EmailCategorizer
Install Workspace Add-on

Privacy Policy

Effective Date: December 11, 2025 | Last Updated: December 11, 2025

1. Introduction

Welcome to EmailCategorizer. We are committed to protecting your privacy and being transparent about how we handle your data. EmailCategorizer is a Google Workspace Add-on operated by EmailCategorizer, based in Germany, that helps you automatically organize your Gmail inbox using AI-powered label assignment.

This Privacy Policy explains what information we collect, how we use it, and your rights regarding your personal data. By using EmailCategorizer, you agree to the practices described in this policy.

2. Information We Collect

2.1 Account Information

When you use EmailCategorizer, we collect:

  • Name and email address from your Google account
  • Google account ID for authentication purposes

2.2 Email Data Processed

To categorize your emails, we process:

  • Email sender information (From header)
  • Email subject lines
  • Email snippets (preview text)

Important: We do NOT access or store full email body content or attachments. We only analyze the sender, subject, and snippet to suggest appropriate labels.

2.3 Usage Data

We maintain audit logs that include:

  • Email IDs and assigned label IDs
  • Records of which emails have been processed

This prevents duplicate categorization and ensures the service functions correctly.

2.4 Contact Messages

When you submit feedback or support requests through our contact form, we store your messages to respond to your inquiries.

2.5 What We DON'T Collect

We want to be clear about what we do NOT collect:

  • Full email content beyond snippets
  • Email attachments
  • Cookies or tracking technologies
  • Browsing behavior on our website
  • Location data
  • Device information

3. How We Use Your Information

We use the collected information for the following purposes:

  • Authentication: Verify your identity via Google OAuth to securely access the add-on
  • Email Categorization: Analyze email metadata to suggest appropriate Gmail labels using AI
  • Service Improvement: Track processed emails to avoid duplicate categorization
  • Support: Respond to your inquiries, feedback, and support requests
  • Service Operations: Maintain, improve, and optimize the add-on functionality

4. Legal Basis for Processing (GDPR)

As EmailCategorizer is operated from Germany and processes data from users worldwide, including EU residents, we process your personal data based on the following legal grounds:

  • Consent: By installing and using the add-on, you consent to the data processing described in this policy
  • Legitimate Interests: Processing is necessary to provide the core email categorization service you requested
  • Contract Performance: Processing is necessary to fulfill our service agreement with you

5. Data Storage and Security

5.1 Where Data is Stored

Your data is stored in:

  • Cloudflare D1 database: User accounts, audit logs, and contact messages
  • Cloudflare's global network infrastructure: Distributed for performance and reliability

5.2 Security Measures

We implement industry-standard security measures to protect your data:

  • Encrypted data transmission using HTTPS/TLS
  • Secure authentication via Google OAuth 2.0
  • OAuth access tokens are temporary and NOT stored in our database
  • Access controls and authentication requirements for all data access
  • Regular security monitoring and updates

5.3 Data Retention

  • User data is retained as long as you actively use the service
  • Audit logs are maintained to ensure proper service functionality and prevent duplicate processing
  • Upon deletion request, all data is permanently removed within 30 days

6. Third-Party Services and Data Sharing

We DO NOT sell, rent, or trade your data with third parties.

We only share data with the following service providers necessary to operate EmailCategorizer:

6.1 Google Services

  • Used for OAuth authentication and Gmail API access
  • Required for the add-on to function
  • Subject to Google's Privacy Policy

6.2 Cloudflare Workers AI

We use Cloudflare Workers AI to process email metadata for categorization. Cloudflare provides strong privacy commitments (source):

  • You own your data: All inputs and outputs are your Customer Content
  • No data sharing: Cloudflare does NOT share your data with other customers
  • No model training: Cloudflare does NOT use your data to train AI models
  • No service improvement: Cloudflare does NOT use your data to improve their services
  • No storage: Data is not stored by Cloudflare AI beyond active processing

Subject to Cloudflare's Privacy Policy

6.3 Cloudflare D1

  • Database storage for user accounts and audit logs
  • Subject to Cloudflare's data processing agreements and privacy commitments

7. Data Retention and Deletion

7.1 How Long We Keep Your Data

  • User account data is retained as long as necessary to provide the service
  • Audit logs are retained to prevent duplicate email processing and ensure service quality
  • Contact messages are retained for support and service improvement purposes

7.2 Your Right to Deletion

You have the right to request complete deletion of your data at any time:

  • Submit deletion requests via our contact form
  • We will process deletion requests within 30 days
  • Upon deletion, all personal data, audit logs, and associated records are permanently removed
  • Deletion is irreversible and you will need to re-authorize the add-on if you wish to use it again

8. Your Rights (GDPR Compliance)

As a user of EmailCategorizer, you have the following rights under GDPR and applicable data protection laws:

  • Right to Access: Request a copy of your personal data we hold
  • Right to Rectification: Request correction of inaccurate or incomplete data
  • Right to Erasure: Request deletion of your data ("right to be forgotten")
  • Right to Data Portability: Request your data in a machine-readable format
  • Right to Object: Object to processing of your personal data
  • Right to Restrict Processing: Request limitation of data processing under certain circumstances
  • Right to Withdraw Consent: Withdraw your consent at any time without affecting prior processing

How to Exercise Your Rights:

Submit your request through our contact form. We will respond to your request within 30 days and provide the requested information or action free of charge in most cases.

9. International Data Transfers

  • EmailCategorizer is available to users worldwide
  • Data may be processed and stored through Cloudflare's global network infrastructure
  • Cloudflare maintains appropriate technical and organizational safeguards for international data transfers
  • All data transfers comply with GDPR requirements, including Standard Contractual Clauses where applicable

10. Children's Privacy

  • EmailCategorizer does not have specific age restrictions
  • Google Workspace accounts typically require appropriate age verification or organizational authorization
  • We do not knowingly collect data from children without proper authorization through their Google Workspace account
  • If you believe we have inadvertently collected data from a child without proper authorization, please contact us immediately via our contact form

11. Automated Decision-Making

EmailCategorizer uses AI-powered automated decision-making for email categorization:

  • Cloudflare Workers AI analyzes email metadata to suggest appropriate label assignments
  • This is an automated categorization process based on email sender, subject, and snippet
  • You maintain full control: Emails that cannot be confidently categorized remain in your inbox for manual review
  • You can manually recategorize, relabel, or move any email at any time within Gmail
  • The AI does not make decisions that have legal or similarly significant effects

12. Changes to This Privacy Policy

  • We may update this Privacy Policy periodically to reflect changes in our practices, technology, legal requirements, or other factors
  • Changes will be posted on this page with an updated "Last Updated" date at the top
  • We encourage you to review this policy periodically to stay informed about how we protect your data
  • Your continued use of EmailCategorizer after changes are posted constitutes your acceptance of the updated policy
  • For material changes that significantly affect your rights, we will make reasonable efforts to notify users through the add-on or other appropriate channels

13. Contact Us

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

  • Contact Form: Contact
  • Operator: EmailCategorizer
  • Location: Germany

For privacy-related requests (data access, deletion, rectification, or exercising any of your GDPR rights), please use our contact form with a clear description of your request. We will respond within 30 days.

Note: This Privacy Policy is effective as of December 11, 2025. We are committed to transparency and compliance with applicable data protection laws, including GDPR. As EmailCategorizer grows, we will continue to review and update our privacy practices.