1. Who we are
DeclutrMail (“DeclutrMail”, “we”, “us”) is a Gmail cleanup service: it helps you decide, once per sender, what should happen to the email you no longer want — keep it, archive it, unsubscribe from it, deal with it later, or delete it. Reversible mail-moving actions have a defined undo window; a delivered unsubscribe request cannot be recalled.
For the purposes of the EU General Data Protection Regulation (GDPR), DeclutrMail is the data controller for the data described in this policy. For the purposes of India’s Digital Personal Data Protection Act, 2023 (DPDP Act), DeclutrMail is the Data Fiduciary. Contact details are in Section 12.
2. What we store — and what we never store
Our entire product is built around one boundary: We never fetch or store full email contents. The Gmail details DeclutrMail stores are listed below. The account and service records stored beyond those Gmail details are listed after it.
Gmail details DeclutrMail stores:
- Gmail message and conversation IDs
- Sender name and email address
- Subject line
- Gmail preview snippet (the short text shown in your inbox list)
- Date received
- Gmail labels
- Your Gmail label names
- Read or unread state
- Whether a message was sent by you
- Recipient email addresses from To and Cc on email you sent
- Unsubscribe links and whether one-click unsubscribe is supported
- Estimated Gmail message size
DeclutrMail never fetches or stores:
- Full email contents
- Email HTML
- Attachments
- Images embedded in emails
- Raw email source
- Email headers other than From, Subject, To, Cc, and unsubscribe information
The Gmail preview snippet above is the short text Gmail itself computes and shows in your inbox list (roughly 160 characters). We receive it directly from Gmail and never download the full email to produce it.
Beyond the Gmail details listed above, we also store: your Google account email address and display name (from sign-in), your DeclutrMail preferences and per-sender decisions, an activity log of the actions DeclutrMail performed on your behalf, and billing records (kept by Paddle, and by Razorpay for earlier rupee plans; see Section 8. We never see or store full card numbers.)
3. How we access your Gmail
DeclutrMail connects to your Gmail account through Google’s official API, only after you give permission on Google’s consent screen. We request one Gmail permission, gmail.modify, which Google classes as restricted, because DeclutrMail’s job is to change your email when you tell it to: archive, label, delete and unsubscribe.
- DeclutrMail requests only the listed Gmail details: sender, subject line, Gmail’s preview snippet, dates, labels, read or unread state, recipient addresses on mail you sent, unsubscribe information, and Gmail’s size estimate. We do not request full email contents or attachments.
- Before a manual action moves email, you see the count and what changes in Gmail. You can undo Archive, Later, and Delete from Activity until the deadline shown there. Deleted email also stays in Gmail Trash for up to 30 days unless you empty Trash sooner. A sent unsubscribe request cannot be taken back. Before an Autopilot rule starts, you see what it would do to email already in your inbox. Low-engagement Archive and new-sender Later always wait for your approval; other presets can act if you choose.
- OAuth tokens are encrypted at rest and are never included in data exports or sent to your browser.
- Apps that use a restricted Gmail permission go through Google’s independent CASA (Cloud Application Security Assessment) process. Google OAuth verification approved April 21, 2026. The approval covers the one restricted permission we request,
gmail.modify. Verification is recertified every year.
You can revoke DeclutrMail’s access at any time from DeclutrMail’s settings or directly from your Google account permissions page.
4. Google API Services — Limited Use disclosure
DeclutrMail’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. In plain terms:
- We only use Gmail data to provide and improve the user-facing features of DeclutrMail that you can see in the product.
- We do not sell Gmail data, and we do not use it for advertising of any kind.
- We do not transfer Gmail data to third parties except the subprocessors needed to run the service (Section 8), as required by law, or as part of a merger or acquisition with notice to you.
- Humans at DeclutrMail do not read your Gmail data, except with your explicit permission (for example, a support request you initiate), where required for security or abuse investigation, or where required by law.
- We do not use Gmail data to train generalized artificial-intelligence or machine-learning models.
5. How we use your data
We use the data described above to:
- Show you a per-sender view of your inbox and recommend cleanup decisions — driven by volume, your engagement, and rules you set. DeclutrMail does not use machine learning to predict email categories. Fixed product rules can automatically protect a sender when strong engagement signals, such as your reply history, cross the documented threshold; you can review and change that protection. Mail-changing automation follows rules you explicitly enabled.
- Execute the actions you approve (archive, unsubscribe, delete, label) on your Gmail.
- Keep an activity log so mail-moving actions are auditable and reversible during their undo window, and unsubscribe outcomes remain visible even though the request is one-way.
- Operate your subscription and billing.
- Send you transactional email about your account (sync status, receipts, security notices). Product-update email is optional and opt-out.
- Monitor errors and service health, and — with your consent — understand which features matter.
- Count visits to our public website pages in aggregate, without cookies (Section 6).
7. Data retention and deletion
If you send a support request, we process the text you provide and your account email address to reply. Requests wait in our delivery queue; successful jobs are removed after our email provider accepts them. Failed jobs are kept for troubleshooting, with cleanup configured for seven days or 1,000 failed jobs as queue activity continues. This is not an exact deletion deadline. Delivered correspondence remains in our support mailbox. This feature does not automatically attach Gmail messages or diagnostic bundles.
You can leave cleanly through three self-serve controls in Settings:
- Disconnect an inbox — revokes our Google access and stops all syncing for that inbox. Your historical activity log is kept so you can reconnect later.
- Delete an inbox’s data — disconnects that inbox and permanently removes its saved email details and related DeclutrMail data. Gmail itself is unchanged; narrowly scoped pseudonymous security and deletion evidence remains under its stated retention policy.
- Delete your DeclutrMail account — removes all inboxes, all activity, all preferences, and your account itself. Deletion becomes permanent after the scheduled grace/undo window, or immediately when you explicitly waive those windows; there is no recovery after the purge runs.
We retain a permanent Founding promotion allocation reference: the payment provider and subscription identifier, without your email address, workspace identifier, or Gmail data. This keeps a used Founding seat from returning after a refund or account deletion.
Account deletion waits at least 7 days, during which you can change your mind. It also waits for any open undo window, so that “undo always works for its full window” stays true. Undo windows run 30 days on every plan, so if you have acted recently your deletion is scheduled up to 30 days out rather than 7 — this is the normal case, not an exception. If you want deletion sooner, you can explicitly waive the grace period and any remaining undo windows with a typed confirmation during the deletion flow — deletion then takes effect immediately. Once deletion is scheduled, syncing stops immediately.
From Settings → Privacy & Data, you can export mailbox email/status/connection details, sender records and standing decisions, the listed email details, and your decision/activity history as JSON. Dataset-specific CSVs are available for messages, senders, and decisions. The export does not include app preferences, billing records, message bodies, attachments, or OAuth tokens.
AI processing
We use Anthropic, PBC to generate short pieces of text in two features. Anthropic processes this data on our instructions to provide those features.
Suggestion explanations (every plan, including Free). We may send the sender’s display name and email domain, the suggested choice and how confident the rule is, the rule’s name, the numbers behind it (monthly email volume and the share you marked read), and the Gmail category. We send these only after you allow AI in the app, and you can turn it off in Settings → AI; until then, explanations are written from our rules. We never send subject lines, preview snippets, email contents or attachments for this feature.
Daily Brief (part of Pro; waitlist only for new accounts). Only after you allow it in the app, we may send the sender, subject line and Gmail preview snippet of each email the Daily Brief covers, plus the counts needed to write it. We never send full email contents, email HTML, attachments, embedded images or raw email source. If you don’t allow it, or you turn it off later in Settings → AI, your Daily Brief is written without AI.
