Privacy Policy

What we access

• Your sign-in identity: the name, email address and profile picture of the Google account you sign in with.
• Mail from the mailboxes you connect (Gmail, Outlook, or any IMAP/SMTP account): messages, headers, attachments, folders, and read and starred states.
• Calendar events from the calendars you connect. Calendar access is read-only: Dearly never creates, changes or deletes an event.
• What you create in Dearly: drafts, CRM tables and rows, preferences, and documents you upload to “About me”.

How we use it

We use this data only to provide the features you see in the product:

• showing, searching and organising your mail and calendar;
• sending the messages you choose to send, from your own mailbox;
• drafting replies for you to review. Dearly never sends a message on its own;
• keeping your CRM tables up to date from your correspondence;
• sorting mail into categories when you ask it to.

Google user data and Limited Use

Dearly’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.

In particular, for data obtained through Google APIs (Gmail and Google Calendar):

• We use it only to provide and improve the user-facing features described above.
• We do not sell it, and we do not use it for advertising, including retargeting or interest-based ads.
• We do not use it to develop, improve or train generalised or non-personalised AI or machine-learning models.
• We do not transfer it to others except as needed to provide those features, to comply with applicable law, or as part of a merger or acquisition with equivalent protections.
• No person at Dearly reads your mail, unless you give us explicit permission for a specific message (for example to investigate a bug you reported), it is necessary for security purposes such as investigating abuse, or it is required by law.

AI features

Drafting, CRM updates, mail sorting and fact extraction from your uploaded documents are performed by a large language model operated by a third-party provider. When you use one of these features, the relevant content (for example the message you are replying to, earlier correspondence with that person, and the facts you saved in “About me”) is sent to that provider for the sole purpose of producing the result, and the result is returned to your workspace.

We send this content only to produce the result, and we do not authorise the provider to use it to train its models. Two AI jobs run in the background: the CRM update, which reads recent correspondence with the people in your tables on the schedule set in Settings, and the drafting agent, which is off unless you turn it on. Drafting and sorting otherwise happen only when you ask for them.

Where it is stored and how it is protected

• Your data is stored in a database on servers we operate with Amazon Web Services in Japan. Each account’s data is kept separate from every other account’s.
• Mailbox passwords, OAuth refresh tokens and private calendar links are encrypted with AES-256-GCM before they are stored. Passwords are never shown again after you enter them.
• All traffic between your browser and Dearly, and between Dearly and your mail and calendar providers, is encrypted in transit (TLS).
• Remote images in email are blocked by default so senders cannot track when you open a message.

Cookies

Dearly sets two cookies, both strictly necessary: a session cookie that keeps you signed in, and a cookie that remembers your language. We use no analytics, advertising or third-party tracking cookies.

Who we share it with

We share data only with the services needed to run the product: your own mail and calendar providers (to fetch and send your mail), our hosting provider, and the AI model provider described above. We do not sell personal data.

Keeping and deleting your data

• Your data is kept for as long as your account exists.
• Disconnecting a mailbox or calendar in Settings removes its stored credentials and stops all further access.
• “Delete my data” in Settings → Preferences permanently deletes your account and everything in it: mail copies, attachments, calendar events, CRM tables, documents and credentials. This takes effect immediately; copies in our backups are deleted within 30 days.
• You can also revoke Dearly’s access at any time from your Google account at myaccount.google.com/permissions.

Your rights

Depending on where you live, you may have the right to access, correct, export or delete your personal data, and to object to or restrict certain processing. To exercise any of these, write to support@dearly.im. We answer within 30 days.

Children

Dearly is a tool for work and is not directed at children under 16. We do not knowingly collect their data.

Changes and contact

When this policy changes we post the new version here and update the date at the top. If a change affects how your data is used, we will also tell you by email or in the product before it takes effect.

Questions about privacy: support@dearly.im.