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](https://policies.google.com/privacy)
- [Outlook Privacy Policy](https://privacy.microsoft.com/privacystatement)
- [Yahoo Privacy Policy](https://legal.yahoo.com/privacy.html)
- [iCloud Privacy Policy](https://www.apple.com/legal/privacy/)

## 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**
```bash
# 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](./TERMS_OF_SERVICE.md).