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Privacy Policy

Effective Date: January 10, 2025

Last Updated: May 18, 2026

Filo Mail (“we,” “our,” or “us”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your information when you use our services. By using Filo Mail, you agree to the practices described in this policy. If you do not agree, please refrain from using our services.

1. Information We Collect

We collect the information needed to provide, secure, support, and improve Filo Mail and the features you choose to enable.

1.1 Account Information

  • Name, email address, hashed password, account identifiers, subscription status, and optional profile details you choose to provide.

1.2 Connected-App Data

  • Metadata and content from email accounts or other connected services when needed to provide requested features, such as sender, recipient, timestamp, subject, calendar or issue metadata, and content needed for search, drafting, summaries, automations, or Agent workflows.
  • For Gmail mail-sync features, Filo is designed not to persist raw Gmail message bodies or raw Gmail attachments except where needed to complete user-requested actions.

1.3 User Content and Generated Outputs

  • Agent conversations, messages, uploads, attachments, generated summaries or drafts, To-Dos, memories, preferences, tool results, and action metadata that you provide, generate, or ask Filo to remember.

1.4 Usage, Analytics, and Diagnostics

Account-linked or pseudonymous information about how Filo is used, such as feature events, settings, device and app information, crash reports, subscription events, token-usage records, and reliability diagnostics. We design analytics and diagnostics not to include raw email bodies, raw attachments, OAuth tokens, or API keys.

2. How We Use Your Information

We process information to provide, maintain, secure, troubleshoot, and improve the Service and the features you choose to use.

  • AI Assistance – analyzing relevant context to provide summaries, drafting, classification, prioritization, Agent conversations, and connected-app workflows.
  • Connected Services – authenticating and operating integrations you enable, such as email, calendar, developer, app store, or custom tool connections.
  • Product Reliability – measuring usage, diagnosing issues, preventing abuse, enforcing quotas, and improving performance.
  • Customer Support – investigating and resolving issues you raise.

We do not sell personal information. We configure AI provider paths so customer prompts and outputs are not used to train public or foundation models without permission.

2.1 Our Role and Legal Bases for Processing

We act as a Controller for account data, telemetry, website analytics, security records, and billing-related records; and as a Processor or service provider for connected-app content that we process under your instructions to provide the Service.

Legal bases (where applicable under the GDPR/UK GDPR):

  • Contract – to provide and support the services you request.
  • Legitimate Interests – to secure the Service, prevent abuse, diagnose reliability issues, and improve product performance using appropriately limited analytics and diagnostics.
  • Consent – for optional marketing communications and non-essential cookies or similar technologies where consent is required.

3. Data Security

We use layered safeguards to protect the confidentiality, integrity, and availability of information processed by Filo. These safeguards are designed to be appropriate to the data type, feature, and integration involved.

  • Transport encryption protects traffic between clients, Filo services, and supported providers where applicable.
  • Storage safeguards such as encryption at rest, managed key controls, and access segmentation are applied to production service data where appropriate.
  • Production environments use access controls, least-privilege permissions, network segmentation, hardened deployment workflows, and security monitoring.
  • We review security controls regularly and assess higher-risk integration paths, including Gmail-related access, against applicable provider requirements.

No system can be guaranteed completely secure. Where inference or connected-app processing occurs on third-party platforms, our controls focus on secure transport, access minimization, and provider-level data-use and security commitments.

4. Data Sharing

We do not sell or share your data except:

  • Service Providers – Trusted partners who must process data to provide the service and are bound by strict confidentiality.
  • Legal Requirements – To comply with applicable law or valid legal process.
  • Business Transfers – In connection with a merger, acquisition, or sale of assets, subject to this Policy.

5. Data Lifecycle & Retention

Filo retains product data only for as long as needed to provide, secure, troubleshoot, and improve the Service, or as otherwise required by law. Retention periods vary by data type, feature, and integration.

  • Account and subscription records are kept while your account is active and for limited periods needed for legal, billing, security, and dispute-resolution purposes.
  • Agent conversations, uploads, generated outputs, To-Dos, memories, preferences, and connected-app workflow records may be retained to provide the features you use until you delete them, delete your account, or the applicable retention period expires.
  • Operational logs, security records, diagnostics, backups, and provider records may remain for limited periods for security, recovery, compliance, and service reliability.

Deletion workflows are controlled by production access controls and audit logging. Some deletion requests may require staged processing across Filo systems, connected providers, payment processors, and backups.

