automailsender-public/PRIVACY_POLICY.md

AutoMailSender Privacy Policy

Last Updated: October 26, 2025 Version: 1.0.0

Introduction

AutoMailSender is committed to protecting your privacy. This privacy policy explains what data we collect, how we use it, and your rights regarding your information.

Data We Collect

AutoMailSender collects and stores the following data locally on your Mac:

Email Configuration

• SMTP server settings (host, port, security settings)
• Email account username/address
• Email account credentials (stored securely in macOS Keychain)
• Selected email provider (Gmail, Outlook, Yahoo, iCloud, or Custom)

Recipients

• Email addresses of recipients you configure
• Recipient names (if provided)

Application Preferences

• Language preference
• Theme preference (light/dark/system)
• Default email subject and message templates
• Confirmation dialog preferences
• Sound preferences

Usage Statistics

• Total number of emails sent (count only)
• Total number of files sent (count only)
• Last email sent timestamp

How We Use Your Data

Your data is used exclusively for the following purposes:

1. Sending Emails: Credentials and SMTP settings are used to connect to your chosen email server and send emails on your behalf
2. App Functionality: Preferences and settings are used to customize your experience
3. Statistics: Basic usage counters help you track your email activity

Data Storage & Security

Local Storage Only

ALL data is stored locally on your Mac. We do not:

• Send data to any remote servers (except your SMTP server for email sending)
• Use cloud storage
• Sync data across devices
• Share data with third parties

Storage Locations

• Credentials: macOS Keychain (system-level encrypted storage)
• Settings & Preferences: ~/Library/Application Support/AutoMailSender/config.json
• Logs: ~/Library/Logs/AutoMailSender/ (no sensitive data logged)

Encryption

• Email credentials are stored in macOS Keychain using system-level encryption
• Keychain data is protected by your Mac's security infrastructure
• No custom encryption keys or passwords are required

Third-Party Data Sharing

We DO NOT share your data with any third parties. Specifically:

• ✅ No analytics services (Google Analytics, Mixpanel, etc.)
• ✅ No advertising networks
• ✅ No crash reporting services
• ✅ No tracking pixels or cookies
• ✅ No social media integration
• ✅ No data brokers or resellers

The Only Exception: Your SMTP Server

When you send an email, AutoMailSender connects directly to your chosen SMTP server (e.g., smtp.gmail.com, smtp-mail.outlook.com). This connection is necessary to send emails and is subject to your email provider's privacy policy:

• Gmail Privacy Policy
• Outlook Privacy Policy
• Yahoo Privacy Policy
• iCloud Privacy Policy

Network Activity

AutoMailSender only makes network connections to:

1. Your SMTP server (as configured in settings) to send emails
2. No other connections - no analytics, no updates, no telemetry

All SMTP connections use industry-standard encryption (TLS/SSL) when supported by your email provider.

Data Retention

Data is retained indefinitely until you:

1. Manually delete it through the app's settings
2. Uninstall the app (see Data Deletion below)
3. Reset your Mac or delete the Application Support folder

Data Deletion

How to Delete Your Data

Option 1: Through the App

• Open Settings → Email tab
• Clear credentials and recipients
• Your data will be removed from Keychain and local storage

Option 2: Uninstall the App

1. Move AutoMailSender.app to Trash
2. Delete ~/Library/Application Support/AutoMailSender/
3. Keychain entries are automatically removed when the app is deleted

Option 3: Manual Cleanup

# Delete application data
rm -rf ~/Library/Application Support/AutoMailSender/

# Delete logs
rm -rf ~/Library/Logs/AutoMailSender/

# Remove Keychain entries (search for "AutoMailSender" in Keychain Access)

What Happens After Deletion

Once deleted, your data cannot be recovered. We do not have backups of your data on any servers.

Your Rights

Under applicable privacy laws (GDPR, CCPA, etc.), you have the right to:

1. Access your data (it's all in local files - see Storage Locations above)
2. Correct your data (edit through the app's settings)
3. Delete your data (see Data Deletion above)
4. Export your data (settings are stored in JSON format in config.json)

Since all data is stored locally on your Mac, you have full control and can exercise these rights at any time without contacting us.

Children's Privacy

AutoMailSender does not knowingly collect information from children under 13. The app is rated 4+ and is suitable for all ages, but email functionality requires an SMTP account which typically requires users to be 13+.

Changes to This Privacy Policy

We may update this privacy policy from time to time. Changes will be reflected in:

• The "Last Updated" date at the top of this document
• The app's version number
• Release notes for app updates

Continued use of AutoMailSender after changes constitutes acceptance of the updated policy.

Open Source & Transparency

AutoMailSender's source code is available for review at: [GitHub Repository URL] (to be added when published)

You can inspect the code to verify our privacy claims.

Data Breach Notification

Since all data is stored locally on your Mac and we do not operate any servers:

• We cannot be breached - we don't have your data on our servers
• Your data security depends on your Mac's security (FileVault, password protection, etc.)
• If your Mac is compromised, change your email passwords immediately

International Data Transfers

Since all data stays on your Mac:

• No international transfers occur (except SMTP connections to your email provider)
• No cross-border data flow to our servers (we have no servers)
• Your data remains in the country where your Mac is located

Legal Basis for Processing (GDPR)

For users in the European Union, our legal basis for processing your data is:

1. Contract Performance: Necessary to provide email sending functionality
2. Consent: You provide explicit consent by configuring the app with your credentials
3. Legitimate Interest: Storing preferences improves user experience

California Privacy Rights (CCPA)

For California residents:

• Right to Know: See "Data We Collect" section
• Right to Delete: See "Data Deletion" section
• Right to Opt-Out: Not applicable - we don't sell your data
• Non-Discrimination: Not applicable - app is free/single-price

Contact Information

For privacy-related questions or concerns:

Email: nick@example.com Developer: Nick Roodenrijs Response Time: Typically within 48 hours

Compliance Certifications

AutoMailSender complies with:

• ✅ Apple App Store Review Guidelines
• ✅ macOS App Sandbox requirements
• ✅ GDPR (EU General Data Protection Regulation)
• ✅ CCPA (California Consumer Privacy Act)
• ✅ Industry best practices for credential storage

Technical Safeguards

We implement the following technical measures:

1. Sandboxing: App runs in macOS App Sandbox (restricted permissions)
2. Keychain Encryption: Credentials stored using macOS Keychain APIs
3. No Plain-Text Passwords: Passwords never stored in plain text
4. Secure Connections: TLS/SSL for SMTP connections
5. Input Validation: All user inputs are validated and sanitized
6. No Logging of Sensitive Data: Passwords and email content never logged

Disclaimer

AutoMailSender is provided "as is" without warranties. You are responsible for:

• Maintaining the security of your Mac
• Keeping your email credentials secure
• Complying with your email provider's terms of service
• Using the app in accordance with applicable laws

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By using AutoMailSender, you acknowledge that you have read and understood this privacy policy.

For the full terms of service, see TERMS_OF_SERVICE.md.