Privacy
Privacy Policy
Last updated: 9 August 2026
Your privacy matters to us.
This Privacy Policy explains how KateMail ("KateMail", "we", "us" or "our") collects, uses, stores and shares information when you use KateMail.app and related services (the "Service").
KateMail is designed to help you organise, understand and retrieve information from emails you choose to send or forward to the Service.
By using KateMail, you acknowledge the practices described in this Privacy Policy.
1. Information we collect
The information we collect depends on how you use KateMail.
Account information
If you sign in using Google, we may receive basic account information that you authorise Google to provide, such as:
- your name;
- your email address;
- your profile image; and
- an identifier associated with your Google account.
We use this information to create and authenticate your KateMail account.
Signing in with Google does not, by itself, give KateMail access to your Gmail inbox or other emails in your Google account.
Emails become available to KateMail only when they are sent or forwarded to the Service through the email features you configure or use.
Email content
When an email is sent or forwarded to KateMail, we may process and store information contained in that email, including:
- the email body;
- sender and recipient information;
- subject;
- dates and timestamps;
- message and routing information;
- attachments, where supported; and
- other information contained in or associated with the message.
Emails can contain personal information about you and other people.
Information generated by KateMail
When KateMail analyses your content, we may create and store information derived from it, such as:
- reminder suggestions;
- tags;
- summaries;
- extracted dates and other structured information;
- search indexes or representations used to retrieve information;
- Ask Kate queries and responses; and
- other information needed to provide KateMail features.
These generated items may themselves contain personal information if they are based on personal information contained in your emails.
Billing information
If you purchase a paid subscription, payments are processed using Stripe.
Stripe may collect information such as your:
- name;
- email address;
- billing information;
- payment method details; and
- transaction information.
KateMail does not need to store your full payment card number.
We may receive and store information from Stripe that is necessary to manage your subscription, such as:
- Stripe customer and subscription identifiers;
- your subscription plan;
- payment and subscription status;
- billing period;
- renewal information; and
- transaction status.
Technical and usage information
When you access KateMail, we and our infrastructure providers may automatically process technical information such as:
- IP address;
- browser and device information;
- pages or features accessed;
- timestamps;
- request and error information;
- authentication activity; and
- security and diagnostic logs.
We use this information to operate, secure and troubleshoot the Service.
2. How we use information
We use information collected through KateMail to:
- provide and operate the Service;
- receive and process emails;
- authenticate your account;
- analyse email content;
- generate reminders, tags and other suggestions;
- provide search and Ask Kate;
- manage subscriptions and payments;
- enforce plan and usage limits;
- maintain and improve the reliability of the Service;
- detect and prevent fraud, abuse and security threats;
- investigate technical problems;
- provide customer support;
- communicate with you about your account or the Service;
- comply with legal obligations; and
- protect the rights, security and integrity of KateMail and its users.
We may also use aggregated or de-identified information to understand how KateMail is used and improve the Service where that information no longer reasonably identifies an individual.
3. AI and your email content
KateMail uses artificial intelligence to provide features such as:
- understanding email content;
- extracting useful information;
- suggesting reminders;
- suggesting tags;
- generating summaries;
- supporting search and retrieval; and
- answering questions through Ask Kate.
To provide these features, relevant portions of your email content, attachments, questions or stored information may be processed using Cloudflare Workers AI and related Cloudflare services.
We do not train AI models on your emails
KateMail does not use the contents of your emails, attachments or Ask Kate conversations to train AI models.
Your personal emails are provided to AI systems for the purpose of delivering KateMail features to you, not for creating advertising profiles or training general-purpose AI models.
We may use non-content operational information, aggregated information or feedback you deliberately provide to improve KateMail itself.
4. Google Sign-In
KateMail uses Google authentication to allow you to sign in securely.
When you choose "Sign in with Google", Google provides KateMail with the account information you authorise for authentication.
KateMail uses Google account information only for purposes such as:
- identifying you;
- creating your KateMail account;
- signing you in;
- securing your account; and
- communicating with you about the Service where necessary.
Using Google Sign-In does not give KateMail general access to your Gmail mailbox.
KateMail does not use Google account information for advertising or sell it to third parties.
Your use of Google services remains subject to Google's own terms and privacy practices.
5. Payments and Stripe
KateMail uses Stripe to process subscription payments and manage billing.
When you enter payment information, that information may be provided directly to Stripe rather than stored by KateMail.
Stripe processes payment information under its own privacy practices.
We receive from Stripe the information necessary to:
- confirm payments;
- activate and manage subscriptions;
- determine your subscription status;
- process cancellations and refunds;
- respond to billing issues; and
- maintain transaction records where required.
We do not use your payment information for advertising.
6. Cloudflare
KateMail is hosted using Cloudflare infrastructure.
Cloudflare services may be used for functions including:
- hosting and running the application;
- storing KateMail data;
- receiving and processing requests;
- email processing;
- security;
- AI processing;
- search and retrieval infrastructure; and
- other technical functions required to provide the Service.
This means information processed through KateMail may be processed by Cloudflare on our behalf as part of providing these services.
7. When we share information
We do not sell your personal information.
We do not sell email content, attachments or information derived from your emails.
We may disclose information in the following circumstances.
Service providers
We share information with service providers only where reasonably necessary to operate KateMail.
Our key providers currently include:
- Cloudflare, for infrastructure, storage, email-related infrastructure and AI processing;
- Stripe, for subscription billing and payments; and
- Google, for account authentication.
Each provider processes information according to its own contractual and privacy obligations.
Legal requirements
We may disclose information where we reasonably believe disclosure is necessary to:
- comply with applicable law, regulation, court order or valid legal process;
- respond to lawful requests from public authorities;
- protect the rights or safety of KateMail, our users or others;
- investigate fraud, abuse or security incidents; or
- establish, exercise or defend legal claims.
