Privacy Policy

ReplyPilot is made by Praxon AI. Where this page says we, it means Praxon AI. Where it says you, it means whoever is using ReplyPilot, whether that is a person or a business.

Your account details are ours to look after. The contents of your mailbox are not. Those belong to you, along with the responsibility for the people whose messages sit in it.

In data protection language, you are the controller of that mail and we are your processor. We touch it to run the product for you and for nothing else. If you are covered by the GDPR or a law like it, having a lawful reason to hold the data of the people you email is your job, not ours. Ask us for a data processing agreement and we will send one.

Six things, and this is the whole list.

• Your account: an email address and a login record. Your password is hashed by our authentication provider. We never see it.
• How many times each page was viewed, which site linked to us, and which country the visit came from. That is a counter per day, not a record of visits: no IP address, no cookie, no browser fingerprint, nothing that could identify or follow a person. Browsers asking not to be tracked are not counted at all.
• The keys you connect: your Gemini API key, your Gmail app password or the Google token you get instead when you sign in with Google, Slack tokens, Smartlead or Instantly keys. They are encrypted with AES-256-GCM before they touch the database. We do not show them again after you save them, and they never appear in a log file.
• Your email: for messages we scan, the sender, subject, body text, timestamps and attachments. We keep them so the app can show you an inbox and so a second scan does not process the same message twice.
• What the AI decided: the intent, priority, lead score, extracted details and the draft reply written for each message.
• Usage counts: tokens and cost per request, so you can see what the AI is costing you.
• A billing reference from Stripe. Card numbers go straight to Stripe. They never reach us.

To classify a reply and draft an answer, ReplyPilot sends the message to Google's Gemini API. Attachments go too when they matter, so a PDF or a screenshot can be read rather than ignored.

Those requests run on your own API key, under your own Google account. Google's terms cover what happens there, and Google bills you directly for it. We are not in the middle of that.

We do not train models on your email, your drafts or your attachments. We do not sell any of it, and we do not hand it to advertisers.

Nothing leaves your mailbox on its own. Every draft waits for a person to approve it, either in the dashboard or in Slack.

Each of these handles a specific part of the job and sees only what that job needs.

• Supabase stores the database and handles logins.
• Google runs the Gemini API that classifies mail and writes drafts, on your key.
• Stripe takes payments and holds card details.
• Railway hosts the app and the background worker.
• Cloudflare handles DNS and blocks bad traffic.
• Slack, Smartlead, Instantly and your email provider only see anything if you connect them, and only for the messages involved.

When you share an audit or a monthly client report, we mint a link with a random token in it. Anyone who has that link can open the report without logging in, so treat it as public once you send it.

Names and email addresses in shared reports are partly masked, and the report shows totals rather than the text of anyone's messages. Ask us and we will kill a link.

• Provider credentials are encrypted at rest with AES-256-GCM, and the encryption key lives outside the database.
• Every table enforces row level security, so one workspace cannot read another one.
• Traffic is encrypted in transit with TLS.
• Key material is never written to logs, and the browser facing database role cannot read encrypted keys at all.
• Slack requests are checked against a signature before we act on them.

No system is airtight. If something is breached and it affects your data, we will tell you quickly rather than quietly.

While your account is open, we keep your mail, its classifications and the drafts. The app needs them to avoid rescanning the same messages and to build your reports. We do not run an automatic clear out on a schedule, and we would rather say so than imply one exists.

You can disconnect any provider and delete its stored credentials yourself in Settings at any time. To have the account and its mail erased, email contact@praxonai.com. We will do it within 30 days, apart from billing records that tax law requires us to keep.

Depending on where you live you can ask to see your data, correct it, take it elsewhere, delete it, or tell us to stop processing it. You can also complain to your data protection authority. Email contact@praxonai.com and we will answer within 30 days.

If someone who emailed you asks us to delete their data, we will point them to you. It is your mailbox, so that request is yours to answer.

ReplyPilot is used in many countries, and the providers above may process data outside yours, including in the United States. Where the law asks for safeguards on those transfers, such as the European Commission's standard contractual clauses, we rely on them.

Two, both boring. One keeps you logged in. The other remembers which workspace you had open. There are no advertising cookies and no third party trackers.

ReplyPilot is a business tool and is not aimed at anyone under 16. We do not knowingly collect their data.

If we change something that matters, we will update the date at the top and email account holders before it takes effect. See also our Terms of Service.