Privacy Policy

Effective October 18, 2026

This policy explains what information NarraMail collects, why, how it is stored and protected, who it is shared with, and how you can delete it. It applies to the NarraMail desktop app, the web app at app.narramail.com, the NarraMail servers, and this website.

1. Who we are

NarraMail is built and operated by Onyx Dev Labs ("we", "us"). Contact us about this policy or your data at team@onyxdev.io.

NarraMail is currently in a limited testing phase used by the Onyx Dev Labs team and invited testers.

2. Summary

• We access your mailbox only to provide the email features you use in NarraMail.
• We do not sell your data, use it for advertising, or use it to train general-purpose AI models.
• Our servers store message headers and a compressed plain-text copy of message bodies. Formatted (HTML) message bodies and attachments are not stored on our servers.
• Sign-in tokens and AI keys are encrypted at rest.
• NarraMail does not provide AI itself. If you add your own AI provider key, limited message content is sent to that provider to run the AI features you use.
• Disconnecting an account deletes that account's data from our servers and your devices.

3. Information we collect

3.1 Your NarraMail profile

When you sign in with Google or Microsoft we receive your name, email address, profile picture (if any) and a stable account identifier from that provider. We use these to create and identify your NarraMail account and the organization (team) it belongs to.

3.2 Mailbox data from Google and Microsoft

When you connect a mailbox, you grant NarraMail the permissions below. We request only the access needed for NarraMail's email features.

3.3 What we store on our servers

For each connected mailbox, within the history period you choose:

• Message and thread metadata: sender, recipients, subject, dates, message and thread identifiers, read, starred and similar flags, and provider labels or folders.
• A compressed plain-text version of each message body and a short preview snippet, used for search, categorization and optional AI features.
• NarraMail data you create: Smart Categories, category rules, account colors, settings, drafts and scheduled sends, snippets, reminders and follow-up nudges.
• Encrypted OAuth access and refresh tokens for each connected mailbox, and the sync position used to fetch only new changes.

Not stored on our servers: formatted (HTML) message bodies and attachments. These are fetched from Google or Microsoft when you open a message, pass through our servers to your device, and are cached only on your device.

3.4 What is stored on your devices

The desktop app keeps a local copy of your synced mail (metadata and plain text), plus formatted bodies and attachments you have opened or that were prefetched, so that NarraMail is fast and works offline. The web app keeps a smaller, size-limited copy in your browser's storage. Signing out or disconnecting an account removes its local data.

3.5 AI provider keys

If you add an API key for an AI provider (for example Jev, OpenAI, Anthropic, or another OpenAI-compatible service), we store it encrypted on our servers so features such as automatic categorization can run while your devices are offline. We never show a saved key again, only its last four characters, who added it and when.

A team admin can add a key for their team. Team members' AI requests then use that key for the features the admin allows, unless a member adds their own key. Members never see the team's key. To show the admin what the key costs, we record how many AI requests each member makes with it, per feature and day, and the token counts the provider reports; we do not record the content of those requests.

3.6 Technical and diagnostic data

Our servers keep operational logs (such as request times, errors and IP addresses) for security and troubleshooting. The apps send error reports (app version, operating system and details of the error) to our error-monitoring provider. We configure error reporting to exclude message content. This website does not use advertising or analytics cookies.

3.7 Optional features

If you turn on read receipts for a message you send, NarraMail adds a small image to that message and records when, and how many times, it is opened. Read receipts are off unless you enable them.

4. How we use information

We use the information above only to:

• provide NarraMail's user-facing features: displaying, syncing, searching, categorizing, composing, sending and scheduling mail, notifications, reminders and the AI features you choose to use;
• keep the service secure, prevent abuse and fix problems; and
• comply with the law.

We do not sell your information, use it to serve advertising, or transfer it to data brokers or information resellers. We do not use your mailbox data to train, create or improve general-purpose AI or machine-learning models.

5. AI features and your own keys

NarraMail does not include or pay for any AI service. AI features work only if you add your own key, or your team admin adds a team key, and they run under the account of whoever added that key with the provider they chose. If you use your team's key, the content below goes to your team's provider under your team's account with it.