6. Third-Party Sub-processors

Filo uses carefully selected service providers and sub-processors to provide hosting, infrastructure, connected-app integrations, payments, analytics, diagnostics, security, support, and AI functionality. These providers are authorized to process information only as needed to provide services to Filo and are subject to confidentiality, security, and data-protection obligations appropriate to their role.

We review material provider changes and update this Policy or related notices when needed.

7. AI Data Handling & Model Safety

  • AI requests are encrypted in transit and processed through provider paths selected for the requested feature, model, reliability, and safety requirements.
  • Current provider paths may include Anthropic models on Google Vertex AI, Azure OpenAI models, and OpenRouter for DeepSeek V4 Pro.
  • DeepSeek V4 Pro is routed through OpenRouter with Zero Data Retention enabled for prompt and completion content where supported by OpenRouter's routing controls.
  • Retention, logging, abuse monitoring, caching, and routing controls vary by provider and model. We configure provider paths so customer prompts and outputs are not used to train public or foundation models without permission.
  • Auxiliary processing, such as context management or summarizing long tool results, may use a different model path from the model selected for a user-visible response.

8. Responsible Disclosure

We welcome security research and community feedback:

  • Discord – Join our community and report vulnerabilities in the #📥｜feedback channel.
  • Public feedback board – Create a post at Feedback - FiloMail to track and discuss issues transparently.
  • Email (optional) – If you prefer a private channel, write to [email protected].

We acknowledge reports within 5 business days and remediate confirmed issues within 45 days.

9. Key Management & Security Safeguards

  • Sensitive service data is protected with transport encryption, access controls, and storage safeguards appropriate to the data type and integration.
  • Encryption keys are centrally managed and access to production systems is limited by least-privilege controls.
  • User login credentials, connection tokens, API keys, app passwords, and similar integration credentials are used only to operate integrations you enable and are protected by production access controls and safeguards appropriate to their sensitivity.
  • Only short-lived processing materials are used where feasible, and access to customer content is limited to authorized service, support, security, or legal purposes.
  • TLS 1.3 with forward secrecy secures traffic between clients, servers, and sub-processors where supported.

10. Your Privacy Rights & Data Protection Officer

Under GDPR (Articles 15-20) you may request access, correction, export, or deletion of your data at any time.

Email [email protected]

We will respond within 30 days. You also have the right to lodge a complaint with your local supervisory authority.

11. Connection and OAuth Transparency

Filo requests permissions based on the integrations and features you choose to enable. Some features use OAuth, while others may use API keys, app passwords, server details, or other supported connection methods.

  • Access is used to operate the connected services you enable, such as email, calendar, developer, app store, or custom tool workflows.
  • Filo does not ask for your Google password.
  • You can disconnect supported integrations or delete your account as described in the product and this Policy.
  • We aim to request only the permissions needed for the features you use and to provide clear connection flows for supported providers.

12. Cookies and Similar Technologies

Filo Mail uses cookies, local storage, and similar technologies to keep the service running, maintain sessions, remember preferences such as language, store consent choices, measure product usage, support limited conversion measurement, and diagnose reliability issues. Where required by law, optional analytics or marketing technologies are enabled after consent.

We do not sell personal information or use these technologies to build cross-site behavioral advertising profiles. You can manage cookies and site data through your browser settings. If we support additional legally recognized preference signals or opt-out mechanisms in the future, we will update this Policy and our Cookie Policy.

13. Children and Age Requirements

Our services are not directed to children under 13 (or the equivalent minimum age in your jurisdiction). We do not knowingly collect personal data from children. If you believe a child has provided personal data, please contact us and we will take appropriate steps.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. If significant changes are made, we will notify you via email or through a notice on our website. Your continued use of Filo Mail constitutes acceptance of the revised policy.

15. Contact Us

If you have any questions or concerns about this Privacy Policy, please contact us at [email protected].

16. International Transfers & Data Residency

Primary region: Our production infrastructure is located in the United States (AWS). We do not currently host or store data in the EEA or the UK.

If you are located in the EEA/UK, your personal data will be transferred to and processed in the United States, and, where relevant, in other countries where our service providers operate.

Transfer safeguards: We rely on the EU Standard Contractual Clauses (SCCs) and the UK International Data Transfer Addendum (IDTA), along with technical and organizational measures (e.g., TLS 1.3 in transit, AES-256 at rest, AWS KMS key management, least-privilege access, and auditing).