MailCoach Privacy Policy

Your privacy is critically important to us. At MailCoach, Inc., we have a few fundamental principles:

  • We don’t ask you for personal information unless we truly need it.
  • We don’t share your personal information with anyone except to comply with the law, develop our products, or protect our rights.
  • We don’t store personal information on our servers unless required for the ongoing operation of one of our services.

If you have questions about how we handle privacy, or about deleting your personal data, please contact our Support team at support@mailcoachapp.com.


MailCoach, Inc. operates the website https://mailcoachapp.com, https://mail.coach, https://app.mailcoachapp.com, and https://meetings.mailcoachapp.com, in addition to the MailCoach Google Chrome Extension (also referred to as “MailCoach app” or “MailCoach application”), the MailCoach email service, and the MeetingCoach survey and ratings service (also referred to as “MeetingCoach”, “MeetingCoach app”, or “MeetingCoach application”). It is the policy of MailCoach, Inc. to respect your privacy regarding any information we may collect while operating our websites or services.


Website Visitors

Like most website operators, MailCoach collects non-personally-identifying information of the sort that web browsers and servers typically make available, such as the browser type, language preference, referring site, and the date and time of each visitor request. MailCoach’s purpose in collecting non-personally identifying information is to better understand how MailCoach’s visitors use its website and application. From time to time, MailCoach may release non-personally-identifying information in the aggregate, e.g., by publishing a report on trends in the usage of its website, the MailCoach application, the MailCoach email service, or the MeetingCoach application.

MailCoach also collects potentially personally-identifying information like Internet Protocol (IP) addresses for users who interact with our services. MailCoach only discloses logged in user IP addresses under the same circumstances that it uses and discloses personally-identifying information as described below.


Gathering of Personally-Identifying Information

Certain visitors to the MailCoach or MeetingCoach websites, app, and email service choose to interact with MailCoach in ways that require MailCoach to gather personally-identifying information. The amount and type of information that MailCoach gathers depends on the nature of the interaction. For example, users of the MailCoach or MeetingCoach applications and the MailCoach email service are asked to authorize MailCoach access to your email address, retrieve the fact that you’re logged in on Google, and request email and calendar metadata to provide data necessary for the application to function. Subsequently, we may store data tied to your email address necessary for certain MailCoach or MeetingCoach features. In each case, MailCoach, Inc. collects such information only insofar as is necessary or appropriate to fulfill the purpose of the visitor’s interaction with MailCoach. MailCoach, Inc. does not disclose personally-identifying information other than as described below. And visitors can always refuse to supply personally-identifying information, with the caveat that it may prevent them from engaging in certain features of the app.


Collection and Usage of Data

The MailCoach email service may access or collect the following data in order to provide features that improve your use of email.

  • Email data
    • MailCoach requests three sets of permissions (what Google calls "scopes") in order for our app to offer productivity suggestions: gmail.readonly, gmail.settings.basic, and gmail.labels. You can read more about these scopes here.
    • While the gmail.readonly scope gives us access to read the body of your email, or attachments, at no time do we access or process this information. Gmail provides the ability for us to request email metadata only when processing your email, which is the only information required for us to offer productivity suggestions.
    • Email metadata may include your email address, the subject of emails, the time sent or received, recipients and or sender, and other headers.
    • We store limited email metadata only for as long as required to provide productivity suggestions. Specifically, we store the message ID Gmail attaches to emails (for example: 15cea76283bfcc13), the "state" of emails (whether a given email has been read, archived, etc.), and the times at which these state changes occur (e.g. the time an email was read). These data are required to understand how you process email, and what emails might not be important to you. We do not store the sender, subject, or other metadata specific to the message in this context.
    • In limited cases, we may log or store the sender or subject tied to productivity suggestions (for instance, in the case we suggest you filter out emails from "test@test.com" we may store "test@test.com"). This is required for certain features (for example, filter creation) to work, and for MailCoach employees to troubleshoot the operation of the email service. We store these metadata only for as long as required to provide productivity suggestions and troubleshoot the operation of the email service.
    • The gmail.settings.basic permission gives us access to read and manage basic settings, which we utilize primarily to suggest and create filters in Gmail.
    • The gmail.labels permission gives us access to create and manage Gmail labels. We use this to create our own, custom label that we attach to all MailCoach-filtered emails.
    • You can remove these permissions at any time by reviewing the apps connected to your account. Note that MailCoach will fail to work as soon as this permission is revoked.
  • Know who you are on Google
    • For certain services to work, MailCoach needs to know your email address and public profile information (e.g. name). This information is used to deliver productivity suggestions via email to your inbox and to personalize those emails with your name.
    • You can remove this permission at any time by reviewing the apps connected to your account. Note that MailCoach will fail to work as soon as this permission is revoked.
  • Authorization Grants
    • In order to retrieve email metadata offline, while you aren’t in the application, we request access to fetch these data on your behalf. This requires we store authorization information tied to your account using a standard called OAuth. At no time does MailCoach have access to your password or sensitive account data, beyond what is listed in this policy.
    • You can remove this permission at any time by reviewing the apps connected to your account. Note that MailCoach will fail to work as soon as this permission is revoked.

The MailCoach Chrome Extension may collect the following data in order to provide features that improve your use of email.

  • Email metadata
    • This may include your email address, the subject of emails, the time sent or received, recipients and or sender, and other headers.
    • We do not have access to view the body of any email.
    • We do not have access to view any attachments you send or receive.
    • Email metadata is stored locally, for 28 days, on your device. Metadata tied to individual emails is not sent to MailCoach servers. If you remove the extension from Chrome, this data is deleted in its entirety.
  • Know who you are on Google
    • For certain services to work, MailCoach needs to confirm you’re signed into your Google account. This protects the security of your personal data. You may see the app request to “Know who you are on Google” - this assists in the authentication process.
    • You can remove this permission at any time by reviewing the apps connected to your account. Note that MailCoach will fail to work as soon as this permission is revoked.
  • Time spent, and number of sessions, in Gmail or Inbox
    • We record the active time spent in Gmail or Inbox, which includes the total time you spend and the number of email sessions.
    • Individual session data is stored locally, for 28 days, on your device. Metadata tied to individual sessions is not sent to MailCoach servers. If you remove the extension from Chrome, this data is deleted in its entirety.
  • Productivity Score
    • Your Productivity Score is calculated from aggregate time and email metadata statistics, including the time you spend in email and the number of emails processed.
    • This aggregate score is sent to MailCoach servers, tied to your email address and your email domain (e.g. gmail.com). These data are encrypted in transit (over HTTPS).
  • Productivity Rank
    • Your Productivity Rank is calculated by ranking your Productivity Score among your peers, across all MailCoach users and on a domain-by-domain basis.
    • This rank is stored on MailCoach servers, tied to your email address and your email domain. These data are encrypted in transit (over HTTPS).

The MeetingCoach application may collect the following data in order to provide features that improve your experience with meetings.

  • Survey Response Data
    • The MeetingCoach service collects survey responses you provide to help us better understand the time you spend in meetings and how those meetings can be improved. With these responses, we store your email address and name to follow up on your responses via email and address you by name.
    • Along with survey responses tied to individual meetings, we collect basic metadata about the meeting, including but not limited to: meeting duration, number of participants, whether the meeting is recurring, etc.
    • All data are sent and stored securely, using standard industry security practices (e.g. all data are sent over HTTPS, all access to data is strictly limited to MailCoach employees and protected by two-factor authentication, etc.)
  • Know who you are on Google
    • For certain services to work, MeetingCoach needs to confirm you’re signed into your Google account. This protects the security of your personal data. You may see the app request to “Know who you are on Google” - this assists in the authentication process.
    • You can remove this permission at any time by reviewing the apps connected to your account. Note that MailCoach will fail to work as soon as this permission is revoked.

Aggregated Statistics

MailCoach, Inc. may collect statistics about the behavior of visitors to its websites or applications. For instance, MailCoach uses Google Analytics to collect anonymous usage of our website and applications to help improve our products. MailCoach anonymizes the IP addresses of all data sent to Google Analytics to comply with the privacy laws of certain countries and regions. MailCoach may display this information publicly or provide it to others. However, MailCoach does not disclose personally-identifying information other than as described below.


