Privacy Policy

NubianMail (“NubianMail”, “we”, “us”) is an invite-only email client available at www.nubianmail.com. It lets you read, search, organise and send mail from your Gmail, Google Workspace, Microsoft 365, Outlook.com and other IMAP/SMTP mailboxes in one place. This policy explains what data NubianMail accesses, how it is used, where it is stored, who it is shared with, and how you can delete it.

Summary

• We access your mailboxes only to show you your mail and do the things you ask NubianMail to do.
• We do not sell your data, use it for advertising, or share it with data brokers.
• Built-in AI features run on our own AI server — your mail is not sent to a third-party AI company unless you connect one yourself.
• Your data is not used to train general-purpose AI or machine-learning models.
• You can disconnect a mailbox at any time, and ask us to delete your account and all of its data.
• If you are on a NubianMail customer's email list, the customer decides what you receive; you can unsubscribe from every message, and we never use your details for anything else (section 6).

1. Information we collect

Your NubianMail account

Your name, email address and password (stored only as a salted hash), plus your settings and preferences. If you ask for an invitation on the home page, we keep the name, email address, plan and message you send us so we can reply.

Mailboxes you connect

When you connect a mailbox, NubianMail stores the credentials needed to reach it — an OAuth token for Google and Microsoft accounts, or the password / app password you enter for other IMAP providers — and then copies your mail from the provider so it can be displayed and searched quickly: messages (headers, body and attachments), folders and labels, read/flagged state, and the contacts that appear in your mail. Your mail provider remains the source of truth.

Things you create in NubianMail

Drafts, signatures, snippets, tags, rules, saved searches, snoozes, scheduled sends and similar items.

Technical data

Security and operational logs (for example sign-in times, IP addresses and errors) needed to run and protect the service. We do not use advertising trackers or third-party analytics on NubianMail.

2. Google user data

If you connect a Gmail or Google Workspace account, NubianMail asks Google for your permission to use these scopes:

• openid, email, profile — to identify which Google account you connected and show its name and address.
• https://mail.google.com/ — full access to Gmail over IMAP and SMTP. This is the only Gmail scope that allows IMAP/SMTP access, and NubianMail needs it to read, search, label, move, archive and delete your messages, keep them in sync, and send mail that you write or schedule.
• Calendar, Contacts and Tasks (only if NubianMail offers these features and you choose to turn them on) — to show your calendar and add events from email, to suggest and save contacts, and to create tasks from email. These are requested separately, at the moment you enable the feature, and are used only for that feature.

How we use Google user data

Google user data is used only to provide and improve the user-facing features of NubianMail that you can see and use in the app: displaying, searching, organising and sending your mail; running the rules, auto-replies and automations you set up; tracker blocking and spam/category tabs; notifications; and, when you ask for them, the AI features described below.

How we store and protect it

OAuth tokens and mailbox passwords are encrypted at rest (AES-256-GCM, with the key wrapped by a public key that only our background mail worker can open), so even the web server cannot read them back. Mail data is stored in NubianMail's own database and file storage on servers we operate, and all traffic between your browser and NubianMail is encrypted with HTTPS.

How we share it

We do not sell, rent or transfer Google user data to third parties, and we do not use it for advertising, retargeting, credit-worthiness or lending decisions. Google user data is transferred only (a) when you direct it — for example, you send an email, forward a message, or connect your own AI provider or AI agent and ask it to work on your mail; (b) for security purposes, such as investigating abuse; (c) to comply with applicable law; or (d) as part of a merger, acquisition or sale of assets, and only after obtaining your explicit prior consent.

Human access

No person at NubianMail reads your mail unless you give us permission for specific messages (for example, to help with a support request), it is necessary for security (such as investigating a bug or abuse), or it is required by law.

AI and machine learning

Google user data is not used to develop, improve or train generalised or non-personalised AI or machine-learning models. The writing-style feature, which helps drafts sound like you, is personal to your account and is never shared with other users.

Limited Use disclosure. NubianMail'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.

3. Microsoft 365 and Outlook.com data

If you connect a Microsoft work, school or personal account, NubianMail asks Microsoft for openid, email, profile, offline_access, IMAP.AccessAsUser.All and SMTP.Send. These let NubianMail read and manage your mail over IMAP and send mail over SMTP on your behalf, and keep working without asking you to sign in again. Microsoft data is accessed, used, stored, protected and shared exactly as described for Google data above: only for the features you use, encrypted credentials, no selling, no advertising, and no training of general AI models.

4. Other IMAP / SMTP mailboxes

For other providers you enter a password or app password. It is encrypted in the same way as OAuth tokens and used only to connect to that provider's mail servers.

5. AI features

NubianMail's built-in AI features — summaries, translation, reply drafting, the assistant, and suggested tasks and events — run on an AI server (self-hosted Ollama models) that we operate on our own private network. Your mail is processed there only when you use one of these features, and it is not sent to a third-party AI company. You can switch AI off with “Use AI” in Settings.

Your own AI provider (optional). If the server allows it, you can connect an AI provider of your choice (for example, with your own API key) and choose how much of your mail it may receive. When you do, the content you choose is sent to that provider at your direction and is handled under that provider's own terms and privacy policy.

