Privacy Policy / Datenschutzerklärung
This Privacy Policy (“Policy”) explains the information collection, use, and sharing practices of Email Writing AI (“we,” “us,” and “our”).
Unless otherwise stated, this Policy describes and governs the information collection, use, and sharing practices of Email Writing AI with respect to your use of our services (“Services”) we provide and/or host on our servers.
Before you use or submit any information through or in connection with the Services, please carefully review this Privacy Policy. By using any part of the Services, you understand that your information will be collected, used, and disclosed as outlined in this Privacy Policy.
If you do not agree to this privacy policy, please do not use our Services.
Our Principles
Email Writing AI has designed this policy to be consistent with the following principles:
- Privacy policies should be human readable and easy to find.
- Data collection, storage, and processing should be simplified as much as possible to enhance security, ensure consistency, and make the practices easy for users to understand.
- Data practices should meet the reasonable expectations of users.
Information We Collect
We collect information in multiple ways, including when you provide information directly to us; when we passively collect information from you, such as from your browser or device; and from third parties.
Information You Provide Directly to Us
We collect information you provide to us directly, including when you contact us, request support, purchase a paid plan, or submit text content for generation through the Services. This information may include your name, email address, payment-related details handled by our payment providers, and the prompts/content you provide so we can deliver the requested output.
AI Processing and Proxy Routing
When you use the AI generation features of the Services, the text, prompts, instructions, and other content you submit may first be transmitted to and temporarily processed through our servers or proxy infrastructure in order to provide the requested functionality, route requests, apply service controls, and protect the Services against abuse or misuse.
From there, your request may be forwarded to third-party AI model and inference providers, including OpenAI, OpenRouter, and, where applicable, other model providers or infrastructure partners used through OpenRouter or similar routing services, for the purpose of generating the requested output.
This means that content you submit for generation may be processed by:
- our own server or proxy infrastructure
- AI routing/inference intermediaries such as OpenRouter
- underlying AI model providers such as OpenAI and other providers selected through our routing configuration
We use these providers only to the extent necessary to deliver the AI functionality requested by you, operate the Services, maintain security, and improve reliability.
We do not describe all submitted content as “stored” by default. However, submitted content may be processed transiently in memory, temporarily buffered, or included in limited logs or security records where necessary for service delivery, abuse prevention, troubleshooting, or legal compliance.
Information that Is Automatically Collected
Device/Usage Information. We may automatically collect certain information about the computer or devices (including mobile devices or tablets) you use to access the Services. This may include device information (e.g., IP addresses, location by country and city, unique device identifiers, IMEI and TCP/IP, browser and operating system details, and mobile carrier information) and usage data (e.g., referring/exit pages and URLs, platform type, clicks, domain names, landing pages, viewed content, time spent, timestamps, frequency, error logs, and similar information). We may use third-party analytics providers and technologies, including cookies and similar tools, to assist with collection.
Cookies and Other Tracking Technologies. We also collect data through internet server logs and online tracking technologies (such as cookies and tracking pixels). Cookies help us recognize your device, store preferences, understand visited pages and referrals, improve user experience, perform analytics, and support security administration. Tracking pixels help us measure impressions/clicks, popularity of Services and ads, and cookie usage. We may also use similar tools in embedded buttons/icons and in emails to measure opens, clicks, and interaction.
You can adjust browser settings to notify you about cookies or block them. Blocking cookies may limit access to certain features or offerings of the Services. For more information about how we use cookies, please review this Privacy Policy and any cookie choices presented in the product.
Information from Third Parties
To the extent permitted by law, we may also collect information from third parties, including public sources, social media platforms, and marketing/market research firms. Depending on the source, this may include name, contact details, demographic data, employer details, identity or trustworthiness verification data, and information for fraud/safety protection purposes.
How We Use Your Information
We may use the information we collect from and about you to:
- Fulfill the purposes for which you provided it.
- Provide and improve the Services, including developing new features/services, securing the Services, and providing technical and customer support.
- Process subscriptions and related transactions.
- Send information about your interactions/transactions, service notices, support messages, and other operational communications.
- Process and respond to inquiries or request feedback.
- Conduct analytics, research, and reporting, including deriving insights from Services usage.
- Comply with law and protect the safety, rights, property, or security of Email Writing AI, the Services, users, and the public.
- Enforce our Terms of Use, including investigation of potential violations.
We may combine information collected from you (including automatically collected information) with information from affiliates and/or non-affiliated third parties, and use it in accordance with this Privacy Policy.
We may aggregate and/or de-identify data collected through the Services and use such data for any purpose, including research and marketing.
When We Disclose Your Information
We may disclose your information to the following categories of recipients, only as necessary for the purposes described in this Privacy Policy:
Service Providers and Processors
We may disclose your information to service providers that help us operate the Services, including providers of:
- cloud hosting and server infrastructure
- AI model, inference, and routing services, including OpenAI, OpenRouter, and other underlying model providers used through such services
- payment processing
- customer support
- email delivery
- security, fraud prevention, and abuse monitoring
- analytics and performance monitoring, where applicable
Legal Compliance and Protection
We may disclose your information where necessary to:
- comply with applicable law, regulation, legal process, or enforceable governmental request
- enforce our Terms of Use and other agreements
- detect, investigate, or prevent fraud, abuse, security incidents, or technical issues
- protect the rights, property, and safety of Email Writing AI, our users, and others
Business Transfers
If we are involved in a merger, acquisition, financing, reorganization, sale of assets, or similar transaction, your information may be disclosed as part of that transaction, subject to applicable confidentiality and legal protections.
