Privacy Policy

1. Introduction

Artificial Outreach ("Company," "we," "us," or "our") operates the artificialoutreach.com website and the AI Product Manager service (collectively, the "Service"). This Privacy Policy explains our practices regarding the collection, use, disclosure, and safeguarding of your information when you use our Service, including how we handle Gmail data through our sales engineering features.

2. Information We Collect

We may collect information about you in a variety of ways. The information we may collect includes:

Personal Data via Google OAuth (Gmail):

When you authorize Artificial Outreach to access your Gmail account, we collect email data on-demand to power our sales engineering features, specifically:

• •Email message content (subject, body, sender, recipient)
• •Attachments (downloaded for processing proposal requests and case information)
• •Limited email metadata (timestamp, labels)

Important: We do NOT store raw email content or attachments. See Section 7 (Data Retention) for details on how we handle email data.

Other Information:

• •Personal Data: Name, email address, phone number, and other information you voluntarily provide through forms
• •Usage Data: Browser type, IP address, pages visited, time and date of visit, and other technical information
• •Cookies and Similar Technologies: We use cookies to enhance your experience and understand how you use our Service
• •Communication Data: When you contact us, we may collect and retain records of that communication

3. How We Use Your Information

How We Use Gmail Data:

We use Gmail data exclusively for:

• •Case Management: Reading incoming emails to identify and track sales engineering cases and proposal requests
• •Email Processing: Extracting customer information, attachment data, and project requirements from emails
• •Automated Responses: Sending follow-up emails, status updates, and case notifications
• •Attachment Processing: Downloading and analyzing proposal requests, contracts, or documents to create case records

The processed results of this analysis (e.g., extracted customer data, case records, proposal summaries) are stored in our database. The original email content is not stored.

What We Do NOT Do with Gmail Data:

• •We do not store raw email content or full email threads
• •We do not store attachment files beyond the processing session
• •We do not share email data with any third parties
• •We do not use email data for advertising, marketing, or analytics
• •We do not analyze email content for any purpose beyond the sales engineering workflow
• •We do not combine email data with other user data for profiling

How We Use Other Information:

• •To provide, maintain, and improve our Service
• •To send transactional and administrative emails
• •To respond to your inquiries and provide customer support
• •To analyze usage patterns and improve user experience
• •To comply with legal obligations and enforce our agreements

4. Data Security

We implement appropriate administrative, technical, and physical safeguards to protect your personal information against unauthorized access, alteration, disclosure, or destruction. However, no method of transmission over the Internet or electronic storage is completely secure, and we cannot guarantee absolute security.

5. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to track activity on our Service and maintain certain information. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our Service.

We use a cookie notice to obtain your consent before using non-essential cookies. Your preferences are stored in your local browser storage for future visits.

6. Third-Party Links

Our Service may contain links to third-party websites and services that are not operated by us. This Privacy Policy does not apply to third-party websites, and we are not responsible for their privacy practices. We encourage you to review the privacy policies of any third-party services before providing your information.

7. Data Retention

We retain different categories of data for the following periods:

Gmail Data (Ephemeral - Minimal Retention):

• •Email Content & Raw Messages: Not stored in our database. Accessed only during processing sessions and deleted upon access token expiration.
• •Attachments: Downloaded, processed, and results extracted. Raw attachment files are not stored; only the processed data (extracted information) is retained.
• •Email Metadata: Not stored in persistent database.
• •Access Tokens: Cached only during active sessions; automatically discarded upon expiration or user logout.

Processed Data (Derived from Gmail):

• •Case Records: Retained for 2 years from creation or until case closure, whichever is longer, to support ongoing client relationships and dispute resolution.
• •Extracted Proposal Data: Retained for 3 years to comply with business record requirements.
• •Email Headers/Identifiers: Not stored; only reference IDs to original emails are kept if necessary for case tracing.

Other Personal Data:

• •Account Information: Retained until account deletion.
• •Support Communications: Retained for 2 years for dispute resolution.
• •Backup/Archive Copies: Retained for 30 days after deletion for system recovery.

Your Right to Deletion:

You may request deletion of your data at any time by contacting us at Hello@artificialoutreach.com. Upon deletion request, we will:

• •Remove your processed case data from all active systems within 30 days
• •Revoke all cached Gmail access tokens immediately
• •Retain backup copies for a maximum of 30 days for system recovery only
• •Complete permanent deletion except where legally required (e.g., tax records for 7 years)

Note: Deletion of your Artificial Outreach account does NOT automatically delete historical emails in your Gmail inbox. Your Gmail data remains governed by Google's retention policies. To delete specific emails, visit your Gmail account directly.

8. Gmail Data Security & Privacy

Your email and Gmail data receive enhanced security protections:

• •In-Transit Encryption: All communication with Gmail is encrypted via HTTPS/TLS
• •No Email Storage: Raw email content is not stored in our database, eliminating storage security risks
• •Token Management: Gmail access tokens are cached only during active sessions and are never persisted to disk
• •Limited Access: Only authorized backend services have access to Gmail integration features; no human access to email content occurs except in response to explicit user actions
• •No Email Caching: Email data is read, processed, and discarded in a single session; no caching layer stores email content
• •Attachment Processing: Attachments are downloaded, processed in-memory, and not stored except for extracted results
• •No Cross-System Sharing: Gmail data is never combined with other systems (analytics, advertising, marketing) and is isolated to case management functions only
• •Security Incident Response: In the unlikely event of a security breach, Gmail data cannot be compromised from our servers because we do not store it. We will notify you immediately of any breach affecting your account or processed data.

9. Limited Use of Google User Data

In compliance with Google's API Services User Data Policy, Artificial Outreach limits its use of data accessed through Google APIs to:

• •Providing the specific features you authorized (case management, email processing, and engagement tracking)
• •Improving and fixing those features
• •Protecting against fraud, abuse, and security incidents
• •Complying with applicable laws and legal processes

We explicitly do NOT use Google user data for:

• •Serving advertisements or creating advertising profiles
• •Selling, leasing, or transferring data to third parties
• •Building or training machine learning models (except for improving our core Service features with your explicit consent)
• •Any purposes other than those described in this Privacy Policy
• •Human review of email content except for explicit security investigations

10. Your Rights

Depending on your location, you may have the following rights regarding your personal data:

• •The right to access your personal data
• •The right to correct inaccurate data
• •The right to request deletion of your data
• •The right to restrict processing of your data
• •The right to revoke Gmail authorization at any time

You can revoke Gmail access by:

• •Removing Artificial Outreach from your Google Account (Settings → Connected Apps & Sites → Artificial Outreach → Remove access)
• •Disabling the integration within Artificial Outreach (Account Settings → Connected Services → Disconnect Gmail)

11. Children's Privacy

Our Service is not intended for children under the age of 13. We do not knowingly collect personal information from children under 13. If we become aware that a child under 13 has provided us with personal information, we will delete such information and terminate the child's account.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last updated" date. Your continued use of the Service following the posting of revised Privacy Policy means that you accept and agree to the changes.

13. Contact Us

If you have any questions about this Privacy Policy or our privacy practices, please contact us at: