The AI Mail

The AI Mail Privacy Policy

Last updated: 2026-10-13
App: The AI Mail (iPhone, iPad, Mac)

Introduction

"The AI Mail" (the "App") is a mail app for iPhone, iPad and Mac that uses AI on your device to sort the mail in your Gmail inbox into "対応が要る" (Needs action), "目を通す" (Worth a look) and "片付けた" (Cleared).

Through the App, the developer collects no mail content, no personal information and no usage data. The developer operates no servers: your mail travels directly between Google's servers and your devices, and the AI that sorts and summarizes it runs entirely on your device.

1. Information the developer collects

None.

The developer does not collect or record the body, subject, sender or recipients of any message, your Google Account information, device identifiers, the advertising identifier (IDFA), usage data, logs or crash logs. The App has no way to send data to the developer.

2. How the App uses Google user data

The App accesses your Google Account and Gmail only after you grant permission on Google's sign-in screen.

Permissions requested and what they are used for

• Read and modify Gmail (gmail.modify): to read the mail in your inbox, sort it and show it in the App. Following your actions, or the "自動で片付ける" (Clear automatically) setting if you turn it on, the App archives mail, moves it back to the inbox, adds or removes its sorting labels, and moves mail to the trash. When you choose to unsubscribe and the sender asks for unsubscribe requests by email, the App sends that email from your account to the sender (it stays in Gmail's "Sent").
• Name and profile photo (openid, profile): to show your name and photo on the account switcher.

Information the App reads

• Message headers (names and addresses in From, To and Cc, subject, date, unsubscribe information) and the short snippet at the start of each message
• Message bodies (when the AI sorts a message and when you open it). The App does not read attachment contents
• Gmail labels and the history of changes to your mailbox (to learn about new mail)
• Your Gmail address, and your Google Account name and profile photo

Limits on use

• Information received from Google is used only to provide the features shown in the App: sorting, summaries, to-dos and deadlines, the subscription review, and notifications.
• No person, including the developer, reads your mail.
• It is not used for advertising, tracking or credit decisions, and it is never sold. Other than storing the information in section 4 in your own iCloud (an Apple service), it is never transferred to third parties.
• Information received from Google is not used to create, train or improve any AI model. When you correct how a message was sorted, that example (its subject and summary) is only given to the on-device AI on your own devices as a hint for later decisions.

The AI Mail's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

3. On-device AI

Sorting, summaries, to-dos and deadlines are produced on your device by the AI built into it (Apple Intelligence's Foundation Models). The AI is given the sender's name and address, the subject, the beginning of the message body (up to 2,000 characters), whether you received the message in To or Cc and the name it uses for you, and the corrections you made earlier. When the App groups cleared mail by sender, the AI is given the sender's name and address and the subjects of its recent mail (up to 5) to categorize the sender. Mail content is never sent to a cloud AI service.

4. What is stored, and where

On your device (not shared with other devices)

• Copies of the mail in your inbox: headers, snippet, the AI's summary, to-do and deadline, and how each message was sorted. Message bodies are not stored (they are kept in memory only while open)
• Headers and snippets of the last 90 days of mail, for the subscription review
• Records of unsubscribe requests and of mail moved to the trash
• The category of each sender (shopping, news and so on) and how much mail it sent
• Sign-in information (a refresh token), stored in Apple's Keychain and used on that device only; it does not move to other devices
• The list of accounts (email address, Google account ID, name, profile photo URL, granted permissions) and a small copy of each profile photo
• Settings ("自動で片付ける" on or off, whether notification permission was asked, the IDs of the sorting labels)

If you back up your device (iCloud Backup, Time Machine on Mac and so on), this information is included in the backup. The sign-in information cannot be used if a backup is restored to a different device.

In your own iCloud (shared between devices on the same Apple Account)

On devices where iCloud is available, the App stores the following in your own iCloud (the CloudKit private database) so that your Mac, iPhone and iPad sort mail the same way. The data is stored in your own iCloud space, and the developer cannot see it.

• For each message, how it was sorted and the AI's summary, to-do and deadline (removed after 60 days)
• The sorting corrections you made (up to 300): sender address, subject, summary (or the first 60 characters of the snippet) and the corrected result. A deleted correction is kept for 30 days so that your other devices learn it was deleted
• Rules for senders, such as "この送信者は大事" (This sender matters), by address or domain
• The "自動で片付ける" setting

Each record includes the Gmail address of the account it belongs to.

In your Gmail

The App creates labels in Gmail that show how mail was sorted ("The AI Mail" and, under it, "返信が要る", "対応が要る", "目を通す", "メルマガ・広告" and "お知らせ・通知") and applies them to your mail, so your other devices use the same sorting. Archiving and moving mail to the trash are also reflected in Gmail.