Where legally permitted and reasonably practicable, we will seek to protect user privacy when responding to requests for information.
Business changes
If KateMail is involved in a merger, acquisition, restructuring, financing or sale of all or part of the Service, information may be transferred as part of that transaction.
Any successor would remain responsible for handling personal information in accordance with applicable privacy law and any commitments applying to the information at the time of transfer.
8. We do not use email content for advertising
KateMail does not analyse the contents of your emails or Ask Kate conversations in order to show you targeted advertising.
We do not sell your email content to advertisers.
We do not provide advertisers with access to your KateMail inbox.
If KateMail introduces advertising or materially changes these practices in the future, we will update this Privacy Policy and provide appropriate notice where required.
9. Cookies and similar technologies
KateMail may use cookies or similar technologies where necessary for:
- authentication;
- maintaining your session;
- security;
- remembering essential settings; and
- operating the Service.
Google and Stripe may also use cookies or similar technologies when you interact with their authentication or payment services.
If we introduce non-essential analytics, advertising or tracking technologies that require consent under applicable law, we will provide appropriate controls.
10. How long we keep information
We retain personal information only for as long as reasonably necessary for the purposes described in this Privacy Policy.
In general:
- account information is retained while your KateMail account remains active;
- emails and associated information are retained while they remain stored in your account;
- AI-generated information associated with your emails may be retained while the related information remains part of your account;
- subscription and transaction records may be retained as necessary for billing, accounting, fraud prevention and legal obligations; and
- security and technical logs may be retained for a reasonable period for security, troubleshooting and operational purposes.
If you delete information or close your account, we will delete or de-identify information that is no longer required, subject to reasonable technical limitations and any legal, security, fraud-prevention or accounting obligations that require us to retain particular information.
Deleted information may remain temporarily in backups or system logs before being removed through normal retention processes.
We retain the email address used to send account-deletion receipts for up to 30 days after the receipt reaches a terminal delivery state, then remove that delivery record. Content-free deletion audit records may be retained longer where required.
11. Account deletion
You may request deletion of your KateMail account and associated personal information.
Where account deletion is available within KateMail, you may use that functionality directly. You can also contact:
Following a valid deletion request, we will delete or de-identify personal information associated with your account unless we need to retain particular information for legitimate legal, security, fraud-prevention, dispute-resolution or financial-record purposes.
Deleting your KateMail account does not necessarily cause third parties such as Stripe or Google to delete information they independently hold under their own privacy policies and legal obligations.
12. Your privacy rights
Depending on where you live, privacy laws may give you rights relating to your personal information.
These may include the right to:
- access personal information we hold about you;
- correct inaccurate information;
- request deletion of your information;
- obtain a copy of certain information;
- restrict or object to certain processing;
- withdraw consent where processing is based on consent;
- request portability of certain information; and
- complain to an appropriate privacy or data-protection authority.
These rights vary by jurisdiction and may be subject to exceptions.
To make a privacy request, contact:
We may need to verify that you are the account holder before fulfilling a request.
We will respond in accordance with the requirements applicable to your request.
13. Legal bases for processing
Where applicable law requires us to identify a legal basis for processing personal information, we generally process information because:
It is necessary to provide the Service
For example, we need to process an email you send to KateMail in order to analyse, store, search or organise it.
It is in our legitimate interests
We may process limited information where reasonably necessary to:
- operate and secure KateMail;
- prevent fraud and abuse;
- diagnose technical problems;
- maintain and improve Service reliability; and
- protect our users and infrastructure.
We consider these interests against the privacy rights of affected individuals.
You have given consent
Where applicable, we may rely on your consent for a particular type of processing. You may withdraw that consent where the law gives you that right.
We have a legal obligation
We may process or retain information when required to comply with applicable laws or lawful requests.
14. International processing
KateMail is available to users in multiple countries.
Our service providers operate infrastructure internationally. As a result, personal information may be processed in countries other than the country where you live.
Privacy and data-protection laws may differ between countries.
Where applicable law requires safeguards for international transfers of personal information, we take appropriate steps or rely on mechanisms made available by our service providers to support those transfers.
15. Information about other people
Emails you send to KateMail may contain personal information about people who do not have a KateMail account.
For example, an email may contain a sender's:
- name;
- email address;
- contact information;
- correspondence;
- appointment information; or
- other personal information.
You are responsible for using KateMail appropriately and for ensuring that you are permitted to provide information to the Service.
KateMail processes this information primarily to provide the Service requested by the KateMail account holder.
We do not use personal information about email correspondents to advertise to them or create independent marketing profiles about them.
16. Security
We use reasonable technical and organisational measures designed to protect information processed through KateMail against unauthorised access, loss, misuse, alteration or disclosure.
These measures may include access controls, authentication, infrastructure security and other safeguards appropriate to the Service.
However, no online service or method of electronic storage can guarantee absolute security.
You can help protect your information by:
- keeping your account secure;
- protecting the email accounts you use with KateMail;
- using secure authentication methods; and
- notifying us if you suspect unauthorised access.
17. Children
KateMail is not intended for children under 18.
We do not knowingly provide KateMail accounts to children under 18.
If you believe a child has provided personal information to KateMail inappropriately, contact us at support@katemail.app.
18. Changes to this Privacy Policy
We may update this Privacy Policy as KateMail develops or as legal, technical or business requirements change.
The latest version will always be published on this page with its most recent update date.
If we make a material change to how we use personal information, we will take reasonable steps to notify affected users where appropriate or required by law.
19. Contact us
If you have questions, concerns or requests relating to privacy or your personal information, contact: