that you want our AI to improve or rewrite
• Usage Data: Information about how you interact with our Service, including features used and frequency of use

2.2 Automatically Collected Information

• Technical Data: IP address, browser type, device information, operating system
• Analytics Data: Usage patterns, performance metrics, and general statistics collected through Google Analytics and other analytics tools

3. How We Use Your Information

We use your information to:

• Provide and improve our AI email enhancement Service
• Process your email content through our AI models to generate improved versions
• Maintain and optimize our Service performance
• Communicate with you about your account and Service updates
• Comply with legal obligations

4. Third-Party AI Processing and Data Sharing

IMPORTANT: Our Service uses OpenAI's API to process your email content. As part of our service arrangement with OpenAI:

• Data Sharing with OpenAI: We have opted into OpenAI's data sharing program. This means that the email content you submit and the AI-generated outputs are shared with OpenAI and may be temporarily stored by us and our service providers.
• OpenAI's Use of Data: OpenAI may use this shared data to train and improve their AI models. This helps OpenAI develop better AI systems but means your content may contribute to their model training.
• Data Retention: OpenAI retains shared data according to their data retention policies.
• Service Providers: We use various service providers (including hosting services, cloud infrastructure providers, and other technical services) that may temporarily process or store your data as part of providing the Service.

For more information about OpenAI's data practices, please review:

• OpenAI Privacy Policy: https://openai.com/policies/privacy-policy/
• OpenAI EU Privacy Policy: https://openai.com/policies/eu-privacy-policy/
• OpenAI Terms of Use: https://openai.com/policies/terms-of-use/

We strongly recommend that you do not input:

• Confidential business information
• Personal identifying information (names, addresses, phone numbers)
• Financial information (credit card numbers, bank details)
• Health information
• Legal privileged communications
• Any other sensitive or private information

5. Data Retention

• Your Content: Email inputs and outputs may be temporarily retained by us and our service providers (including hosting providers, API services, and other infrastructure providers) for up to 30 days to provide the Service, after which they are deleted from our systems
• Analytics Data: We use Google Analytics to collect usage statistics. This data is retained according to Google's data retention policies
• Technical Logs: Technical logs may be retained for up to 90 days for security, debugging, and service improvement purposes

6. Data Security

We implement appropriate technical and organizational measures to protect your information, including:

• Encryption of data in transit and at rest
• Access controls and authentication measures
• Regular security assessments
• Secure API connections with OpenAI

However, no method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.

7. Your Rights and Choices

You may:

• Contact us to request information about data we may have collected about you
• Request deletion of any data we may have retained (subject to legal retention requirements)
• Opt out of analytics tracking through your browser settings
• Contact us with privacy-related questions or concerns

8. Children's Privacy

Our Service is not intended for children under 13. We do not knowingly collect personal information from children under 13. If we become aware that we have collected personal information from a child under 13, we will take steps to delete such information.

9. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence, including the United States where OpenAI processes data. These countries may have different data protection laws than your country.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on our website and updating the "Effective Date" above.

11. Contact Us

If you have questions about this Privacy Policy or our privacy practices, please contact us at:

Email: professionalandfriendly@protonmail.com

12. California Privacy Rights (CCPA)

If you are a California resident, you have specific rights under the California Consumer Privacy Act (CCPA):

• Right to Know: You may request information about the categories and specific pieces of personal information we collect
• Right to Delete: You may request deletion of your personal information
• Right to Opt-Out: You may opt out of the sale of personal information (Note: We do not sell personal information)
• Right to Non-Discrimination: We will not discriminate against you for exercising your CCPA rights

To exercise these rights, please contact us at the information provided above.