Protection of Certain Personally-Identifying Information

MailCoach, Inc. discloses potentially personally-identifying and personally-identifying information only to those of its employees, contractors and affiliated organizations that (i) need to know that information in order to process it on MailCoach’s behalf or to provide services available at MailCoach’s websites, applications, and email service, and (ii) that have agreed not to disclose it to others. Some of those employees, contractors and affiliated organizations may be located outside of your home country; by using MailCoach’s websites, applications, or email service, you consent to the transfer of such information to them. MailCoach will not rent or sell potentially personally-identifying and personally-identifying information to anyone. Other than to its employees, contractors and affiliated organizations, as described above, MailCoach discloses potentially personally-identifying and personally-identifying information only in response to a subpoena, court order or other governmental request, or when MailCoach believes in good faith that disclosure is reasonably necessary to protect the property or rights of MailCoach, third parties or the public at large. If you are a user of any of the MailCoach applications and have supplied your email address, MailCoach may occasionally send you emails to tell you about new features, solicit your feedback, or just keep you up to date with what’s going on with MailCoach and our products. We primarily use our various product blogs to communicate this type of information, so we expect to keep this type of email to a minimum. If you are a user of any of the MailCoach services, you can expect to receive productivity suggestions delivered to your inbox on a regular basis. If you send us a request (for example via a support email or via one of our feedback mechanisms), we reserve the right to publish it in order to help us clarify or respond to your request or to help us support other users. MailCoach takes all measures reasonably necessary to protect against the unauthorized access, use, alteration or destruction of potentially personally-identifying and personally-identifying information.


Cookies

The MailCoach website, applications, and email service currently do not use cookies to track or identify users. We may however set and read first-party cookies in order to hide or display certain features on the website. The MailCoach applications and related services use your email address as a unique identifier for certain product features, enumerated in the “Gathering of Personally-Identifying Information” section above.

Certain third party services with whom we work may set cookies based on their privacy policies. For example, we use Google Analytics (as described above) and Google Sign-In, and Google may set cookies according to their policies.


Business Transfers

If MailCoach, Inc., or substantially all of its assets, were acquired, or in the unlikely event that MailCoach, Inc. goes out of business or enters bankruptcy, user information would be one of the assets that is transferred or acquired by a third party. You acknowledge that such transfers may occur, and that any acquirer of MailCoach may continue to use your personal information as set forth in this policy.


Privacy Policy Changes

Although most changes are likely to be minor, MailCoach may change its Privacy Policy from time to time, and in MailCoach’s sole discretion. MailCoach encourages visitors to frequently check this page for any changes to its Privacy Policy. Your continued use of this site after any change in this Privacy Policy will constitute your acceptance of such change.


Notice to California Residents – Your California Privacy Rights

The State of California enacted the Shine the Light law (California Civil Code Section 1798.83) that permits users who are California residents to request certain information regarding the disclosure of personal information during the past year for marketing purposes. To make such a request, contact support@mailcoachapp.com.

Usage of and Reference to Google Products and Services

Google Chrome, Gmail, Inbox by Gmail, and G Suite are all registered trademarks of Google Inc., and we and our services are not affiliated with them in any way.


Change log

  • May 1, 2017: First published.
  • May 12, 2017: Added language about data retention policy and notice of Civil Code Section 1798.83.
  • May 22, 2017: Added information about the MailCoach email service, what data we collect and how we use it.
  • May 26, 2017: Modified email data section for the MailCoach email service, to specify a change in the scopes we request and how we use these new data.
  • June 5, 2017: Added note about setting and reading first-party cookies on MailCoach website.
  • June 17, 2017: Added section on what metadata we store for productivity suggestions.
  • July 11, 2017: Added section on the gmail.labels permission, clarified the conditions under which we store certain email metadata like sender and subject.
  • July 14, 2017: Updated initial "MailCoach" reference to “MailCoach, Inc”.
  • July 18, 2017: Added https://app.mailcoachapp.com to list of services.
  • August 31, 2017: Added references to MeetingCoach and https://meetings.mailcoachapp.com.