Privacy Policy

MilerMail (“MilerMail”, “we”, “us”) provides an email CRM that turns any shared mailbox — Gmail, Outlook, Zoho, your own domain, or any provider that supports IMAP and SMTP — into trackable support tickets. For the personal data of our customers’ teams and website visitors, we act as the data controller (or “data fiduciary” under Indian law). For the emails and customer information our customers process inside MilerMail, we act as a processor on their behalf — see our Data Processing Addendum.

Contact: privacy@milermail.com. Address: [Registered business address].

• Account information — your name, work email address, role and workspace details.
• Mailbox data you connect — when you connect a mailbox (by IMAP/SMTP settings, or by Google sign-in for Gmail), we access email messages, threads, folders or labels, attachments and related metadata from the mailboxes you choose, so we can display them as tickets and let you reply.
• Mailbox connection details — your IMAP/SMTP server settings and the password or app-specific password you provide. We store these encrypted and use them only to sync and send email on your behalf.
• Ticket data — statuses, assignments, notes, replies and activity logs created by your team.
• Demo and enquiry details — the name, email, company and short answers (team size, email volume, main pain point) you submit through our demo form, and the Inbox Chaos Score calculated from them.
• Technical data — IP address, browser type, device information and log data needed to run and secure the service.
• Payment information — handled by our payment provider; we do not store full card numbers.

This section applies when you connect a Gmail or Google Workspace mailbox using Google sign-in. MilerMail’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.

• We use Google user data only to provide and improve the user-facing features of MilerMail that you see in the app (displaying, organising, assigning and replying to your emails).
• We do not sell Google user data or use it for advertising, including personalised or interest-based ads.
• We do not use Google user data to develop, improve or train generalised artificial-intelligence or machine-learning models.
• We do not allow humans to read your email content unless you give us explicit consent for specific messages, it is necessary for security (for example investigating abuse), it is needed to comply with law, or the data is aggregated and anonymised for internal operations.
• We do not transfer Google user data to third parties except as necessary to provide the service, to comply with law, or as part of a merger or acquisition with notice to you.
• You can disconnect MilerMail at any time from your Google Account’s security settings, or from inside MilerMail.

• To provide, secure and support the service you asked for.
• To arrange demos, respond to enquiries and send service messages.
• To detect abuse, fraud and security incidents.
• To meet legal obligations and enforce our terms.
• To improve the product using aggregated or de-identified usage data — never to train generalised AI models on your email content.

We do not sell personal data.

Where the GDPR or UK GDPR applies, we rely on: performance of a contract (providing the service), legitimate interests (security, product improvement, responding to enquiries), legal obligation, and consent (for example connecting your mailbox, which you can withdraw at any time).

Under India’s Digital Personal Data Protection Act, 2023 and the DPDP Rules, 2025, we process personal data on the basis of your consent, given through a clear affirmative action (such as connecting your mailbox or submitting the demo form), and for the limited “legitimate uses” the Act permits. You may withdraw consent as easily as you gave it; withdrawal does not affect processing already done.

We share data only with service providers who help us run MilerMail, under written agreements that require them to protect it:

• Google LLC — Firebase services (real-time data) and, only if you connect with Google sign-in, the Gmail API.
• Amazon Web Services — file and attachment storage.
• Pusher — real-time notifications.
• Vercel — application hosting.
• Hostinger — email delivery for demo requests and service messages.

We may also disclose information if required by law or to protect rights, safety and security. Our current sub-processor list is available on request at privacy@milermail.com.

Our providers may process data outside your country, including in the United States and India. Where required, we use appropriate safeguards such as the European Commission’s Standard Contractual Clauses, and we transfer personal data of Indian users only as permitted under the DPDP Act and applicable government notifications.

We keep personal data only as long as needed for the purposes above. Customer workspace data is deleted or returned within 30 days after an account is closed, except where the law requires us to keep it, and residual copies in backups are overwritten on our regular backup cycle. Demo enquiry details are kept for up to 24 months unless you become a customer or ask us to delete them sooner.

We protect data with encryption in transit, role-based access controls, access logging and least-privilege practices. No system is perfectly secure; if a breach affecting your personal data occurs, we will notify you and the relevant authorities as required by law. See our Security page for details.

Depending on where you live, you may have the right to: access your data; correct or update it; erase it; restrict or object to processing; receive a portable copy; withdraw consent; nominate another person to exercise your rights if you die or become incapacitated (India); and complain to a regulator (for example your data-protection authority, or the Data Protection Board of India).

To exercise a right, email privacy@milermail.com. We respond within the period required by law (one month under GDPR). If you are an end-customer of one of our customers, please contact that customer first, as they control the data.

MilerMail is a business service not directed at children, and we do not knowingly collect personal data from anyone under 18.

Name: [Grievance Officer name]. Email: privacy@milermail.com. We acknowledge grievances promptly and aim to resolve them within the timelines set by applicable law.

We may update this policy. Material changes will be notified by email or in the app, and, where required, we will ask for your consent again. If we ever use Google user data for a new purpose, we will update this policy and obtain your consent first.