Anthropic states that standard API inputs and outputs are deleted within 30 days, except where longer retention is required for usage-policy enforcement or law, or different contract terms apply.
We do not use Gmail data to train generalized artificial-intelligence or machine-learning models. Anthropic sets its own retention and training terms.
No one at DeclutrMail looks at what is sent to Anthropic, except as described in Section 4.
8. Subprocessors
We use a small set of infrastructure providers to run DeclutrMail. Each processes data only on our instructions:
| Provider | Purpose |
|---|---|
| Google Cloud | Application hosting, Gmail access, and notifications |
| Supabase | Postgres database (the data listed in Section 2) |
| Vercel | Web application hosting; cookieless page-view counts on public website pages |
| Upstash Redis | runs background tasks, like scanning your Gmail. It never stores the contents of your Gmail messages. |
| Sentry | Error monitoring (no message content in events) |
| PostHog | Product analytics — only with your cookie consent; no Gmail message data |
| Anthropic | Only if you allow AI in the app: suggestion explanations on every plan (sender name and domain, the suggestion and its numbers, Gmail category) and Daily Brief summaries (sender, subject line and Gmail preview snippet). Never full email contents. See AI processing. |
| Brandfetch | Sender logos. We send only a sender’s email domain (for example, example.com) — never your address, your account, or any message. A sender’s domain reaches Brandfetch only when neither the sender’s own published logo record nor its website gives us a usable logo. Domains are looked up whether or not the sender is a brand, for all DeclutrMail users at once rather than once per user, and re-checked after a cache period. |
| Resend | Service email delivery. If you enable Daily Brief ready emails, Resend receives section counts and a link, without Gmail subjects, previews or sender identities. |
| Paddle | Merchant of record and reseller: payment, tax and invoices |
| Razorpay | Payment processing for earlier rupee plans (no new purchases) |
Only if you allow AI in the app: to write a short explanation for a suggestion, on any plan, DeclutrMail can send Anthropic the sender’s name and domain, the suggested choice and the rule behind it, the numbers behind it, and the Gmail category. It does not send subject lines, preview snippets, or full email contents for this explanation. To write your Daily Brief, DeclutrMail can send Anthropic the sender, subject line, and Gmail’s short preview snippet. It never sends the full contents of an email. You can turn AI off in Settings → AI.
We will update this list before adding a new subprocessor that handles personal data.
9. Your rights (GDPR and DPDP)
If you are in the European Economic Area or the United Kingdom, you have the rights the GDPR gives you: access, rectification, erasure, restriction, portability, and objection. Most of these are self-serve in the product (export and deletion in Settings → Privacy & Data); for anything else, email us. You also have the right to lodge a complaint with your local supervisory authority.
If you are in India, the DPDP Act, 2023 applies: DeclutrMail is the Data Fiduciary, and processing is based on your explicit consent given when you connect your Gmail account, for the lawful purpose of providing the email cleanup service described here. As a Data Principal you have the right to access, correct, and erase your personal data, and the right to grievance redressal. You may withdraw consent at any time by disconnecting your inbox or deleting your account. In the event of a personal data breach affecting you, we will notify you and the Data Protection Board of India as the Act requires.
Grievance officer and privacy contact: privacy@declutrmail.com. We respond within 30 days.
10. Security
All data is encrypted in transit (TLS) and at rest. OAuth tokens are additionally envelope-encrypted with a managed key service. Access to production systems is limited and logged. We don’t fetch or store full email contents or attachments, so there’s no message body in our systems to leak. Subject lines and Gmail preview snippets can still contain sensitive information, so we list and protect them explicitly.
11. Changes to this policy
When we make a material change — a new data type, a new subprocessor, a change in how we access Gmail — we will update this page, change the date at the top, and notify you by email before the change takes effect. We will never silently expand what we store.
12. Contact
Privacy questions and data requests: privacy@declutrmail.com
General support: support@declutrmail.com