Privacy Policy

1. Who We Are

Ackmail ("we", "us", "our") is an Outlook add-in that allows users to set and view acknowledgement statuses on email threads without sending reply emails. Ackmail is operated by Robel Tesfamariam.

If you have any questions about this Privacy Policy, contact us at: support@ackmail.io

2. What Data We Collect

When you use Ackmail, we collect and store the following data:

• Microsoft account information — your display name and email address, obtained through Microsoft OAuth login.
• Email thread identifiers — a unique ID for each email thread where you set a status. We do not read or store the content of your emails.
• Status updates — the statuses you set (e.g. "Seen", "Working on it", "Completed") along with optional ETA text and timestamps.
• Recipient lists — email addresses of To and CC recipients on threads where Ackmail is used, for the purpose of showing thread status summaries.
• Authentication tokens — Microsoft OAuth access and refresh tokens, stored securely to maintain your session and send notifications on your behalf.
• Notification logs — records of notifications sent through Ackmail (e.g. ETA reminders, nudges), including sender and recipient email addresses.

We do not read, store, or process the body content, subject lines, or attachments of your emails.

3. How We Use Your Data

We use the data we collect solely to provide the Ackmail service:

• To authenticate you using your Microsoft account
• To save and display status updates on email threads
• To show thread status summaries to senders and recipients
• To send ETA reminders and nudge notifications
• To support the approval workflow feature
• To maintain and improve the reliability of the service

We do not use your data for advertising, profiling, or any purpose other than operating the Ackmail service.

4. How We Share Your Data

We do not sell, rent, or trade your personal data to any third party.

We share data only with the following service providers who help us operate Ackmail:

• Supabase — our database provider, where status data is stored. Data is stored in the US East region. Supabase Privacy Policy
• Microsoft Azure — for authentication via Microsoft OAuth. Microsoft Privacy Policy
• Render — our backend hosting provider. Render Privacy Policy
• Vercel — our frontend hosting provider. Vercel Privacy Policy

We may disclose your data if required by law or to protect the rights and safety of Ackmail and its users.

5. Data Retention

We retain your data for as long as you use Ackmail. If you request deletion of your account and data, we will remove all personally identifiable information within 30 days.

Status records older than 12 months may be automatically archived or deleted to keep the service performant.

6. Your Rights

You have the right to:

• Access — request a copy of the data we hold about you
• Correction — request correction of inaccurate data
• Deletion — request deletion of your data ("right to be forgotten")
• Portability — request your data in a machine-readable format
• Objection — object to how we process your data

To exercise any of these rights, email us at support@ackmail.io and we will respond within 30 days.

7. Security

We take the security of your data seriously. Ackmail uses:

• HTTPS encryption for all data in transit
• JWT tokens for secure authentication
• Row Level Security (RLS) on our database
• Microsoft OAuth for identity verification — we never store your Microsoft password
• Environment variable management for all sensitive credentials

No system is 100% secure. If you discover a security vulnerability, please report it to support@ackmail.io.

8. Cookies and Local Storage

Ackmail uses session storage in your browser to maintain your login state within a single browser session. This data is cleared when you close your browser or log out.

We do not use tracking cookies or third-party analytics cookies.

9. Microsoft Graph API Usage

Ackmail uses the Microsoft Graph API with your permission to:

• Read your profile information (name and email address)
• Send notification emails on your behalf for ETA reminders and nudges

You can revoke Ackmail's access to your Microsoft account at any time by visiting myapps.microsoft.com and removing Ackmail from your connected apps.

10. Children's Privacy

Ackmail is designed for professional use in workplace environments. We do not knowingly collect data from anyone under the age of 16. If you believe a minor has provided us with personal data, please contact us at support@ackmail.io.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify users of significant changes by updating the "Last updated" date at the top of this page. Continued use of Ackmail after changes constitutes acceptance of the updated policy.

12. Contact Us

If you have any questions about this Privacy Policy or how we handle your data:

• Email: support@ackmail.io
• Website: ackmail.io