Privacy policy

Last updated: October 21, 2026

OwnMailer is an email workspace for sales teams: it sends mail from your own mailbox, tracks opens and clicks, shows your whole mailbox, and keeps customer records. This policy explains what data OwnMailer handles, why, and what you can do about it. Questions: support@ownmailer.com.

What we collect

• Your account. Name, email address, team, role, and a hash of your password (never the password itself).
• Your mailbox connection. For Gmail and Outlook, the long-lived token the provider gives us when you sign in; for other mailboxes, the app password or authorization code you enter. These are encrypted before they are stored, with a key kept outside the database.
• Your mailbox. Folders and message headers (sender, recipients, subject, date, read and starred state), and message bodies and attachments when you open a conversation or a reply to your mail arrives.
• Mail you send. The messages, attachments, templates, signatures and drafts you write in OwnMailer.
• Customer records. Companies, contacts and notes you or your team enter.
• Tracking data about recipients. When a recipient opens a tracked message or clicks a tracked link: time, IP address, approximate location derived from the IP address, and browser user agent.

How we use it

Only to provide the features you use: sending your mail, showing your mailbox and keeping it in step with the provider, applying the rules you set, detecting replies, showing opens and clicks, and keeping customer records. We do not sell data, do not show ads, and do not use your mail or customer data to train artificial intelligence models.

Who can see your data

Inside OwnMailer:

• Each person sees their own mailbox. Mail in it that has nothing to do with a customer is visible to no one else.
• Within a team, the team's managers decide for each role (manager, sales rep) whether people see the whole team's customers and sent mail, or only their own: their own customers, the ones colleagues shared with them, and the shared pool; the mail they sent, and mail to customers they can open. By default managers see the whole team's and sales reps only their own.
• On a customer's page, people who can open that customer also see the conversations team members' mailboxes have with that customer's contacts (read-only), so colleagues can take over and work together. The team's managers can turn this off.
• Teams cannot see each other's data.
• OwnMailer's site administrator account sees only which teams and accounts exist, in order to suspend or restore a team. It cannot see any team's customers or mail, not even counts.

On the server: OwnMailer receives and sends your mail, detects replies, and records opens and clicks on our server, so your data is stored there and is not end-to-end encrypted. The people who can log in to the server (currently one person, OwnMailer's founder) can technically access it. We commit to not looking at your mail, customer records or tracking data except (1) when you ask us to for support and agree to it, and then only at what the problem needs; (2) for security, such as investigating abuse, attacks or a data breach; (3) when required by law. Mailbox codes and tokens are encrypted, with the key stored separately from the database.

Google user data

If you connect a Google account, OwnMailer asks for permission to send mail as you (gmail.send), to read your mailbox (gmail.readonly), to change labels and move messages (gmail.modify), and to permanently delete the messages you delete for good in OwnMailer (https://mail.google.com/), plus your basic profile (name and email address).

• We read your Gmail messages to show your inbox and folders in OwnMailer, keep them in step with Gmail, find replies to mail you sent, and apply rules you created.
• We change your Gmail only when you act in OwnMailer (for example, mark as read, star, archive, move, delete) or when a rule you created does.
• We send mail through Gmail only when you send it from OwnMailer.
• No person at OwnMailer reads your Gmail data, unless you ask us to for support, it is needed for security purposes such as investigating abuse, or it is required by law.
• We do not transfer Google user data to others except as needed to provide these features, for security, or to comply with the law, and never for advertising.
• We do not use Google user data to develop, improve, or train artificial intelligence or machine learning models.
• Gmail data is stored on our server only while it is needed for these features. Disconnecting Gmail stops access right away; permanently deleting a message in OwnMailer removes our copy; your whole account and its data are deleted on request (see below).

OwnMailer'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.

Microsoft user data

If you connect a Microsoft account (Outlook, Hotmail, Microsoft 365), OwnMailer asks for permission to send mail as you (Mail.Send) and to access your mailbox over IMAP (IMAP.AccessAsUser.All), plus your basic profile. We use this access in the same limited ways as Google data above.

Who else processes data

• Your mailbox provider (Google, Microsoft, or the company that runs your mailbox), when OwnMailer reads or sends your mail.
• Resend, which delivers OwnMailer's own system emails such as invitations and password resets.
• The hosting provider of the server OwnMailer runs on, and Cloudflare, which provides our DNS.

Storage and security

Data is stored on a server we operate in Los Angeles, United States, and travels over encrypted connections (HTTPS, and TLS to mail servers). Mailbox tokens and passwords are encrypted at rest. Data is not end-to-end encrypted (see "Who can see your data"). We back up the database before each software update; the backup is kept on the same server, and only the latest one is kept.

Keeping and deleting data

• When you disconnect a mailbox, we delete its stored token or password and stop syncing it. Copies of messages already synced stay in your OwnMailer account until you ask us to delete them.
• You can revoke OwnMailer's access at any time in your Google account (myaccount.google.com/permissions) or Microsoft account settings.
• To delete your account and all associated data, or to get a copy of it, email support@ownmailer.com. We will do so within 30 days. Because we keep only the latest backup, deleted data is gone from backups no later than the next backup.

Recipients of tracked mail

If you received a message sent through OwnMailer, the sender may see when you opened it or clicked its links, from what approximate location, and on what kind of device. Blocking remote images in your mail client prevents open tracking. You can contact us to ask about data concerning you.

Cookies

OwnMailer keeps your sign-in in your browser's storage. We use no advertising or third-party analytics cookies.

Changes

We will post changes to this policy on this page and update the date above. Significant changes will be announced in the app.