OutMail AI is a privacy-by-design outlook add-in developed in Bangalore, India. As your service provider, we constantly work hard to protect your information: We are financially independent with source of revenue from our subscribers – we do not sell, rent, loan, or lease ANY of your personal information. This Privacy Policy helps you understand what information we collect, why we collect it, and how you can manage and delete your information.
For purposes of this Privacy Policy, the terms “we”, “us” and “our” refer to OmniThrive Technologies private limited No 355 , Anjanapura 6th block, Bangalore 560108, India The terms “Outmail AI”, “service” and “software” refers to our email client extension Outmail AI. “You” refers to you, as a user of the Application or visitor to the website, as applicable.
This Privacy Policy is effective as of the date last modified, as listed at the bottom of the privacy policy.
The responsible contact according to the The Digital Personal Data Protection Act (DPDP Act) is OmniThrive Technologies Private Limited No 355 , Anjanapuar 6th block, Bangalore 560108. If you have any questions concerning privacy policy matters, please contact: admin@omnithrivetech.com. By contacting this email address, you can inquire into privacy issues and review, change, or delete your personal information stored by us.
We may use the information we collect from Outmail AI and our website to provide, maintain, protect and improve Outmail AI and to communicate with you about your use of the Application.
Personal data is any individual information about the personal or material circumstances of a specified or identifiable natural person. Personal data primarily includes details such as a person’s name, postal address or e-mail address.
Registration information
In order to register a Outmail AI account we require and store your email address and add-in preferences data. When users use Outmail AI, we do not require users to sign in, however when end users login to our upgrade application, the only way users can sign in is through Microsoft office SSO login. So, we do not store any passwords or tokens in our database when you login.
Order and payment information
In order to process orders we require few relevant personal information, such as your name, address, email address, company name and information concerning the payment method you have chosen. Payments are handled securely by our payment providers Razorpay and Paypal. These partner companies have their own data protection policies. We encourage you to read these policies thoroughly before using the Service, and check that you agree with them. To enable payments to be processed and invoiced, the partner company stores references to payment details. The actual payment details (including credit card and bank details) do not pass through OmniThrive Technologies servers and systems.
Outmail AI information
In order to guarantee full functionality of all Outmail AI features and to deliver high level of customer service for you we may collect and store
(a) your e-mail address. We process this type of personal data in order to sell and market our Services to you, to create an account for you and to provide you our Services. We process this type of Personal Data based on the consent you expressly grant to us at the time we collect such personal data. We do not sell, rent, loan, or lease your contact information or any other data to others, unless we are required by law or litigation to disclose your personal information.
(b) certain technical information about your device, including device hardware model, operating system details, unique device identifiers. We process this type of Personal Data in order to provide you our Services. We process this type of Personal Data for our legitimate interests in providing the Services.
(c) certain information about your Outmail AI usage, including date and time when you used a Outmail AI feature. We process this type of data in order to show you usage analytics in your dashboard and to provide you our Services. We process this type of Personal Data for our legitimate interests in providing the Services.
(d) content of your emails, notes and tasks you created with Outmail AI. We process this type of Personal Data in order to provide you our Services. We process this type of personal data for our legitimate interests in providing the Services. We encourage Customers not to include any highly sensitive information in their Message Templates, Signatures, Notes and Tasks to avoid transferring that data to our servers. We don’t allow humans to read this data unless we have your affirmative agreement to access your account.
Your Microsoft outlook User Data
Additional Limits on Use of Your Microsoft office User Data: Notwithstanding anything else in this Privacy Policy, if you provide Outmail AI access to the following types of your office data, the App’s use of that data will be subject to these additional restrictions:
(a) Outmail AI will use access to read, modify or control outlook messages, metadata, headers, and settings to provide its features of delayed sending and message snoozing. Outmail AI will not process or transfer any outlook data besides metadata (message identifiers) to its own servers or others unless doing so is necessary to comply with applicable law. Outmail AI never reads, modifies, stores or analyzes the content of your messages.
