Privacy Policy

Effective Date: July 17, 2026

This Privacy Policy explains how B.O.S.S. Improve (including the EMaiLBOSS desktop application and bossimprove.com website) collects, uses, protects, and shares your personal information.

Work-Data Architecture: EMaiLBOSS is an installed desktop application. B.O.S.S. servers do not receive, route, read, or store your email, calendar, meeting recordings, transcripts, notes, attachments, reference documents, or other user work data and files. The desktop app communicates directly with Google or Microsoft for the mailbox and calendar you connect. When an AI feature needs content, the desktop app sends only the content needed for that request directly to the configured AI provider. B.O.S.S. operational servers handle account, activation, plan, billing, and AI usage information, but not the work data processed by the desktop app.

1. Information We Collect

• Google and Microsoft User Data: To provide the features you choose, the desktop app accesses account data you authorize through Google APIs (including Gmail and Calendar APIs) and/or Microsoft APIs (including Microsoft Graph for Outlook and Calendar). This may include email headers, bodies, attachments, and calendar events. Access is directly between your desktop app and the applicable provider; B.O.S.S. servers do not receive that content.
• Meeting and File Data: Meeting audio, recordings, transcripts, notes, imported files, saved attachments, reference documents, and other work files remain on your device unless a feature you choose sends the minimum necessary content directly to the AI provider. They are not routed through or stored on B.O.S.S. servers.
• Local Authentication Tokens: OAuth 2.0 tokens used to authenticate with Google or Microsoft are stored as local application files under your Windows user profile (for example, in AppData). EMaiL BOSS does not upload those local token or cache files to company servers. Their protection depends on the Windows account, device access controls, disk encryption, and other safeguards you choose for your computer.
• Personal Information (Website): When you interact with our website or request demos, we may collect your name, email, and organization details.
• Operational Account Data: Our servers process the information needed for account activation, licensing, plan and seat management, billing, update eligibility, and tracking AI usage. This operational data does not include email or calendar content, attachments, meeting content, user documents, or other work files.

2. How the Desktop App Uses Work Data

• To categorize incoming emails based on your custom rules.
• To draft suggested replies using Artificial Intelligence (OpenAI).
• To identify and create calendar events based on user inputs.
• To transcribe meetings, create notes, summarize attachments, and work with files when you request those features.
• These work-data operations occur on your device and, when needed, through Google, Microsoft, and/or the configured AI provider—not through B.O.S.S. servers.

3. Data Storage, Transfers & Sharing

• No B.O.S.S. Server Access to Work Data: B.O.S.S. servers do not receive, route, read, or store email, calendar events, meeting audio or content, attachments, transcripts, notes, reference documents, or other user work files. Work data is processed in memory and/or stored locally on your device.
• Mailbox and Calendar Providers: The desktop app communicates directly with the Google or Microsoft APIs you authorize. Gmail/Google Calendar or Outlook/Microsoft Calendar retains and processes data under the applicable provider's policies.
• AI Processing: When an AI feature is enabled or requested, the desktop app may transmit the minimum content needed—such as relevant email or calendar context, attachment text, meeting audio or transcript content, instructions, or a selected reference file—directly to the configured AI provider over HTTPS. This transfer is only for the feature you requested and does not pass through B.O.S.S. servers.
• Attachments: Email attachments are not transmitted to OpenAI unless you explicitly enable or trigger a feature that requires attachment analysis. If enabled, only the minimum necessary attachment text/content is transmitted for that user-requested task.
• Optional AI Knowledge Base: The AI Knowledge Base is off by default. If you enable it, selected reference documents and eligible history may be stored with the AI provider so later requests can search that context. B.O.S.S. servers still do not receive or store that content.
• Google and Microsoft API Data Use: We use information received from Google APIs and Microsoft APIs only to provide and improve user-facing features you request within EMaiLBOSS. We do not use Google or Microsoft user data for serving advertisements, and we do not sell Google or Microsoft user data.
• B.O.S.S. Operational and Website Services: Our website, licensing, billing, and account systems process operational information needed to provide and administer the service and track AI usage. They do not receive work data from the desktop workflow. Information you voluntarily include in a website form or support message is separate from desktop work-data processing; do not send sensitive work content to support unless specifically requested through an approved secure method.

4. Data Retention & Deletion

• Local App Data: EMaiLBOSS retains configuration data and OAuth tokens on your device until you uninstall the app or delete the local configuration folder.
• Google and Microsoft Account Data: Email and calendar content is retrieved from Google APIs and/or Microsoft APIs when you use the app. We do not store your Gmail or Outlook messages or calendar events on our own servers.
• Meeting and File Data: Meeting recordings, transcripts, notes, attachments, and other work files are retained locally according to your actions and settings. They are not retained on B.O.S.S. servers.
• AI Requests: Content sent directly by the desktop app to the AI provider is used for the requested output. Any provider retention is governed by the AI provider's terms, policies, and the feature configuration you select.

5. Data Security

• We utilize the principle of least privilege. The application only requests the scopes necessary to perform the tasks you initiate.
• Since data is stored locally, your data security relies primarily on the security of your own device (access controls, disk encryption, etc.).
• We use industry-standard security measures to safeguard data collected via our website.

6. Your Choices

• Revoking Access: You can revoke EMaiLBOSS's access to your Google Account at any time via the Google Security settings page. You can revoke Microsoft account access through your Microsoft account privacy/security settings.
• Uninstalling: Uninstalling the desktop application removes the local application files. You may manually delete the configuration folder in your user directory to remove all local data and tokens.
• Marketing Opt-Out: You may unsubscribe from marketing emails at any time.

7. Children's Privacy

Our Services are not intended for use by children under the age of 16 and we do not knowingly collect their personal information. If we learn that personal data has been collected from a person under 16, we will delete it promptly.

8. International Data Transfers

If you are accessing our Services outside the United States, please be aware that your data may be processed and stored in the U.S. or other countries where our service providers operate. We ensure transfers comply with applicable data protection laws (e.g., GDPR) through standard contractual clauses or other lawful mechanisms.

9. Your State & Local Privacy Rights

• California Residents: Under the California Consumer Privacy Act (CCPA), you have rights to access, delete, and correct your personal information, and to opt out of "sales" of personal data. Since we do not sell personal data, the opt-out right does not apply, but you may still request access or deletion.
• Other U.S. States: Residents of Virginia, Colorado, Utah, and other jurisdictions may have similar rights under their state privacy laws. Contact us for more information.

10. Cookies & Tracking Technologies

We and our third-party partners use cookies, web beacons, and similar technologies to analyze website usage, improve performance, facilitate secure sessions, and personalize content. You can manage cookie settings through your browser or device preferences. Disabling cookies may limit certain features.

11. Changes to This Privacy Policy

We may update this policy periodically to reflect changes in legal requirements or our services. When we do, we will update the "Effective Date" above and post the revised policy here. We encourage you to review this policy regularly.

12. Contact Us

If you have any questions or concerns about this Privacy Policy or our data practices, please contact us at:
B.O.S.S. Improve
1400 Village Square Blvd #3-80069, Tallahassee, FL 32312
Email: info@bossimprove.com
Phone: (813) 445-5004