At via.email, we recognize that trust is the foundation of our service. Because our product lives inside your email inbox—a highly sensitive environment—we have architected our system around a philosophy of Zero-Data Retention and Permission-Based Sending. This Privacy Policy describes how we collect, use, process, and disclose your information.

1. Information We Collect

We collect only the minimum amount of data necessary to authenticate you, process your requests, and maintain the Service.

1.1. Information You Provide

• Account Data: When you register via email, we collect your email address and name (if provided). We collect this data directly from you. We do not purchase, rent, or scrape email lists from third-party sources.
• Payment Information: If you subscribe to a paid plan, our third-party processor (Stripe) collects your payment details. We do not store or access your full credit card number.
• Communications: Records of your interactions with our support team (support@team.via.email).

1.2. Automated Information

• Transactional Metadata: To route emails correctly, we process email headers (Sender, Recipient, Subject, Timestamp).
• Usage Metrics: We track the number of Agents created, credits consumed, and API tokens used to bill you accurately and monitor system health.
• Device/Network Data: We may log IP addresses for security purposes, such as preventing fraud or denial-of-service attacks.

1.3. Information We DO NOT Retain

• Email Body & Attachments: Once an email is processed by our Agents and the response is dispatched to you, the content of your query and the AI's response are permanently erased from our active processing servers. We do not maintain a history of your conversations. Your inbox is the only archive.

2. How We Use Your Information

We use the information we collect for the following specific purposes:

2.1. Service Provisioning

• To authenticate your identity via magic links.
• To route your inputs to the appropriate AI models and deliver the output back to your inbox.
• To manage your subscription status and quota limits.

2.2. Communication and Notifications

• Transactional Emails: To send billing receipts, usage alerts (e.g., "50% credits used"), critical service updates, and essential responses generated by your AI Agents in direct reply to your commands.
• Verification: To send Double Opt-In confirmation links to ensure you have authorized the use of your email address.

2.3. Security and Compliance

• To monitor for suspicious activity, spam abuse, or violations of our Terms of Service.
• To enforce bounce and complaint thresholds required by our upstream email infrastructure providers.

3. Data Sharing and Sub-Processors

We do not sell, rent, or trade your personal data. We share information only with the following categories of third-party service providers who adhere to strict data protection standards:

3.1. AI Model Providers

We transmit your anonymized input prompts to AI providers (e.g., OpenAI, Anthropic) solely for the purpose of generating a response. We have configured our agreements to ensure your data is not used to train their models.

3.2. Infrastructure Providers

• Email Delivery Vendors: We use enterprise-grade email delivery vendors to route messages and track delivery metrics (bounces, complaints) to ensure high deliverability and security.
• Stripe: For secure payment processing.

3.3. Legal Requirements

We may disclose your information if required to do so by law or in the good-faith belief that such action is necessary to comply with legal processes (e.g., a subpoena) or protect the rights, property, or safety of via.email, our users, or the public.

4. Email Communication Practices

4.1. Double Opt-In Policy

We respect your inbox and strictly adhere to a permission-based sending model. You will not receive marketing or service emails from us until you have expressly confirmed your email address via our Double Opt-In verification process. This ensures no one can sign you up without your consent.

4.2. Unsubscribe and Opt-Out

• Marketing/Newsletter: You may opt out of non-essential emails at any time by clicking the "Unsubscribe" link located at the footer of such emails.
• Transactional Messages: You cannot opt out of administrative emails reasonably necessary to provide the Service (e.g., billing failures, Terms updates, magic login links).

4.3. List Hygiene

To maintain reliable delivery, we automatically process "Bounce" and "Complaint" notifications. If your email address hard bounces or if you mark our service as spam, we will automatically suppress further communications to your address.

5. Data Security

We implement enterprise-grade security measures to protect your data:

• Encryption: Data in transit is encrypted using TLS (Transport Layer Security).
• Identity Masking: When communicating with AI models, we strip personally identifiable information (PII) from metadata where possible.
• Access Control: Access to internal systems is restricted to authorized personnel with a legitimate business need.

Important Note: While we strive for maximum security, email is inherently not a fully secure protocol. You should never share government classified information, unencrypted passwords, or full credit card details with an AI Agent.

6. International Data Transfers

via.email operates primarily on infrastructure located in the United States. By using the Service, you consent to the transfer and processing of your information in the U.S. We utilize standard contractual clauses or equivalent mechanisms to ensure data protection compliance for international users.

7. Your Data Rights (GDPR, CCPA, etc.)

Depending on your jurisdiction, you may have specific rights regarding your personal data:

• Right to Access: You may request a record of the account data we hold about you. (Note: We do not hold conversation history).
• Right to Deletion ("Right to be Forgotten"): You may request the permanent deletion of your account and all associated metadata. Please email delete.account@via.email to initiate this process.
• Right to Rectification: You may update your billing or account information by emailing plan@via.email.

8. Children's Privacy

Our Service is not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that a child has provided us with personal information, we will take steps to delete such information.

9. Changes to This Policy

We may update this Privacy Policy to reflect changes in our practices or legal requirements. If we make significant changes, we will notify you by email or through a prominent notice on our website. The "Last Updated" date at the top of this policy indicates when the latest changes were made.

10. Contact Us

If you have questions, concerns, or disputes regarding this Privacy Policy, please contact our Data Privacy Officer at:

Email: support@team.via.email

‍Mailing Address: 5B-1, 285 Anyuan Road, Jing'an District, Shanghai, 200040, China

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