Privacy Policy

How we collect, use, and protect your information

1. Information We Collect

We collect information you provide directly to us, such as when you create an account, subscribe to our service, or contact us for support.

  • Account information (name, email, password)
  • Payment information (processed securely via Polar.sh)
  • Email campaign data and contact lists
  • Usage data and analytics

2. Email Account Connections

Mailneo allows you to connect email accounts from various providers to send campaigns and manage replies. We support Gmail, Microsoft Outlook, Zoho Mail, and custom SMTP connections. Below we explain how we handle data for each provider type.

Google Gmail (OAuth)

When you connect your Gmail account, we request specific permissions (OAuth scopes) from Google:

  • gmail.send: Send email campaigns and newsletters from your Gmail address
  • gmail.compose: Compose and send replies to subscribers from our unified inbox
  • gmail.readonly: Fetch and display email replies in your unified inbox
  • gmail.modify: Mark emails as read, archive, or organize messages
  • userinfo.email, userinfo.profile: Identify your account and display your email address

Revoke access anytime from Mailneo or your Google Account permissions.

Google API Disclosure: Mailneo's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

Microsoft Outlook (OAuth)

When you connect your Microsoft Outlook account, we request the following permissions:

  • Mail.Send: Send email campaigns and newsletters from your Outlook address
  • Mail.ReadWrite: Read incoming replies and manage email status in your unified inbox
  • User.Read: Identify your account and display your email address

Revoke access anytime from Mailneo or your Microsoft Account privacy settings.

Zoho Mail (OAuth)

When you connect your Zoho Mail account, we request permissions to:

  • ZohoMail.messages.ALL: Send campaigns, read replies, and manage emails in your unified inbox
  • ZohoMail.accounts.READ: Identify your account and display your email address

Revoke access anytime from Mailneo or your Zoho Account connected apps.

Custom SMTP/IMAP

For custom email providers, you provide SMTP and IMAP credentials directly:

  • SMTP credentials: Used to send email campaigns from your email address
  • IMAP credentials: Used to fetch replies and display them in your unified inbox

All credentials are encrypted using AES-256 encryption before storage. Disconnect anytime from your Email Accounts settings to permanently delete stored credentials.

How We Use Your Email Account Data:

  • To send email campaigns and newsletters you create through our platform
  • To display incoming email replies in your Mailneo unified inbox
  • To synchronize email status (read/unread) between Mailneo and your email provider
  • To allow you to reply to subscribers without leaving Mailneo

What We Do NOT Do:

  • We do NOT sell, share, or transfer your email data to third parties
  • We do NOT use your email data for advertising purposes
  • We do NOT access emails unrelated to your Mailneo campaigns
  • We do NOT store the full content of your emails permanently - only metadata needed to display your inbox

Data Retention & Security:

All OAuth access tokens and SMTP/IMAP credentials are stored securely using AES-256 encryption. Email metadata cached for your unified inbox is retained only while your account is active. When you disconnect an email account or delete your Mailneo account, all associated data and credentials are permanently deleted from our systems within 30 days.

3. How We Use Your Information

We use the information we collect to:

  • Provide, maintain, and improve our services
  • Process transactions and send related information
  • Send technical notices and support messages
  • Respond to your comments and questions
  • Monitor and analyze trends and usage

4. Data Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. This includes encryption of data in transit and at rest, regular security audits, and strict access controls.

5. Data Retention

We retain your personal information for as long as necessary to provide our services and fulfill the purposes described in this policy. You may request deletion of your data at any time.

6. Your Rights

You have the right to:

  • Access your personal information
  • Correct inaccurate data
  • Request deletion of your data
  • Object to processing of your data
  • Export your data in a portable format

7. Contact Us

If you have questions about this Privacy Policy, please contact us at hi@mailneo.co

Last updated: January 16, 2026