Mind Mail Chrome Privacy Policy
Last Updated: 26/02/2026
Mind Mail – AI-Powered Gmail Assistant
Introduction
Mind Mail is a Chrome extension designed to enhance Gmail functionality through AI-powered assistance, automation, and productivity tools. This Privacy Policy explains what data we access, how we process it, why we use specific Chrome permissions, and how we protect your information.
Mind Mail acts strictly as a data processor. We do not control user email data and we do not determine its purpose beyond executing user-initiated actions. We do not store emails on our servers. All processing is performed only to fulfill the explicit request made by the user.
When the browser is closed, any temporary session data stored locally is destroyed. Data processed by Mind Mail is not used for testing, profiling, analytics unrelated to service functionality, or model training.
By installing or using Mind Mail, you agree to this Privacy Policy.
Chrome Extension Permissions
Mind Mail requests only the permissions strictly necessary to provide its functionality.
• storage: The storage permission is required to securely store OAuth tokens, user preferences, session settings, and temporary AI interaction state locally within the user’s browser. This data is stored only on the user’s device to maintain authentication sessions and provide a consistent user experience. No data stored using this permission is sold, shared for advertising, or transmitted to third parties except as necessary to fulfill user-initiated requests.
• activeTab:The activeTab permission ensures the extension only accesses and interacts with the currently active Gmail tab when the user explicitly invokes the extension (e.g., by clicking the extension button). This limits access to user content strictly to the active tab and only at the time of user interaction. The extension does not run automatically on other websites and does not access background tabs or browsing activity.
• sidePanel:The sidePanel permission enables the extension to display a persistent AI assistant interface within Chrome’s Side Panel. This allows users to interact with AI features (such as drafting, summarizing, or managing emails) alongside Gmail without modifying other websites. The Side Panel interface is only activated when the user opens the extension and does not access page content unless explicitly triggered by the user.v
• identity: The identity permission is required to securely authenticate users via Google OAuth. It enables the extension to obtain basic profile information (such as email address) and access Gmail and Google Drive APIs on behalf of the user. Authentication is performed using Google’s official OAuth flow, and access tokens are stored securely in the browser. The extension only accesses Google account data necessary to provide user-requested features and does not use this information for advertising or tracking purposes.
• Host: The extension requires access to https://mail.google.com/
* in order to integrate directly with the Gmail web interface. This permission allows the extension to display its user interface within Gmail, read the currently opened email content upon explicit user interaction, and provide AI-powered assistance such as drafting, replying, or summarizing emails.
The extension only accesses email content when the user actively triggers a feature. It does not monitor browsing activity outside Gmail, does not collect data without user action, and does not use the data for advertising or tracking purposes.
Gmail API Usage
Mind Mail integrates with the Gmail API to access limited metadata including subject line, sender, recipient, timestamp, thread ID, and labels.
We do not permanently store email body content, attachments, or full email data. No emails are stored on our servers.
Metadata is processed transiently and only for the purpose of generating drafts, summaries, smart replies, and contextual assistance. Once processing is complete, no email content is retained.
Google Drive API Usage
Mind Mail uses the Google Drive API to create and manage a configuration folder and data.json file for storing AI configuration settings.
This file does not contain email body content, attachments, or confidential email information.
Users may delete this file at any time from their Google Drive.
Backend Communication
When AI features are used, user prompts, limited email metadata, and configuration settings may be securely transmitted via HTTPS to:
The system at http://rag.smartprocesses.cloud/ facilitates secure communication between the extension and the Large Language Model (LLM).
The system at https://spaces.smartmind.services/ enables RAG-based (Retrieval-Augmented Generation) spaces, allowing users to ask questions within their configured knowledge spaces.
We do not store email content on our servers, including mail.smartmind.services, rag.smartprocesses.cloud, or spaces.smartmind.services.
Mind Mail does not sell personal data, build marketing profiles, or use data for advertising. Data transmitted to our backend services is processed solely to fulfill the user’s explicit request and is not used for testing, experimentation, storage, or training AI models.
AI Processing
When you use AI-powered features within Mind Mail, user prompts and limited Gmail metadata (only when necessary to perform the requested function) may be securely transmitted via encrypted HTTPS/TLS connections to our backend and processed by an external artificial intelligence provider, OpenAI.
Processing by OpenAI enables functionality such as:
• Email draft generation
• Smart reply suggestions
• Email summarization
• Contextual assistance
• Task automation
We follow strict data minimization principles and transmit only the information required to fulfill the user’s explicit request.
AI processing is designed to be transient. Mind Mail does not permanently store full email content as part of AI operations.
Data processed for AI functionality is not used for testing purposes, benchmarking, analytics development, or AI model training.
Any system logs that may be maintained are limited strictly to operational integrity, security monitoring, and service reliability, and are retained only as necessary.
OpenAI processes data in accordance with its own Privacy Policy, available at:
https://openai.com/policies/privacy-policy/
Data Retention
Local browser storage remains until extension removal or manual clearing.
Temporary session data is destroyed when the browser is closed.
Google Drive configuration persists until deleted by the user.
Server logs, if maintained, are retained only for operational integrity and security. We do not retain stored emails because emails are not stored.
Data Security
We implement industry-standard security measures including:
• HTTPS encryption
• OAuth 2.0 authentication
• Minimal data collection principles
• Restricted backend access
As a data processor, we process data solely on behalf of the user and strictly within the scope of the requested functionality.
What We Do Not Do
Mind Mail does not:
• Sell personal data
• Store full email content
• Store emails on our servers
• Use data for AI training
• Use data for testing purposes
• Monitor browsing history
• Access websites other than Gmail
• Use data for advertising
User Rights
Users may:
• Uninstall the extension at any time
• Revoke OAuth access via Google Account settings
• Delete configuration files from Google Drive
• Request data deletion
Because Mind Mail does not store emails, there is no stored email database to delete.
Children’s Privacy
Mind Mail is not intended for individuals under 13 years of age. We do not knowingly collect data from children.
Changes to This Policy
We may update this Privacy Policy periodically. The Last Updated date reflects the latest revision.
Contact Information
- Company Name: Smart Processes
- Email: info@smartprocesses.it
- Website: smartmind.it
