Legal

Privacy Policy

Effective date: September 19, 2026

Backline Agency Inbox Organizer is an invite-only Gmail organizer for clients of Backline Agency LLC. This policy explains what the app does with your Google account and Gmail data. The short version: we never store the contents of your email.

1. Who we are

Backline Agency Inbox Organizer ("the app") is operated by Backline Agency LLC, a North Carolina limited liability company ("Backline Agency", "we", "us"), 8000 Discovery Falls Trail, Wake Forest, NC 27587. The app lives at app.backlineagency.ai. Questions about this policy or your data: [email protected].

2. What the app does

After you connect your Gmail account, the app reads your incoming email, assigns each email to one of the categories you define, applies a matching Gmail label, and sends summary emails from your own Gmail account on the schedule you set. The app never deletes, archives, moves, forwards, or replies to your mail.

3. What we collect and store

Data	What we keep
Google account	Your email address, name, and profile image, received when you sign in with Google.
Gmail connection	An OAuth refresh token (encrypted at rest), the list of permissions you granted, and the connected Gmail address.
Workspace configuration	Your categories and their descriptions, any example senders or subject lines you save with a category, your summary schedules, and your settings.
Processing records	Gmail message and thread ids, the category assigned, a confidence score, timestamps, and run logs with AI usage counts.
Audit log	A record of settings changes: who changed what, and when.

Not stored, ever: email bodies, subjects, senders, snippets, or attachments. When the dashboard shows you a sender or subject, it is fetched live from Gmail for that page view and then discarded.

4. What we process without storing

Classification. For each new email, the sender, subject, and a short snippet are sent to Anthropic's API to choose a category, then discarded.
Summaries. Subjects and snippets of the period's threads are read from Gmail and sent to Anthropic to write a short highlights paragraph. The summary is assembled, sent from your Gmail account, and the content is discarded.
Generate categories and Preview. When you ask for them, the same fields for your recent threads are sent to Anthropic and discarded after the response.

5. How we use Google user data

The app requests two Gmail permissions:

gmail.modify is used to read incoming mail metadata, create and apply the app's labels, and (only if you turn it on) mark labeled mail as read. This permission technically allows moving mail to Trash; the app never deletes, archives, or moves mail.
gmail.send is used to send your own summary emails from your account to the addresses you configure. The app never sends to anyone else and never replies to or forwards mail.

Backline Agency Inbox Organizer'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.

In plain English:

We use Gmail data only to provide the features described here.
We do not use Gmail data for advertising, and we do not sell it.
No human reads your Gmail data unless you give us permission, it is necessary for security purposes, or it is required by law.
We transfer Gmail data only to the providers listed below, and only to provide the features you asked for.

6. Sub-processors

Provider	Purpose	Data it sees
Google LLC	Sign-in; Gmail API	Your account identity. Your Gmail data stays at Google; we call their API.
Anthropic PBC	Email classification, summary highlights, category generation	Sender, subject, and snippet, in transit only. Anthropic deletes API inputs and outputs within 30 days and does not train on them.
Render Services, Inc.	Hosting (web app, background worker, database)	Everything listed in section 3, including encrypted tokens.
Cloudflare, Inc.	DNS, TLS, and firewall for app.backlineagency.ai	Request metadata in transit.

7. Retention

Tokens and workspace configuration: until you disconnect Gmail or your engagement with Backline Agency ends.
Processing records (ids, categories, timestamps): kept so your dashboard charts work, until you delete your workspace or ask us to delete them.
Audit and run logs: 90 days.
Anthropic: deletes API inputs and outputs within 30 days and does not train on them.

8. Deletion

Disconnect Gmail in the app's settings. This revokes the app's token at Google immediately.
Delete your workspace in settings, or ask us to. All of your rows are removed within 30 days.
You can also remove the app's access at any time from your Google account's third-party access page.
The labels the app created in your Gmail remain until you delete them in Gmail.

9. Security

All traffic is encrypted in transit. Gmail tokens are encrypted at rest with a key held outside the database. The app requests the fewest Gmail permissions that make the features work, logs every settings change, and holds no email content at rest, so there is no stored mail to expose.

10. Eligibility

Backline Agency Inbox Organizer is a business tool for clients of Backline Agency LLC. It is not directed to children, and users must be 18 or older.

11. Changes and contact

If this policy changes in a way that affects how your data is handled, we will update this page and its effective date and notify connected clients by email. Contact: Backline Agency LLC, [email protected].