Privacy Policy

1. Introduction

Welcome to MailParse ("we," "our," or "us"), operated at mailparse.ai. MailParse is an email parsing service that allows users to upload .eml and .msg files, paste raw email text, and extract structured data into Excel, CSV, and JSON formats. We are committed to protecting your privacy and handling your data, including the email content you upload, with care. This Privacy Policy explains what information we collect, how we use it, how long we retain it, and what rights you have.

2. Information We Collect

2.1 Account Information

When you create an account, we collect:

• Name and email address
• Password (stored as a bcrypt hash, never in plaintext)
• Optional profile information (company name, job title)
• Team membership and role information (for team accounts)

2.2 Email Files and Content You Upload

MailParse's core function requires processing the email files and text you provide. We collect and temporarily store:

• .eml and .msg files you upload, including all headers, body content, and attachments
• Raw email text pasted into the paste tab
• Extracted records: the structured data produced by parsing (sender, recipients, dates, body text, custom field values)
• Parse jobs: metadata about each parsing operation (format, field selection, output format, completion time)

We process this content solely to provide the parsing service to you. We do not read, analyze, or use the content of your emails for any purpose other than producing the extracted output you requested. We do not use your email content to train any AI or machine-learning models.

2.3 Usage and Technical Data

• Usage logs: action types, timestamps, session IDs, and usage counts (for enforcing free-tier limits)
• IP address and approximate geolocation (for security monitoring and fraud prevention)
• Browser type, operating system, and referring URL (standard web access logs)
• UTM parameters and referral data (for understanding which marketing channels drive signups)

2.4 Billing Information

For paid plans, billing is handled by our payment processor. MailParse does not store your full credit card number, CVV, or bank account details. We receive and store a customer reference, subscription status, and plan tier from the payment processor.

3. How We Use Your Information

We use the information we collect to:

• Provide, operate, and improve the MailParse email parsing service
• Parse the email files and text you submit and return structured extracted data
• Enforce usage limits per plan tier (anonymous: 3 parses/session; one-time trial after sign-up: 30 in total; Starter: 100/month; Plus: 500/month; Pro: unlimited)
• Process subscription payments and manage billing through our payment processor
• Send transactional emails: account verification, password reset, subscription receipts, and service notifications
• Respond to support requests and questions
• Detect and prevent fraud, abuse, and security incidents
• Analyze aggregate, anonymized usage patterns to improve the product
• Comply with legal obligations

We do not sell your personal information or the content of your emails to third parties. We do not use your email content for advertising targeting.

4. Data Retention

We retain different categories of data for different periods:

The Enterprise plan includes custom data retention policies and zero-retention options.

5. Data Security

We implement appropriate technical and organizational security measures including:

• Transport encryption: TLS 1.3 for all data in transit between your browser and our servers
• Encryption at rest: AES-256 encryption for stored files and database records containing extracted email data
• Access controls: Role-based access within team accounts; production data is access-controlled and logged
• Authentication: Passwords are hashed with bcrypt; email verification is required; rate limiting on login attempts
• Monitoring: Activity logging and anomaly detection for unauthorized access attempts

No method of transmission or storage is 100% secure. If we become aware of a security breach that affects your data, we will notify you as required by applicable law.

6. Third-Party Services

We share personal data only with the following categories of service providers, under contracts that require them to protect it and to use it only on our instructions:

• Payment processor: payment processing and subscription management. Card data is entered directly with the processor and never reaches our servers.
• Hosting and cloud storage provider: servers and storage for uploaded email files and export files.
• Email delivery provider: transactional emails (account verification, password reset). Your email address is shared for delivery only.

Where a provider processes data outside the European Economic Area, the transfer relies on an adequacy decision or on the European Commission's standard contractual clauses. The full list of our sub-processors is available on request at [email protected].

We do not share your email file content with AI model providers or any other third party for processing. Email content is parsed on our own infrastructure and used solely to produce the extracted output you requested.

7. Cookies and Tracking

MailParse uses cookies and similar technologies for:

• Session management: keeping you logged in and tracking anonymous usage limits (session cookie)
• CSRF protection: a security token to prevent cross-site request forgery
• Preferences: remembering your selected output format and field preferences
• Attribution: a first-party cookie (mp_acq, 90 days) that remembers the ad click identifier (gclid, gbraid, wbraid, msclkid) and UTM parameters of your visit, copied to your account when you sign up so we can tell which campaigns bring paying customers

Advertising measurement

Public pages and your account area load the Microsoft Advertising Universal Event Tracking tag (bat.js). It reports page views, a confirmed sign-up and a first subscription payment with its amount to Microsoft Advertising, so we can measure our ads. We do not send the content of your emails, your files, your extracted data or your email address to any advertising network, and your email content is never used for ad targeting. You can block these requests with your browser's tracking protection without losing any feature of MailParse.

8. Your Privacy Rights

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

• Access: Request a copy of the personal data we hold about you
• Correction: Request correction of inaccurate or incomplete data
• Deletion: Request deletion of your account and associated data. You can delete your account at any time from the profile settings page.
• Portability: Request an export of your extracted records and parse history in a machine-readable format
• Restriction: Request that we restrict processing of your data in certain circumstances
• Objection: Object to processing based on legitimate interests

To exercise any of these rights, contact us at [email protected]. We will respond within 30 days.

9. Children's Privacy

MailParse is not intended for use by children under the age of 16. We do not knowingly collect personal information from children under 16. If you believe a child has provided us with personal information, please contact us and we will delete it promptly.

10. International Data Transfers

MailParse is operated from servers located in the United States. If you are accessing MailParse from outside the United States, including from the European Economic Area, United Kingdom, or other regions with data protection laws, your data may be transferred to and processed in the United States. We take appropriate measures to ensure such transfers comply with applicable data protection laws, including where required entering into Standard Contractual Clauses. Enterprise customers requiring EU data residency should contact us.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we make material changes, we will notify you by posting the updated policy on this page, updating the "Last Updated" date, and, for significant changes, sending a notification to the email address associated with your account. Your continued use of MailParse after the effective date of the updated policy constitutes acceptance of the changes.

12. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us: