Last updated 8 October 2026
This policy explains what Cusentra Mail collects, why, where it goes, how long we keep it, and the rights you have. We wrote it to match exactly what the product does.
The short version.
The controller responsible for your personal data is Danish Shah, trading as Cusentra Mail ("we", "us"). Contact us about privacy at danish@cusentra.com.
If you use Cusentra Mail for an organisation, the organisation is the controller of the personal data in its mail and we process it on its behalf under our Data Processing Agreement; this policy then covers the data we need to run your account.
| What | Why | Legal basis (EU and UK) |
|---|---|---|
| Account: your name, email address, optional username, the lines you sign off with, your password (held by our sign-in provider, never readable by us), settings, plan, and - while the Service is invite-only - whether your address has been approved to use it (an address can be approved before its owner signs up, when they ask us to; deleting the account removes it) | To give you an account and the Service | Contract |
| Your mailbox connection: your Gmail address and Google app password; tokens and web addresses for the services you connect | To read, sort and send your mail and use the integrations you set up | Contract |
| Your mail: a working copy - addresses, dates, labels and flags; subjects, previews and bodies (encrypted); attachment names. Attachments themselves are fetched from Gmail when you open them, held in memory for up to 10 minutes, and stored only when you schedule a message with one (encrypted, until it is sent) | To show, search, sort and act on your mail | Contract |
| What you create: rules, categories, detections, automations, follow-ups, notes, drafts, report settings, and AI answers you chose to keep | To run the features you set up | Contract |
| Search index and writing style - only if you turn on "Learn from my mail": passages of your mail (encrypted) with their numeric search vectors, and a profile of how you write, built from your recent sent mail (encrypted) | So chat can use past conversations and drafts sound like you | Consent - off until you turn it on, and turning it off deletes both |
| Billing status: your plan and its dates, Paddle's customer and subscription ids, and records of withdrawals and cancellations. Paddle, as the seller, holds your payment details; we never see or store your card | To give you the plan you paid for and keep the Refund Policy's promises | Contract; legal obligation |
| Usage: counts of AI requests (feature, model, tokens, cost - never the text), and the date you last used the account | To meter plan allowances, understand costs, and apply the inactivity rule | Contract; legitimate interests |
| Security records: sign-ins, sign-outs, settings changes, exports, deletions and administrator actions, with IP address and browser; rate-limit counters; server logs | To protect your account and the Service, investigate abuse, and meet security laws | Legitimate interests; legal obligation |
| Messages with us: support and privacy emails | To answer you | Contract; legitimate interests |
| "Not on Gmail?" - if you leave your email so we can tell you when your mail provider is supported | To send you that one email | Consent |
People who email our users. If you write to someone who uses Cusentra Mail, your name, address and message reach us through their mailbox. We handle them only to provide the Service to that user, as described here, and never contact you or use them for anything of our own.
Sensitive information. An email can contain health, financial or other sensitive details. We do not look for them or use them for any purpose of our own: they are stored encrypted with the rest of your mail, and sent to an AI provider only if you use an AI feature on that email.
Your right to object. Where we rely on legitimate interests, you may object at any time to that processing, on grounds relating to your situation, by writing to danish@cusentra.com. We then stop unless we have compelling grounds, or need the data for a legal claim.
Your mailbox is reached with a Google app password you create. If you also press Connect Google, we receive tokens for the Google services you choose - Drive (only files the Service creates), Docs, Calendar events and Gmail labels - and use them only for the features you use them for.
Cusentra Mail'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. The use of information received from Google Workspace APIs will adhere to the Google User Data Policy, including the Limited Use requirements. In particular: we use that information only to provide and improve the features you can see and use; we do not transfer it to others except to provide those features, to comply with the law, or as part of a merger or sale with notice to you; we never use it for advertising; nobody reads it unless you ask us to, it is needed for security or the law, or it has been made anonymous; and we never use it to train general AI or machine-learning models.
We do not sell your personal data or share it for advertising, and we never have. It goes only to:
Our own team reads your mail only (a) when you ask us to, (b) to investigate a security incident or abuse, (c) where the law requires, or (d) when keeping the Service running needs it and there is no other way. Each such access is recorded.
Our servers and database are in the European Union (Frankfurt, Germany). Your data leaves there when our team, based in India, reaches it to run and support the Service; when an AI feature you use sends part of an email to OpenAI (United States) or Google (the United States and other countries); and when you connect a service elsewhere. For transfers out of the EU, the UK and Switzerland we use the European Commission's Standard Contractual Clauses, with the UK Addendum and the Swiss adaptations, or the EU-US Data Privacy Framework where the recipient is certified (Google is). For Brazil we use the ANPD's standard clauses. The countries are India, where the Digital Personal Data Protection Act 2023 is coming into force in stages, and the United States, which has no single federal privacy law but state laws such as California's. You can ask us for a copy of the safeguards.
| Data | Kept |
|---|---|
| Account, settings, rules and what you create | While your account exists |
| Your mail's working copy | While your mailbox is connected |
| AI answers you kept | As long as the email's body is kept |
| Search index and writing style | Until you turn off "Learn from my mail", disconnect Gmail or delete the account |
| AI usage counts | 400 days |
| Security log | 24 months |
| Rate-limit counters for signed-out visitors (by IP address) | 30 days |
| Server logs | Up to 180 days |
| Paddle's ids for you, and your plan dates | While your account exists. After it is deleted, our record that a payment event happened keeps no link to you; withdrawals and cancellations stay in the security log (24 months); Paddle keeps its own records |
| Support emails | Up to two years after the matter is closed |
| "Not on Gmail?" requests | One year |
| Database backups | 7 days |
| A Free account nobody uses | Deleted after two years without use, after an email warning at least 30 days before; signing in keeps it |
Deleting your account (Connections, Delete account) deletes your data at once, cancels a paid subscription, revokes the Google access you granted, and clears this browser's copy. Each account's data is encrypted with its own key, which deletion destroys, so its content in backups made before then can no longer be read. Disconnecting Gmail deletes your password, the mail copy, the search index and the writing style. None of this touches the mail in your Gmail mailbox.
Encryption in transit and at rest with a key per account, access tied to each account, an append-only audit log, and no tracking code on our pages. What we do and do not have - including that two-factor sign-in is not available yet - is set out on our Security page. If a breach puts you at risk, we tell you without undue delay.
Everyone, wherever you live, can ask us to show you the personal data we hold, give you a copy, correct it, delete it, or stop using it for a purpose, and can withdraw a consent at any time. You can do much of it yourself:
For anything else, write to danish@cusentra.com from the address on your account (so we know it is you; we may ask one more question if it is not). We answer within one month - within 15 days for a Brazilian access request, and no later than any shorter time your law sets. It is free. You may ask someone to act for you; we will check they have your authority. If we decline, we tell you why and how to appeal: reply to our answer, and we look at the request again from the start and answer within 45 days.
You also have the rights to restriction and to data portability. If you are unhappy with how we handle your data, please tell us first: we acknowledge within 48 hours and resolve it within 30 days. You also have the right to complain to a data protection supervisory authority; in the UK, that is the Information Commissioner's Office, once you have complained to us.
Residents of California and other states with privacy laws have the rights above: to know what we collect and why, to delete, to correct, to a copy, and not to be treated differently for using them. In the last 12 months we collected the categories in section 2: identifiers, customer records, commercial information (your plan), internet activity (logs), and sensitive personal information - your account password and the contents of your email - which we use only to provide the Service you asked for. We do not sell or share personal information, so there is nothing to opt out of; a Global Privacy Control signal is honoured. We do not use personal data to train large language models. California residents may also ask how we disclosed personal information for direct marketing: we do not.
Under the Digital Personal Data Protection Act 2023 you may ask for a summary of your data and of who received it, have it corrected, completed, updated or erased, nominate someone to act for you if you die or cannot act, and raise a grievance with our Grievance Officer, who answers within 30 days; after that you may go to the Data Protection Board of India.
Under the LGPD you may confirm the processing, access, correct, anonymise, block or delete unnecessary data, port it, learn whom we share it with, and withdraw consent. Please bring any complaint to us first; if we do not resolve it, you may take it to the ANPD.
You may access and correct your information, and complain to our Grievance Officer (section 13), who acknowledges within 48 hours and resolves it within 30 days. Data we send abroad goes to the countries in section 6, under the safeguards there.
We use one cookie, which keeps you signed in, and browser storage that makes your mail open instantly - including a copy of recent mail on this device, which is on by default, stays in your browser and is deleted when you sign out. No analytics or advertising cookies. The details are in our Cookie Policy.
The Service is not for anyone under 18, or under the age of majority where they live if that is higher. If we learn that a child has an account, we delete it.
When this policy changes, the date at the top changes. If a change matters to you - a new purpose, a new kind of recipient, a longer period - we email you 30 days before it applies, and where the law requires your consent, we ask for it first.
Who: Danish Shah, trading as Cusentra Mail. Privacy questions and requests: danish@cusentra.com. Security reports: danish@cusentra.com.
Complaints and the Grievance Officer. If something we did, or did not do, has gone wrong for you, write to our Grievance Officer at danish@cusentra.com. We acknowledge every complaint within 48 hours and resolve it within 30 days, wherever you live.