• What is sent: for each AI request we send the minimum needed, which is message headers (such as sender and subject) and a truncated plain-text excerpt. Attachments are never sent to AI providers.
• When: once a key serves classification (a Jev key, or a general model you or your team admin chose for classification), the NarraMail app on your device sends conversations our rules cannot categorize, and conversations whose sender details look unusual, to that provider automatically: new mail as it arrives, and a limited number of recent Inbox conversations, only while the app is open. It asks for a Smart Category and whether the message looks like phishing. Writing help, instant replies and questions you ask are sent only when you use those features.
• What classification sends: for the first message of a conversation only: the sender's name and address, the reply-to address, how many recipients it has, the subject, whether it has mailing-list headers, the web domains its links point to, the results of our own phishing checks, and up to the first 1,500 characters of its plain text. Never attachments or HTML. The answer (a category and a suspicious flag, with no message content) is saved with your synced settings so your other devices don't ask again. Suspicious messages are only flagged; they are never moved.
• Provider terms: the AI provider processes that content under its own terms and privacy policy and your account settings with it. Review them, including whether the provider may retain or train on API inputs.
• Removing your key stops AI processing with it. If your team has a key, your requests then use the team's key for the features it allows; leaving the team stops that too.

6. How information is shared

We share information only as needed to run NarraMail, with these service providers acting on our behalf:

• Hetzner (United States data center) hosts our servers and database.
• Cloudflare hosts this website and the web app, and stores our encrypted database backups.
• Google Cloud Pub/Sub delivers Gmail change notifications to our servers. These notifications contain your email address and a change marker, not message content.
• Sentry receives error reports as described above.
• Google and Microsoft receive the requests needed to read, change and send mail in your mailbox.
• The AI provider you or your team admin choose, only if you or your team add a key, as described in section 5.

We may also disclose information if required by law, to protect the safety and security of users or the service, or as part of a merger, acquisition or sale of assets, in which case this policy, including the Google Limited Use commitments below, continues to apply and we will ask for your consent where required.

7. Human access to your mail

Our team does not read your mail. A person may view specific messages only when you explicitly ask us to (for example, to troubleshoot a problem with a message you point us to), when necessary to investigate security incidents or abuse, or when required by law. Aggregated, anonymized data may be used for internal operations such as capacity planning.

8. How we protect information

• All connections to NarraMail use TLS encryption in transit.
• OAuth tokens and AI keys are encrypted at the application level before they are stored in our database.
• Our database runs on encrypted storage, and backups are encrypted before they leave our server.
• We request the narrowest Google and Microsoft permissions that support NarraMail's features, and we verify that sync notifications genuinely come from Google or Microsoft.
• Access to production systems is limited to our team.

No system is perfectly secure. If we learn of a breach affecting your data, we will notify you as required by law.

9. Retention and deletion

• We keep a connected mailbox's data for as long as it stays connected, limited to the history period you choose for it.
• Disconnecting a mailbox revokes NarraMail's tokens with Google or Microsoft, stops sync notifications, permanently deletes that mailbox's data from our database, and removes it from your devices the next time they connect.
• Deleting your NarraMail account disconnects every mailbox as above and deletes your profile, settings and AI keys. To request account deletion, contact us at the address in section 1.
• Deleted data can remain in encrypted backups until those backups expire, after at most 30 days.
• Operational logs are kept for a limited time for security and troubleshooting and then deleted.

You can also revoke NarraMail's access at any time from your Google Account connections page or your Microsoft My Apps page (work or school accounts) or Microsoft account consent page (personal accounts). Revoking access stops sync; disconnect the mailbox in NarraMail to delete its stored data.

10. Google API Services disclosure

NarraMail'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.

The use of information received from Google Workspace APIs will adhere to the Google Workspace API User Data and Developer Policy, including the Limited Use requirements. In particular, Google user data is used only to provide and improve user-facing features that are visible in NarraMail; it is transferred to others only as described in this policy, as needed to provide those features, for security, to comply with law, or as part of a merger or acquisition; it is not read by people except as described in section 7; it is never used for advertising, sold, or used to determine creditworthiness; and it is not used to train generalized AI or machine-learning models.

11. Your choices and rights

You can see and change most of your data in the app, disconnect mailboxes, remove AI keys and turn optional features off at any time. Depending on where you live, you may have rights to access, correct, export or delete your personal information, or to object to certain processing. Contact us to make a request; we will respond within the time required by applicable law.

12. Where data is processed

Our servers are located in the United States. If you use NarraMail from elsewhere, your information is transferred to and processed in the United States.

13. Children

NarraMail is not directed to children under 13, and we do not knowingly collect information from them.

14. Changes to this policy

We will post any changes on this page and update the effective date. If a change materially affects how we use mailbox data, we will notify you in the app or by email before it takes effect and, where required, ask for your consent.

15. Contact

Onyx Dev Labs, team@onyxdev.io.