Privacy Policy

Last updated: October 11, 2025

Quick Summary: We collect minimal data necessary to generate your emails and process PRO subscriptions. Your email content is stored temporarily (24 hours) and then automatically deleted. We comply with GDPR and respect your privacy rights. Account registration required. No email tracking, no data selling.

1. Introduction

Welcome to AI Email Generator. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our service. We are committed to protecting your privacy and complying with the EU General Data Protection Regulation (GDPR) and other applicable data protection laws.

By using our service, you agree to the collection and use of information in accordance with this policy.

2. Data Controller

For questions about your data:

Website: aigenemail.com
Contact: support@aigenemail.com
Privacy Requests: support@aigenemail.com

3. Information We Collect

3.1 Information You Provide

When you generate an email, we collect:

Email Generation Data: Email type (professional, follow-up, thank-you, apology, introduction, request, invitation, resignation, cover letter), recipient name/title, subject line, context details, tone preference (professional/friendly/formal/casual/persuasive), and length (short/medium/long)
Generated Email Content: The AI-generated email text stored in temp_emails/ directory for 24 hours, then automatically deleted
Subscription Information (PRO users only): Stripe subscription ID, payment status, subscription plan (monthly $9.99 or annual $69.99). We never see or store your credit card details—all payment processing is handled by Stripe
Account Information: Email address, password (hashed), and account preferences for authenticated users

3.2 Automatically Collected Information

Technical Data: Your IP address (used for rate limiting and abuse prevention, logged in temporary files)
Usage Limits: Daily usage counter stored locally in daily_limits/ directory (resets every 24 hours)
Cookies: Essential cookies for payment processing (Stripe) and cookie consent preferences (LocalStorage). Optional Google Analytics if you consent
Error Logs: Server logs for debugging and security (automatically rotated and cleaned up)

3.3 What We DON'T Collect

No marketing or tracking data (unless you enable analytics)
No marketing cookies
No social media tracking
No third-party advertising tracking

4. How We Use Your Information

We use your information ONLY for:

Service Provision: To send your input to Google Gemini API and generate your email using the gemini-2.5-flash model
User Authentication: To manage your account and provide personalized experience
Free Tier Management: To track your daily usage (3 free emails per day) by user account
Subscription Processing: To process PRO subscriptions ($9.99/month or $69.99/year) through Stripe and verify subscription status
Temporary Storage: To store your generated email for 24 hours so you can copy it
Security & Rate Limiting: To prevent abuse with rate limiting (60 requests per minute per IP)
Error Logging: For troubleshooting and improving service reliability (logs are rotated and deleted)

We do NOT: Analyze your data for marketing, train AI models on your emails, sell your data, share with third parties (except Stripe/Google for service provision), or use it for advertising.

5. Legal Basis for Processing (GDPR)

Under GDPR, we process your personal data based on the following legal grounds:

Contractual Necessity: Processing is necessary to provide our service to you
Legitimate Interests: To improve our service, prevent fraud, and ensure security
Consent: For non-essential cookies and analytics (where applicable)
Legal Obligation: To comply with applicable laws and regulations

6. Data Retention

We retain your data for these periods:

Generated Email Content: Automatically deleted after 24 hours by cleanup-old-emails.php cron job
Daily Usage Limits: Reset every 24 hours automatically
Subscription Records: Stored by Stripe (not by us) per their retention policies and legal requirements. We only store subscription ID reference
Error Logs: Rotated when reaching 5MB, kept for 30 days maximum, then deleted
Rate Limit Data: Cleaned up after 1 hour of inactivity
Analytics Data: If you consent to Google Analytics, data is retained per Google's policies (see their privacy policy)

7. Third-Party Services

7.1 Stripe (Payment Processing)

We use Stripe to process payments. Stripe collects and processes your payment information in accordance with their Privacy Policy. We do not store your credit card information.

7.2 Google Gemini API (AI Processing)

We use Google's Gemini API (gemini-2.5-flash model) to generate email content. Your input data (email type, recipient, subject, context, tone, length) is sent to Google's servers for processing. Google's use of this data is governed by their Privacy Policy and Gemini API Terms.

8. Your Rights Under GDPR

As a data subject in the EU/EEA, you have the following rights:

Right to Access: Request a copy of your personal data
Right to Rectification: Correct inaccurate or incomplete data
Right to Erasure ("Right to be Forgotten"): Request deletion of your data
Right to Restriction: Limit how we process your data
Right to Data Portability: Receive your data in a machine-readable format
Right to Object: Object to processing based on legitimate interests
Right to Withdraw Consent: Withdraw consent for cookie preferences
Right to Lodge a Complaint: File a complaint with your local data protection authority

Exercising Your Rights

To exercise any of these rights, please contact us at support@aigenemail.com with "GDPR Request" in the subject line. We will respond within 30 days.

9. Cookies and Tracking

9.1 Essential Cookies

LocalStorage is used to remember your cookie consent choice. These cannot be disabled as they're required for the website to function.

9.2 Payment Cookies

When you click "Pay & Unlock", Stripe sets cookies for secure payment processing. These are managed by Stripe, not by us.

9.3 Analytics Cookies

Google Analytics 4 is available but disabled by default. If you consent via Cookie Settings:

We use Google Analytics to understand how visitors use our site
IP anonymization is enabled
No personally identifiable information is collected
You can opt-out anytime via Cookie Settings

9.4 Managing Cookies

You can manage your cookie preferences through our Cookie Settings or your browser settings.

10. Data Security

We implement appropriate technical and organizational measures to protect your data:

HTTPS encryption for all data transmission
Secure server infrastructure
Access controls and authentication
Regular security audits and updates
Automatic data deletion after 24 hours

11. International Data Transfers

Your data may be transferred to and processed in countries outside the EU/EEA. We ensure adequate protection through:

Standard Contractual Clauses approved by the EU Commission
Adequacy decisions for certain countries
Service providers with strong data protection measures

12. Children's Privacy

Our service is not intended for users under the age of 16. We do not knowingly collect personal data from children. If we discover that we have collected data from a child, we will delete it immediately. No user registration is required, minimizing any risk of children's data collection.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by:

Posting the new Privacy Policy on this page
Updating the "Last updated" date
Notifying you of changes through this website (we do not send email notifications)

14. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us:

Privacy Requests: support@aigenemail.com
General Support: support@aigenemail.com

15. Supervisory Authority

If you are in the EU/EEA and have concerns about our data processing practices, you have the right to lodge a complaint with your local supervisory authority:

List of EU Data Protection Authorities

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