Privacy Policy

Last Updated: April 2026

ToneReply ("we", "our", or "us") operates a subscription-based SaaS Chrome extension integrated with Gmail. This Privacy Policy explains how we collect, use, and protect your information.

1. Information We Collect

We may collect the following information:

• Email address – for authentication and account management (obtained when you sign in).
• Subscription and billing status – provided by Paddle (our Merchant of Record).
• Usage data – credits used, number of emails processed, time saved estimates.
• User preferences – language, tone, user context (optional), daily digest settings. Stored locally via Chrome storage.
• Anonymous usage analytics – feature click events (e.g., "Quick Summary", "inbox_digest") with timestamps. No email content is included.

2. Payment Processing

All payments are processed securely by Paddle.com Market Limited ("Paddle"), our Merchant of Record. We do not store or process your payment card information. Paddle may collect billing details in accordance with their own Privacy Policy.

3. Email Content Processing (AI Features)

When you actively use a ToneReply feature, the extension sends the relevant email content to our secure servers for AI processing. This includes:

• Quick Summary – sends the email body to generate a summary.
• Action Plan – sends the email body to extract tasks and deadlines.
• Full Thread Analysis – sends up to 3 recent messages from the conversation.
• Smart Reply / Suggestions – sends the latest email to generate reply drafts.
• Refine / Expand – sends the draft text you are writing.
• Commitment Tracker – sends the email body to detect promises and deadlines.
• Link Scanner – sends all URLs found in the email for security analysis.
• Inbox Digest / Daily Digest – sends email metadata (sender, subject, snippet) for batch summarization. Full email bodies are not sent in this feature.
• Smart Send Protection – before sending, ToneReply optionally checks your draft for common mistakes like missing attachments or forgotten follow-ups. No content is stored.

4. Third-Party AI Providers

ToneReply uses large language models (LLMs) provided by third-party AI infrastructure providers. All AI processing requests are routed through our own secure servers. We do not share your personal information directly with AI providers, and no data is used to train external AI models.

5. Usage Analytics (Anonymous)

To improve the Service, we collect minimal anonymous usage data:

• Event name – e.g., "Quick Summary", "reply_click", "inbox_digest", "paywall_shown".
• Timestamp – when the event occurred.
• No personal data – no email content, no message text, and no identifiable information is ever included.

These analytics help us understand which features are most valuable. You cannot be personally identified from this data.

6. Automated Features (Daily Digest)

If you are a Pro subscriber and enable Daily Digest, the extension may automatically analyze your inbox at a scheduled time. This feature sends email metadata (sender, subject, snippet) to our servers to generate a prioritized summary. You may disable this feature at any time in the extension settings.

7. Legal Basis for Processing (GDPR)

• Performance of a contract (to provide the Service)
• Legitimate interest (service improvement and fraud prevention)
• Legal obligation (tax and accounting compliance via Paddle)
• Consent (for optional features like Daily Digest and usage analytics)

8. Data Retention

We retain account-related data (email address, subscription status, usage statistics) for as long as your account is active. After account deletion, most data is removed within 30 days. However, transaction and billing records (including your email address and subscription history) are retained for up to 7 years to comply with tax and accounting legal obligations (handled via Paddle). AI input text is not stored permanently. User preferences are stored locally on your device and removed when you uninstall the extension.

9. Local Storage & Chrome Storage

ToneReply does NOT use browser cookies. Instead, we use Chrome's storage.local and storage.sync APIs to store:

• Authentication token (keeps you logged in)
• User preferences (language, tone, user context, daily digest settings)
• Extension state (e.g., onboarding completion)

These are stored locally on your device and may sync across your Chrome browsers if you are signed into Chrome.

10. Your Rights

Depending on your jurisdiction (GDPR for EU residents, CCPA for California residents), you may request:

• Access to the personal data we hold about you
• Correction of inaccurate data
• Deletion of your account and associated data
• Restriction or objection to processing
• Data portability

To exercise these rights, contact us at support@tonereply.com. We will respond within 30 days.

11. Data Deletion Request

You may request complete deletion of your account and all associated data by emailing support@tonereply.com from the email address used for your subscription. We will delete your personal data within 30 days, except where we are required to retain records for legal or tax purposes.

12. International Transfers

As a global SaaS provider, data may be processed outside your country of residence. Appropriate safeguards (such as Standard Contractual Clauses) are implemented where required. Our servers are located in the United States and the European Union.

13. Gmail Data Access

ToneReply interacts with Gmail content only when you explicitly activate a feature. The extension does not access or process email data in the background without user action — except for the optional Daily Digest feature, which runs at a scheduled time only if you enable it.

14. Chrome Extension Permissions

• storage – to save your preferences and authentication token.
• alarms – to schedule Daily Digest at your chosen time.
• notifications – to show Daily Digest reminders when Gmail is closed.
• scripting – to inject AI buttons and modals into Gmail pages.
• host_permissions – to access Gmail (mail.google.com) and our API (api.tonereply.com).

15. Children's Privacy

ToneReply is not intended for children under the age of 13 (or 16 in certain jurisdictions). We do not knowingly collect personal information from children. If you believe a child has provided us with personal data, please contact us to have it removed.

16. Security Measures

• Encryption in transit (TLS 1.2+) for all API communication
• Authentication tokens stored securely via Chrome storage
• Idempotency keys to prevent duplicate processing
• Rate limiting and brute-force protection on all endpoints
• Regular security reviews of our servers and code

17. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify users of material changes by posting the updated policy on our website and updating the "Last Updated" date. Continued use of the Service constitutes acceptance of the revised policy.

18. Contact Information

ToneReply AI, LLC
Albuquerque, New Mexico, United States
Business Hours: 24/7 (Online Service)
Support & Privacy Inquiries: support@tonereply.com