(b) Outmail AI will not use this outlook data for serving advertisements.
(c) Outmail AI will not allow humans to read outlook user data unless we have your affirmative agreement for specific messages, doing so is necessary for security purposes such as investigating abuse, to comply with applicable law, or for Outmail AI internal operations and even then only when the data has been aggregated and anonymized.
Third party service
Outmail AI does not share any of the user data with any third party services.
Outmail AI advanced features uses artificial intelligence to help users summarize email content, suggest todos, find important tags/topics form email content and to find answers to user's queries based on email content. When you use Outmail's advanced AI features, we may send email content from the selected email to the service OpenAI. This includes the body of the email and the subject line.
Outmail AI uses OpenAI’s artificial intelligence technology to help summarize emails and finding todos, tags and answers to user's queries. By using our service, you acknowledge and agree that your email content and subject line may be shared with OpenAI to provide the service. OpenAI’s use of your data is subject to their own privacy policy, which you can review at https://openai.com/privacy-policy/.
We do not use cookies on our Add-in or in our website.
For European individuals, GDPR expands their data privacy rights and gives them more power to control their data. GDPR also requires compliance from companies that process the personal data of these European individuals. Ensuring our users’ data privacy and security has always been top priority to OmniThrive Technologies product development and business. As your service provider to enhance your email experience, we make sure to evaluate all our practices to safeguard your information as effectively as possible. As a Indian company, OmniThrive Technologies will be fully GDPR compliant. If you have any questions about GDPR or our data practices generally, please contact us at admin@omnithrivetech.com
We ensure that all authorized employees who can access personal data are made aware of the confidential nature of personal data and have executed confidentiality agreements that prevent them from disclosing or otherwise processing, both during and after their engagement with OmniThrive Technologies, any personal data except in accordance with their obligations in connection with the Services. We don’t allow humans to read email content, tasks, message templates, profile, tracking information, send later information and any other user data created in Outmail AI unless we have your affirmative agreement to access your account, doing so is necessary for security purposes such as investigating abuse or to comply with applicable law.
OmniThrive Technologies may engage authorized Subcontractors to access and process personal data in connection with the Services and from time to time engage additional third parties for the purpose of providing the Services, including without limitation the processing of personal data. A list of current authorized subcontractors (the “List”) is available at / (such URL may be updated by OmniThrive technologies from time to time). At least ten (10) days before enabling any third party other than authorized subcontractors to access or participate in the processing of personal data, Omnithrive technologies will add such third party to the List.
We understand the importance of maintaining a clutter-free and efficient data environment, both for you and for our system’s integrity.
If your account remains inactive for a continuous period of two (2) years, Outmail AI will consider this as an indication that you no longer require our services. In accordance with our commitment to data minimization and privacy, we will initiate a process to permanently delete your account and all associated data. The deletion will encompass all data stored on our servers, including but not limited to:
Before taking any irreversible action, you will be notified via the email address associated with your Outmail AI account. This notice will be sent at least 30 days before the scheduled deletion date, giving you the opportunity to reactivate your account and prevent deletion.
If you wish to continue using Outmail AI, you can reactivate your account by logging in and performing some type of activity, such as summarizing an email or chatting with your data. Doing so will reset the inactivity counter, and your account will not be deleted.
Please note that once your account and associated data are deleted, recovery will be impossible. Therefore, we urge you to make sure that you have saved all necessary information before allowing your account to reach the deletion stage.
Taking into account the state of the art, the costs of implementation and the nature, scope, context and purposes of processing as well as the risk of varying likelihood and severity for the rights and freedoms of natural persons, we maintain appropriate technical and organizational measures to ensure a level of security appropriate to the risk of Processing Personal Data.