5. Network connections

The App connects only to:

• Google: sign-in (accounts.google.com, oauth2.googleapis.com), the Gmail API (gmail.googleapis.com), and your name and photo (openidconnect.googleapis.com and the location of the photo)
• Apple's iCloud: to share the information in section 4 between your devices
• Image servers named in your mail: when you open a message, the App loads its images from the servers the sender specified. As with ordinary web browsing, those servers receive information such as your device's IP address. Tiny images used to detect that you opened a message, and images from senders known to track, are blocked before loading. Scripts in mail never run
• easylist.to: about once every 7 days, the App downloads a list of known tracking sources (EasyPrivacy). No mail information is sent
• Senders you unsubscribe from: when you choose to unsubscribe, the App either sends the request to the unsubscribe address the sender provided (without cookies) or sends an unsubscribe email as described in section 2. If the sender only provides a web page, it opens in your device's browser

6. Data protection

In transit

• All connections to Google (sign-in, the Gmail API, your name and photo) use encrypted HTTPS (TLS). Downloading the list from easylist.to and sending a request to a sender's unsubscribe address also use HTTPS only. The App contains no exception that allows unencrypted (HTTP) connections (no App Transport Security exceptions).
• Connections to iCloud are made by Apple's CloudKit. Apple states that third-party app data stored in iCloud is always encrypted in transit and on server (iCloud data security overview).
• You sign in on Google's sign-in page, opened through the device's browser mechanism. The App never receives your Google password. The authorization code is exchanged with PKCE.
• The developer operates no servers, and Google user data never reaches the developer (section 1).

On your device

• The sign-in information (refresh token) is stored in Apple's Keychain with the setting "cannot be read after a restart until the device has been unlocked once, and does not move to another device" (kSecAttrAccessibleAfterFirstUnlockThisDeviceOnly).
• The access token used for the Gmail API is kept in memory only and is never stored.
• Copies of mail and the other information are kept in the App's own storage area (on Mac, its App Sandbox container).
• Mail is displayed in a view that keeps no cookies or cache on the device. Scripts in mail never run.

How long information stays on your device

• Copies of the mail in your inbox: kept until you sign out of that account, including copies of mail you archived. When a sync shows that a message was permanently deleted in Gmail, its copy is removed.
• Headers and snippets of the last 90 days of mail, for the subscription review: fetched again about once a day, each time replacing the previous set.
• Records of mail moved to the trash: removed at the next sync once 31 days have passed since they were recorded.
• Records of unsubscribe requests, and the category of each sender: kept until you sign out.
• How long information stays in iCloud is described in section 4. What signing out removes, and how to delete your information, is described in section 9.

7. Notifications and permissions

When new mail that needs action arrives, the App creates a notification on the device. It shows the sender, the subject and any deadline. When you have two or more accounts, it also shows the email address of the account the mail belongs to. No external notification server is used. The App asks for notification permission once, after the first load of your mail; everything else works without it.

The App does not request location, camera, microphone, photos, contacts, calendars or App Tracking Transparency.

8. Ads, analytics and third parties

• The App shows no ads and contains no advertising SDKs.
• The App contains no analytics or crash-reporting tools and uses no third-party libraries.
• Since the developer collects no data, there is no data to share with or sell to third parties.

9. How to delete your information

• Sign out: signing out of an account in the App removes, on that device, the copies of its mail, the headers and snippets of the last 90 days kept for the subscription review, the records of unsubscribe requests and of mail moved to the trash, the category of each sender, its sign-in information, its profile photo and its settings. Your Gmail is not affected. Information shared through iCloud stays in iCloud after you sign out (see "iCloud data" below).
• Revoke Google access: signing out does not revoke the permission you gave on Google. You can remove the App's access from your Google Account's linked apps page (https://myaccount.google.com/linkedapps).
• Sorting corrections: delete them one by one or all at once from "学習した判断" (Learned decisions) in the App's settings.
• iCloud data: delete it from Settings → your name → iCloud → Storage on iPhone and iPad, or System Settings → your name → iCloud on Mac.
• Gmail labels: delete the "The AI Mail" labels in Gmail's settings (your mail is not deleted).
• Delete the App: the sign-in information (Keychain) and, on Mac, the stored data may remain on the device after the App is deleted. Before deleting the App, sign out of every account in the App and revoke Google access as described above.

The developer holds none of your data, so there is nothing on the developer's side to disclose, correct or delete.

10. Children's privacy

The App is not directed at any particular age group, and because it collects no personal information from anyone, it collects none from children.

11. Changes to this policy

If this policy changes, for example when features are added, we will update this page and its date. Material changes in how data is handled will also be announced in the App's release notes.

12. Contact

• Business: エイカ (Eika)
• Representative: Akira Iizuka
• Address: disclosed without delay upon request.
• Contact: theaimail@nowi.tokyo