Affiliates
We may disclose your information to affiliated entities that help us operate the Services, where applicable and consistent with this Privacy Policy.
With Your Direction or Consent
We may disclose your information where you instruct us to do so or where disclosure is based on your consent.
Aggregated or De-identified Information
We may disclose aggregated or de-identified information that does not identify you personally, where permitted by applicable law.
Legal Basis for Processing Personal Data
Where applicable data protection law requires a legal basis for processing personal data, we rely on the following legal bases:
Performance of a Contract
We process personal data as necessary to provide the Services you request, including to:
- create and manage your account
- process subscriptions and payments
- receive your prompts or submitted content
- route requests through our proxy and to AI providers
- generate and return AI outputs
- provide customer support related to the Services
Legitimate Interests
We process personal data where necessary for our legitimate interests, provided those interests are not overridden by your rights and freedoms. These interests include:
- maintaining, securing, and improving the Services
- preventing fraud, abuse, unauthorized use, and security incidents
- debugging, troubleshooting, and performance monitoring
- maintaining limited server, proxy, and security logs
- enforcing our Terms of Use and protecting our legal rights
Legal Obligation
We may process personal data where necessary to comply with legal or regulatory obligations, including tax, accounting, reporting, law enforcement, and mandatory recordkeeping obligations.
Consent
Where required by law, we rely on your consent, for example for certain optional analytics, marketing communications, or similar processing activities. Where processing is based on consent, you may withdraw your consent at any time with effect for the future.
Online Analytics
We may use third-party analytics services (such as Google Analytics) to collect and analyze usage information, perform auditing/research/reporting, and provide certain features. To prevent Google Analytics from using your information for analytics, you may install the official Google Analytics Opt-out Browser Add-on.
Your Choices and Data Subject Rights
Email Unsubscribe
You may unsubscribe from marketing emails at any time by clicking the unsubscribe link in a newsletter or by emailing info@email-generator-ai.com.
Account Preferences
If you have an account, you can update account details or communication preferences by logging in and updating settings.
EU Data Subject Rights
Individuals in the EEA and other jurisdictions may have rights (subject to applicable limitations), including rights to access, correction, deletion, objection, restriction, data portability, and consent withdrawal. To exercise rights, email info@email-generator-ai.com. You may also contact a supervisory/legal authority.
International Transfers
Your information may be processed in countries other than the country in which you live, including countries outside the European Economic Area (“EEA”), such as the United States, where some of our service providers, AI providers, or infrastructure partners operate.
Where personal data is transferred outside the EEA, we take steps intended to ensure an adequate level of protection in accordance with applicable data protection law, including by relying where appropriate on adequacy decisions, contractual safeguards such as Standard Contractual Clauses, or other lawful transfer mechanisms.
Security Measures
We implement technical, physical, and organizational safeguards to protect against loss, misuse, and alteration of information. However, no system is completely secure, and we cannot guarantee prevention of every unauthorized access, use, or disclosure.
Children
The Services are intended for users over age 18 and are not directed at children under 13. If we become aware we collected children’s personal information in violation of applicable law, we will take reasonable steps to delete it as soon as practicable.
Data Retention
We retain personal data only for as long as necessary for the purposes described in this Privacy Policy. The exact retention period depends on the data category, legal obligations, and whether retention is necessary to establish, exercise, or defend legal claims.
In particular:
- Contract and billing data: retained for the duration required by applicable tax and commercial law recordkeeping obligations.
- Support inquiries and related correspondence: retained for up to ten (10) years.
- Prompts and submitted generation content: retained only for as long as reasonably necessary to provide the requested output, maintain service functionality, investigate abuse, resolve technical problems, or comply with legal obligations. Retained maximally for up to one hundred eighty (180) days.
- Server, proxy, security, and error logs: retained for up to one hundred eighty (180) days, unless longer retention is required in a specific case for security investigations or legal compliance.
- Newsletter data: retained until you withdraw consent or unsubscribe.
- Support communications: retained for as long as necessary to handle the request and for a reasonable follow-up period thereafter.
- Analytics data: retained in accordance with the settings and retention periods of the relevant analytics provider, where such analytics are used.
- Cookie identifiers: retained for the respective lifetime of each cookie as set in our cookie settings.
After the applicable retention period expires, we will delete, anonymize, or otherwise securely dispose of the information, unless we are legally required or permitted to keep it longer.
Third-Party Links and Services
The Services may include links/plugins to third-party websites and services. We are not responsible for their content or privacy practices. Their handling of your information is governed by their own policies, not this Privacy Policy.
Changes to this Privacy Policy
We may update this Privacy Policy as Services evolve. We will post updates here and revise the last-updated date. If material changes are made, we will provide notice as required by law.
Questions About this Privacy Policy
If you have any questions about this Privacy Policy or our privacy practices, contact us at: info@email-generator-ai.com.