You can request more information about the personal data we hold about you and request a copy of such personal data by contacting us via email at admin@omnithrivetech.com
You can request that we erase some or all of your personal data from our systems by contacting us via email at admin@omnithrivetech.com
You can ask for a copy of your personal data in a machine-readable format. You can also request that we transmit the data to another service by contacting us via email at admin@omnithrivetech.com
Collection and Use of Information
When you register for a Outmail AI webinar, you provide us with personal information such as your name and email address. We use this information to facilitate your participation in the webinar and to send you updates and reminders related to the event.
Marketing Purposes
By registering for a Outmail AI webinar, you also consent to receiving marketing communications from Outmail AI. We may use the email address and name you provided during registration to send you promotional materials about our services, updates, and other information that may be of interest to you. You may opt-out of receiving these communications at any time by clicking the “unsubscribe” link at the bottom of our emails or contacting us directly.
Collaborations with Partner Companies
From time to time, OmniThrive technologies may collaborate with partner companies to co-host webinars. If you register for a webinar that is co-hosted by OmniThrive Technologies and a partner company, please be advised that the partner company will also have access to the list of registered users, including your name and email address. The partner company may use this information to get in touch with you for the purpose of marketing their services. Each partner company is responsible for its own data processing practices, and we encourage you to review their privacy policy to understand how they will handle your information.
Data Sharing
We do not sell your name or email address to third parties. Your information will only be shared with partner companies if the webinar for which you have registered is a collaborative event, as described above.
We take the security of your personal information very seriously and have implemented policies and procedures, including technical measures, that are designed to help safeguard it. While we strive to use best practices to protect your personal information, the Internet and computer technology are not 100% secure and we cannot absolutely ensure the security of any personal information that you provide to us. In line with this philosophy, we try to get as little information from you as possible.
We do not sell, rent, loan, or lease your contact information to others, unless we have your specific permission to do so or we are required by law or litigation to disclose your personal information. We may also find it necessary to disclose information about you if we determine that it is an issue concerning national security, law enforcement, or other issues of public importance.
If you have discovered an issue which you believe is an in-scope security vulnerability, please email admin@omnithrivetech.com including
The website or service in which the vulnerability exists.
A brief description of the class (e.g. “XSS vulnerability”) of the vulnerability. Please avoid including any details which would allow reproduction of the issue at this stage. In accordance with industry convention, we ask that reporters provide a benign (i.e. non-destructive) proof of exploitation wherever possible. This helps to ensure that the report can be triaged quickly and accurately whilst also reducing the likelihood of duplicate reports and/or malicious exploitation for some vulnerability classes (e.g. sub-domain takeovers). Please ensure that you do not send your proof of exploit in the initial, plaintext email if the vulnerability is still exploitable. If you are in any doubt or have any question, please email admin@omnithrivetech.com for advice. In response to your initial email to admin@omnithrivetech.com you will receive an acknowledgement reply email from the OmniThrive Technologies Security Team, this is usually within 24 hours of your report being received. The acknowledgment email will include a ticket reference number which you can quote in any further communications with our Security Team. Following the initial contact, our Security Team will work to triage the reported vulnerability and will respond to you as soon as possible to confirm if further information is required. From this point, necessary remediation work will be assigned to the appropriate OmniThrive Technologies teams and/or supplier(s). Priority for bug fixes and/or mitigations will be assigned based on the severity of impact and complexity of exploitation. Vulnerability reports may take some time to triage and/or remediate. Our Security Team will notify you when the reported vulnerability is resolved and will ask you to confirm that the solution covers the vulnerability adequately.
OmniThrive Technologies reserves the right to adapt its security and data protection measures, provided this is necessary as a result of technical or legal developments. In these cases, we will also update our data protection information accordingly. Please make sure, therefore, that you always use the latest version of our data protection declaration.
If you do not want us to keep you up to date with our news, you are free to contact us at any time and have your e-mail address removed from our mailing list. We do not target any information towards children. If you have any comments or concerns about our Privacy Policy, please contact us admin@omnithrivetech.com.
We reserve the right to change this policy, which we’ll do through online posting.
Last updated: 24th January, 2024
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