JONg Mail privacy policy

What JONg Mail does

JONg Mail brings several email accounts into one place, sorts and tags incoming mail with rules, and can add events to Google Calendar from an email, either when the user presses "Add to calendar" or when a rule they set up asks it to.

Google Calendar data

When a user connects a Google account on the Calendar page, JONg Mail asks Google for permission to:

• see calendars and their events (calendar.readonly), so the user can choose which calendar an event goes into, and to show the week's events in a panel beside their email;
• create events (calendar.events) in the calendar the user chooses.

It also reads the Google account's email address, to show which account is connected. Events shown beside the email are fetched from Google when the panel is open and held in memory for up to two minutes; they are not saved. JONg Mail only changes or removes events it created itself (for example when a later email moves or cancels a booking); it never changes or deletes other events.

JONg Mail keeps:

• the sign-in token Google gives it, encrypted, so it can add events later without asking you to sign in again;
• a short record of each event it creates (title, date, time, the calendar's name and a link to the event), so the email shows that it has been added and the same event is not added twice.

Xero data

If the user connects Xero, JONg Mail has read-only access (it cannot change anything) to the organisation's settings, invoices and bills, bank transactions and the bank summary report. Once a day it saves a short summary - bank balances, the number of Xero transactions not yet reconciled, and unpaid invoices and bills (contact, number, due date, amount) - and adds unpaid bills and invoices to the user's own Google Calendar. Xero data is never sent to Anthropic or any other AI service and is never used to train AI. Disconnecting Xero on the Xero page withdraws access at Xero.

Asking Claude about an email

An email can have an Ask Claude button. Only when the user presses it, JONg Mail sends that one email (its sender, subject, text and readable attachments), any question the user types, and the user's own notes about the services they run, to Anthropic's Claude API, which replies whether the email needs any action. The reply is saved with the email so it can be looked at again without asking twice. Nothing is sent unless the button is pressed. Google user data (calendar events) is never included. Anthropic does not use data sent through its API to train its models.

Email data

For each connected mailbox, JONg Mail stores email headers (sender, recipients, subject, date), a short preview and up to 20 KB of plain text for searching. Plain text is deleted after 30 days and the rest after a year. Full emails and attachments are fetched from the mail provider only when opened, and are not kept.

Where it is kept and who can see it

• Data is stored on a private server run by JHR Tech Ltd on Fly.io in London, UK. Sign-in tokens and passwords are encrypted.
• Nothing is sold, shared with or shown to anyone else, and nothing is used for advertising.
• Data is only sent where the user asks: to their own mail providers, to Google Calendar, to Pushover for phone alerts they set up, to the phones the user turns notifications on for (the sender and subject of an email, encrypted so only that phone can read it, delivered through Apple's or the browser's push service), to addresses their own rules forward mail to (such as Hubdoc for receipts), and - for rules the user has set to read emails with AI (such as school newsletters) - the text of those emails and their attached letters to Anthropic's Claude API, to pick out dates for the calendar; and the single email the user chooses when they press Ask Claude. Google user data (calendar events) is never sent to Anthropic.

Google API Services User Data Policy

JONg Mail's use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. Google user data is used only to provide the calendar features described above, is not transferred to others, is not used for advertising, and is not read by people except where needed for security or to fix a problem the user has asked about.

Removing access and deleting data

• Press Disconnect on JONg Mail's Calendar page: the stored token is deleted and the permission is withdrawn at Google.
• Or remove JONg Mail at myaccount.google.com/permissions at any time.
• Events already added stay in your calendar until you delete them there.
• To have all stored data deleted, email support@jhrtech.uk.

Contact

JHR Tech Ltd - support@jhrtech.uk