Privacy Policy

Effective date: August 20, 2026

This policy explains how Thoughtomation collects, uses, and discloses information when you visit our website, create or use an account, connect a business inbox, or communicate with us.

Information we collect

Depending on how you use Thoughtomation, we may collect:

• Account and business information, such as your name, business name, email address, services, service area, pricing boundaries, operating preferences, and onboarding responses.
• Connected-inbox information, including message content and metadata made available through an inbox connection, so Thoughtomation can identify inquiries, prepare responses, preserve conversation context, and perform the automations you enable.
• Customer and lead information that you or a connected service provides, including contact details, inquiry content, status, drafts, and actions taken in the portal.
• Public business-contact information used for Thoughtomation's own business-to-business outreach. This may include a business name, website, publicly listed email address, business category, and location.
• Account activity and technical information, such as authentication events, workflow and delivery status, browser or device information, IP address, security logs, and diagnostic information.
• Billing information, such as subscription status, billing dates, and payment-provider identifiers. Payment-card details are collected and handled by our payment provider rather than stored directly by Thoughtomation.

We collect information directly from you, from services you choose to connect, automatically when you use the website or portal, and from public business sources where appropriate.

How we use it

We use information to:

• Provide, secure, maintain, and troubleshoot the website, portal, and automation service.
• Authenticate users and connect authorized business inboxes.
• Classify inquiries and prepare responses, quote ranges, follow-up drafts, alerts, and summaries according to client-selected settings and safety controls.
• Deliver messages only when an authorized workflow and the applicable automation mode permit delivery.
• Provide support, communicate about the service, administer trials and subscriptions, and prevent abuse.
• Evaluate and improve reliability, safety, and output quality.
• Comply with law, enforce our terms, and protect Thoughtomation, our customers, and others.

AI-assisted processing

Thoughtomation uses artificial-intelligence service providers to analyze business inquiries and generate classifications or suggested content. AI output may be incomplete or incorrect. Product controls determine whether output is presented as a draft, generates an alert, or may be eligible for an automated action. Customers remain responsible for their business decisions and for reviewing drafts when review is required.

Service providers and disclosures

We disclose information to service providers that process it for us as needed to operate Thoughtomation. These include providers of hosting and application infrastructure, databases and authentication, inbox connectivity, email delivery, artificial-intelligence processing, payment processing, security, and operational monitoring. Current providers may include Vercel, Supabase, Nylas, Google or Microsoft when you connect their services, OpenAI, Resend, Stripe once billing is enabled, and infrastructure supporting our automation system.

We may also disclose information when required by law, to protect rights or safety, in connection with a business transfer, or when you direct or authorize us to do so.

Thoughtomation does not sell personal information or share it for cross-context behavioral advertising. We do not disclose customer inbox or lead content to third parties for their own independent marketing.

Data retention

We retain information for as long as reasonably necessary to provide the service, maintain security and audit records, comply with legal obligations, resolve disputes, and enforce agreements. Retention periods vary based on the type of information and why it is needed. We may retain limited suppression, delivery, security, or transaction records after other account information is removed when necessary for compliance and abuse prevention.

Security

We use administrative, technical, and organizational safeguards designed to protect information and restrict access to people and systems that need it to operate the service. No internet transmission or storage system can be guaranteed completely secure.

Your choices and requests

You may disconnect a connected inbox, change available automation preferences, or use the guarded account controls to delete an eligible single-owner account and its hosted business data. Deletion requires a recent sign-in and multiple explicit confirmations; shared workspaces and unresolved billing are not deleted automatically. You may also request access to, correction of, or deletion of personal information associated with your account. Some information may be retained where required for security, billing, legal compliance, proof of deletion, or suppression of unwanted email.

Commercial email from Thoughtomation includes an unsubscribe mechanism. We retain the minimum information needed to honor an opt-out.

Children

Thoughtomation is a business service and is not directed to children under 18.

Changes to this policy

We may update this policy as the service changes. We will post the revised policy here and update the effective date. If a change materially affects how we use information, we will provide additional notice when appropriate.

Contact

For privacy questions or requests, contact:
support@thoughtomation.io
PO Box 272, San Geronimo, CA 94963