Privacy policy

[Company name], [address], VAT number [number]. For privacy matters write to [dedicated email address]. [Data protection officer, if appointed].

• Account: email address, name, password (kept only as a hash), sign-in sessions.
• Connected mailboxes: the mailbox address and the access key the provider gives us (Google or Microsoft OAuth token, or the app password of an IMAP or PEC mailbox), always encrypted.
• Mailbox content: emails (headers, text, attachments) of the folders we follow. We do not download spam, trash or drafts.
• Derived data: text read from attachments and scans, descriptions of photos with the date and place they were taken, the result of the antivirus check of attachments, classification of emails (for example invoice, deadline, to do), extracted data (amounts, dates, codes, counterparties), search index and tables for totals.
• Use of the service: the questions you ask search and chat, your settings, technical logs without the content of your emails.

We read mail with Gmail's gmail.readonly permission, Outlook and Microsoft 365's Mail.Read, and with IMAP and PEC by opening the folders read-only: reading, we do not move, delete or mark emails as read. We send an email only when you approve it by pressing Send under a draft (the gmail.send and Mail.Send permissions; for IMAP and PEC the mailbox's own sending server, with the same password): it leaves from your mailbox with your signature, taken from the emails you sent, and for IMAP and PEC we put a copy in the Sent folder. With Outlook and Microsoft 365 the Mail.ReadWrite permission is used only to attach a file over 3 MB to the draft that leaves. The chat and connected assistants prepare drafts, but cannot send them.

Every 5 minutes we read only what has changed. An email you delete or move to the trash in your mailbox leaves our archive, the search index and the tables at the next round, with the attachments only it had.

You can revoke access at any time: in UltraNaut from Mailboxes → Disconnect (for Gmail we also revoke the authorization at Google; for Outlook, IMAP and PEC we delete the access key we kept), from your Google account (myaccount.google.com/permissions) or from your Microsoft account (myaccount.microsoft.com). You can also revoke the app password of an IMAP or PEC mailbox at your provider.

By connecting a Gmail mailbox you give us access to the emails of the followed folders, with headers, text and attachments, to their labels (for example read, starred, important) and to the address of the mailbox (the gmail.readonly permission), and the permission to send on your behalf the emails you approve (gmail.send), which you can untick on Google's screen. We do not ask for other data of your Google account nor for permission to change or delete emails. With Outlook and Microsoft 365 we receive the same data with Mail.Read, plus the basic profile of the account with User.Read, and we send with Mail.Send and Mail.ReadWrite.

• Use: only for the features you see in UltraNaut: search, chat answers with citations, the Files section, briefs and the relevance of emails according to your settings [and, if you turn it on, access from your AI assistants through the MCP server].
• Transfers: only to the providers in section 6, which process them on our behalf and for these features; when the law requires it; in case of a merger, acquisition or sale of the business, only after your explicit consent.
• We do not sell this data, do not give it to advertising platforms, data brokers or information resellers, and do not use it for advertising, to assess creditworthiness or to grant loans.
• We do not use it to develop, improve or train generalized artificial intelligence or machine-learning models, ours or anyone else's: the models we use read it only to answer you.
• No person reads your emails, except: with your explicit consent for specific emails (for example for a problem you report to us); when it is needed for security, for example to investigate abuse; when the law requires it; on aggregated and anonymized data, for the operation of the service.
• The same commitments apply to data received from Microsoft and from IMAP and PEC mailboxes.

The use and transfer of information received from Google APIs, Gmail included, adhere to the Google API Services User Data Policy, including the Limited Use requirements, and to the Google Workspace API User Data and Developer Policy. See also: Google user data.

• To provide the service you asked for (contract, Art. 6(1)(b) GDPR).
• For the security of the service and to prevent abuse (legitimate interest, Art. 6(1)(f)).
• For legal obligations, for example tax obligations (Art. 6(1)(c)).
• [Billing and payments, once there are any]

The data stays in the European Union, except for the processing by artificial intelligence models described below.

• Supabase: database with accounts, mailboxes and settings (Frankfurt).
• turbopuffer: search index, one per user (AWS, Frankfurt).
• Temporal Cloud: coordinates the sync jobs, with technical identifiers and not the content of emails (AWS, Frankfurt).
• Archive of originals, texts and tables: [AWS S3 Frankfurt with KMS keys, once the archive leaves the development environment].
• Vercel: hosts the app (Frankfurt) and routes requests to the AI models (AI Gateway).

With each of them a data processing agreement applies (Art. 28 GDPR) with standard contractual clauses for transfers [turbopuffer DPA to be signed; Vercel DPA to be confirmed on the Pro team]. List with sources: [publish the list of providers].

To read, classify, search and answer, parts of your emails and files are processed by AI models through Vercel's gateway: Anthropic (Claude), OpenAI (GPT, which reads emails and files in the background, in the EU), Google Vertex AI (Gemini, also the search vectors), Amazon Bedrock (Nova, photo descriptions; Claude in the EU when OpenAI has no room for a reading), DeepInfra (test models) and TypeSafe AI (classification, which receives only the headers and the beginning of the text). Every request asks that the data not be used for training and, except one, that it not be retained: the gateway sends them only to providers with a zero data retention agreement. The exception is the visual index of attached photos: the images go through Google (Gemini Embedding 2), which no provider offers with zero retention; Google keeps them for up to 55 days only for abuse monitoring and does not use them for training [legal confirmation for calls through Vercel]. We read the date and place a photo was taken from the photo itself (EXIF), without sending them to anyone. The antivirus check of attachments (ClamAV) also runs on our servers, before any other reading: no file goes to external services to be checked. Some providers process data outside the EU, for example in the United States [legal confirmation of the safeguards for this chain].

Photos and scans are read by Jina AI (Elastic group), under Elastic's data processing agreement and without training on the data sent [processing region to be asked of Elastic].

• Emails and files stay while the mailbox is connected; the ones you delete at the source leave at the next round.
• If you disconnect a mailbox we immediately delete its emails, files, derived data and its rows in the search index, and rebuild the tables without it. If you close the account (Settings → Close the account) access ends at once and we delete in the same way every mailbox, the tables, the search indexes and the account. Previous versions of the archive are deleted after 30 days; database backups after [number] days.
• Technical logs: [number] days.

Encrypted connections (TLS); mailbox access keys encrypted with AES-256-GCM [and per-user KMS keys at launch]; each user's data kept apart (one search index per user); mailboxes read without being changed, and sending only what you approve. The content of emails and files is treated as untrusted: instructions written inside an email do not command the chat.

You can ask for access, rectification, erasure, restriction, data portability and object to the processing (Arts. 15–22 GDPR) by writing to [email address]. You can also lodge a complaint with the Italian data protection authority, the Garante per la protezione dei dati personali (garanteprivacy.it).

The service is meant for professionals and businesses and is not intended for minors [minimum age to be confirmed]. If we change this policy we tell you in the app and by email before the changes apply.