AI agents (optional). You can connect an AI agent through NubianMail's MCP connection. You choose its permissions and accounts, anything that sends, deletes or moves a lot of mail waits for your approval, and you can revoke it at any time. The agent receives only what its permissions allow, at your direction.

6. Email lists, sign-up forms and campaigns

NubianMail customers can keep email lists, publish sign-up forms, and send campaigns, automated journeys and mass mail to the people on their lists. This section is for the people on those lists as well as for our customers.

Who is responsible

The NubianMail customer who owns a list decides who is on it and what they are sent; for that data the customer is the controller (the “business”) and NubianMail processes it on the customer's behalf and under their instructions. Customers must have permission to email the people they add: every import asks where the people came from, and purchased or rented lists are not allowed. If you are on a list, contact the sender first; you can also write to us and we will pass your request on and help.

What we store for each person on a list

• Their email address and the details the customer or a sign-up form collects (for example name and other fields the customer adds), tags, and which lists they are on.
• Consent records — when and how they joined (sign-up form, double opt-in confirmation, import with its stated source, or added by hand), which form or import it came from, and the customer's stated reason for emailing them. When someone signs up, confirms or changes preferences through a form or link, we record the browser's user agent and the IP address only as a keyed one-way hash (HMAC), to prove the sign-up and to stop abuse; the IP address itself is not kept.
• Activity — messages sent to them, replies, bounces, spam complaints, unsubscribes and preference changes, so the customer can see a person's history and so we never email someone who opted out.
• Opens and clicks — only if the customer turns tracking on for that campaign. Tracking is off by default. Opens recorded by mail-privacy features and image proxies (for example Apple Mail Privacy Protection) are labelled as machine opens.

Unsubscribing and your choices

Every campaign and journey email has an unsubscribe link and supports one-click unsubscribe in your mail app, plus a link to choose which lists you stay on. Once you unsubscribe, bounce or report a message as spam, you are added to that customer's suppression list so you are not emailed again. Each email shows the sender's postal address.

How this data is used and shared

• Only to keep the customer's lists and send the messages they choose. We do not sell it, use it for advertising, combine it across customers, or use it to train AI models.
• Campaign and journey email is delivered by Amazon SES from the customer's own verified domain; Amazon SES tells us about deliveries, bounces and complaints (and opens and clicks, where tracking is on). Mass mail is sent from the customer's own connected mailbox.
• If a customer protects a sign-up form with Cloudflare Turnstile, Cloudflare checks the visitor to block bots, under Cloudflare's privacy policy.
• Customers can use NubianMail's AI helpers to draft campaign text; this runs on our own AI server, as described in section 5.

Retention, access and deletion

List data is kept while the customer keeps it. A customer can export everything held about a person or erase that person at any time; an erased person stays on the suppression list only if they had already unsubscribed or bounced, so they are not emailed again. When a customer's account is deleted, their lists are deleted with it. People on a list can use the rights in section 11 by contacting the sender or us.

7. Service providers

We use a small number of providers to run NubianMail. They process data only to provide their service to us:

• Amazon Web Services (Amazon SES) — delivers NubianMail's own account emails, such as invitations and password resets, and customers' email campaigns and journeys (section 6). Mail you send from your connected mailboxes, including mass mail, goes through your own provider (Google, Microsoft or your IMAP host), not SES.
• Cloudflare Turnstile — optional bot protection on email-list sign-up forms (section 6).
• Cloudflare — secure network connection between the internet and our servers (HTTPS, protection against attacks).
• Your mail providers (Google, Microsoft and others) — where your mail lives; we connect to them on your behalf.

To show sender logos, our server (never your browser) looks up a sender domain's published logo or website icon. Only the domain name is used for this lookup; no message content is sent.

8. Where your data is stored

NubianMail runs on servers that we own and operate ourselves, not on a shared public cloud. Your account and mail data, and their backups, are stored on that infrastructure. The built-in AI server sits on the same private network.

9. Retention and deletion

• Disconnecting a mailbox (remove it in Settings) immediately deletes its stored credentials, its copied messages and its cached attachments from NubianMail. Your mail at the provider is not affected.
• Revoking access — you can also revoke NubianMail at any time from your Google Account permissions or Microsoft account apps page; NubianMail then stops syncing that mailbox.
• Deleting your account — email [email protected] from the address on your account. We will delete your account and all associated data (mailboxes, messages, attachments, settings and AI data) within 30 days and confirm when it is done. Copies in backups are overwritten as backups rotate.
• Otherwise we keep your data for as long as your account is active, and security logs for a limited period needed to protect the service.

10. Security

We protect your data with HTTPS in transit, encryption of credentials at rest, per-user access controls on every query, invite-only accounts, and servers that are not shared with advertisers or other companies. No system is perfectly secure; if we learn of a breach that affects your data we will notify you as required by law.

11. Your rights

You can access, correct, export or delete your data, and object to or restrict its processing, by contacting us. Depending on where you live (for example the EU/UK under the GDPR, or California under the CCPA/CPRA) you may have additional rights; we will honour them. We do not sell or “share” personal information as those laws define it.

12. Children

NubianMail is not directed at children and is not intended for anyone under 16.

13. Changes to this policy

If we change how NubianMail uses your data, we will update this page and, where the change is material — including any new use of Google user data — tell you in the app and ask for your consent before the new use begins.

14. Contact

Questions or requests: [email protected]. See also our Terms of Service.