Privacy Policy

This Privacy Policy explains how InboxOji (“InboxOji”, “we”, “us”), a service operated by Vegan Oji Inc. (trading as Oji Digital), collects, uses, stores, shares, and protects information when you use our websites, applications, and services (the “Service”). InboxOji is an AI assistant that drafts email replies in your voice based on rules you configure.

We designed InboxOji to be privacy-protective by default: your mailbox data is used only to provide the features you ask for, it is encrypted, stored in the Tokyo region, and never sold. Please read this policy together with our Terms of Service.

1. Who we are & how to reach us

The data controller is Vegan Oji Inc. (Oji Digital). For any privacy question or to exercise your rights, contact [email protected] (security matters: [email protected]).

2. Information we collect

Information you provide

• Account data: your name, email address, password (stored only as a salted hash — we never see it), company/display name, and preferences.
• Configuration: the rules, cases, reply templates, writing-voice descriptions, coaching notes, and any knowledge-base files you create.
• Support communications: messages you send us.

Information from connected mailboxes (with your authorization)

• When you connect a Google (Gmail) mailbox via OAuth, we access message metadata and content (sender, subject, snippets/body of relevant messages, labels, thread/message IDs) only as needed to detect matching emails and draft replies. See Section 3.
• We store an encrypted OAuth refresh token to maintain the connection. We never receive or store your Google account password.

Information collected automatically

• Usage & activity: records of drafts created, rule/case matched, timestamps, the model used, and a short internal reason — used to power your dashboard and activity log. We do not store full email bodies in our activity logs.
• Technical data: IP address, device/browser type, and security/audit events, used for security and to operate the Service.

Payment information

• Subscriptions are handled by Stripe. Stripe processes your card details directly; we never receive or store full card numbers. We store a Stripe customer/subscription identifier and your plan/billing status.

3. Google user data & Limited Use

We request the minimum Gmail scopes required to operate (for example, the ability to read messages you’ve designated and create draft replies). Specifically, Google user data is:

• Used only to provide and improve the user-facing features you enable — detecting matching emails and generating draft replies in your account.
• Never used for advertising of any kind.
• Never sold or transferred to data brokers or for other unrelated purposes.
• Not used to train generalized/foundation AI models. Message content is sent to our AI subprocessors solely to generate your draft at the moment you need it, under API terms that prohibit training on it (see Section 4).
• Not read by humans, except: (a) with your explicit consent (e.g. you ask support for help), (b) for security or to investigate abuse, (c) to comply with applicable law, or (d) where the data is aggregated/anonymized for internal operations.

By default InboxOji creates drafts for your review and does not send email on your behalf unless you explicitly enable auto-send for a specific, tested rule. You can disconnect your mailbox at any time, and you can revoke InboxOji’s access from your Google account permissions.

4. How we use information

• To provide the Service: detect matching emails, generate drafts in your voice, and maintain your rules, activity, and account.
• To secure the Service: authentication, fraud/abuse prevention, and audit logging.
• To operate billing and provide support.
• To send service and security notices (e.g. password or sign-in-method changes). Marketing email, if any, is opt-in and you can unsubscribe.
• To comply with legal obligations.

Our legal bases (where GDPR/UK GDPR applies) are: performance of our contract with you, your consent (e.g. connecting a mailbox), our legitimate interests (securing and operating the Service), and legal obligations.

5. AI processing

To generate a draft, the relevant email’s subject, body, and your configured rules/voice/coaching are sent to an AI model provider (our subprocessors, e.g. Anthropic and, if you choose, OpenAI) via their APIs. These providers act as our processors and, under their API terms, do not use this content to train their models and retain it only transiently for abuse-monitoring as defined by them. We send only what is needed to produce your draft. Drafts are AI-generated and may contain errors — you are responsible for reviewing them before sending (see the Terms).

6. Sharing & subprocessors

We do not sell your personal information. We share data only with service providers (“subprocessors”) that help us run the Service, under contracts requiring appropriate protection:

We may also disclose information if required by law, to protect rights and safety, or in connection with a corporate transaction (with continued protection of your data). A current subprocessor list is available on request.

7. How we protect your data

• Encryption in transit (TLS) and encryption at rest. OAuth refresh tokens are additionally encrypted with AES-256-GCM and decrypted only momentarily inside our secured server when fulfilling a request.
• Strict access isolation via row-level security, so each account can access only its own data.
• Account protections: password hashing, breached-password screening, optional two-factor authentication, and security-alert emails for sensitive changes.
• Data residency in the Tokyo region for your stored data.

No method of transmission or storage is 100% secure, but we work to protect your information using industry-standard measures.

8. Data retention

We keep account and configuration data while your account is active. Activity records are retained to provide your history and analytics. When you delete your account, or disconnect a mailbox, we delete or anonymize the associated data within a commercially reasonable period, except where we must retain limited records to comply with law, resolve disputes, or enforce agreements. You can export or request deletion of your data at any time.

9. International transfers

InboxOji is offered worldwide. Your stored data resides in Japan, and some subprocessors (e.g. AI providers) are located in the United States, so data may be transferred internationally. Where required, we rely on appropriate safeguards such as the EU Standard Contractual Clauses and equivalent mechanisms.

10. Your rights & choices

Depending on where you live (e.g. under the EU/UK GDPR, California CCPA/CPRA, Japan’s APPI, and similar laws), you may have the right to: access, correct, delete, or export your personal data; object to or restrict certain processing; withdraw consent; and not be discriminated against for exercising these rights. We do not “sell” or “share” personal information for cross-context behavioral advertising as defined by the CCPA.

To exercise any right, email [email protected] or use the export/delete tools in your account settings. We will verify your request and respond within the time required by law. EU/UK users may also lodge a complaint with their supervisory authority.

11. Children

InboxOji is a business tool not directed to children and is not intended for anyone under 16. We do not knowingly collect data from children.

12. Changes to this policy

We may update this policy as the Service evolves or as the law requires. We will post the updated version with a new “Last updated” date and, for material changes, provide additional notice. Continued use after an update means you accept the revised policy.

13. Contact

Vegan Oji Inc. (Oji Digital) — InboxOji
Privacy: [email protected] · Security: [email protected] · Support: [email protected]