Privacy Policy
This Privacy Policy describes how EmailSearch (“the Application”, “we”, “us”, or “our”), operated by RS Group LLC, collects, stores, uses, and protects information when you use the service. EmailSearch is an email productivity application that lets users synchronize their Gmail messages and perform keyword, full-text, and semantic searches over their own imported email.
Summary: We request only read-only access to your Gmail messages. Message content and derived embeddings are used solely to provide search features to you, the authorized user. We do not use your data to train generalized AI models, and we do not sell or share it for advertising.
1. Gmail Data Accessed
When you choose to connect a Gmail account, EmailSearch requests authorization through Google’s OAuth 2.0 flow using the single scope:
https://www.googleapis.com/auth/gmail.readonly
This scope allows the Application to view your email messages and settings. The corresponding user-facing permission is typically displayed as “View your email messages and settings.”
EmailSearch cannot and does not request permission to:
- Compose, send, or reply to messages
- Modify, label, archive, trash, or delete messages
- Manage your Gmail settings beyond what is necessary to list and retrieve messages
Before you authorize access, the Application discloses that it will request read-only Gmail access, download message content, store parsed records and local message copies, and create search embeddings.
2. How Data Is Stored
After you grant authorization, EmailSearch retrieves messages through the Gmail API and stores:
- Parsed message fields (e.g., subject, sender, recipients, date, labels, snippet)
- Local copies of message content (body text and relevant headers) needed for search
- A full-text index (SQLite FTS) of the imported messages
- Derived vector embeddings generated from message text (when you choose to generate them)
Data is stored in the Application’s server environment under your account. Access is restricted to the authenticated user who authorized the Gmail connection.
3. How Data Is Used for Search
Imported Gmail data is used exclusively to provide the following user-facing features to you:
- Keyword search — exact or near-exact term matching
- Full-text search — searching message bodies and metadata via the local index
- Semantic search — finding relevant messages by meaning using derived embeddings
The Application needs the Gmail read-only scope (and therefore message body content) because narrower metadata-only scopes do not provide the body content required for full-text and semantic search.
4. Derived Embeddings
When you initiate embedding generation, the Application creates derived vector embeddings from the text of your imported messages. These embeddings exist solely to enable semantic search for the authorized user.
Important: The embeddings are not used to train or improve a generalized artificial-intelligence model. They are not shared with third parties for model training, and they are not used for any purpose other than providing semantic search results to you within EmailSearch.
Embedding generation does not require any additional Google scopes beyond the already-granted gmail.readonly access used to obtain the message text.
5. Retention and Deletion
Message copies, parsed records, full-text index entries, and embeddings are retained for as long as your Gmail account remains connected and you continue to use the Application, or until you request deletion.
- You may disconnect a Gmail account at any time from within the Application (Maintenance → Gmail Account Synchronization). Disconnecting stops further synchronization.
- You may request permanent deletion of all stored message data and embeddings associated with your account by contacting us (see Contact section below). We will process verified deletion requests promptly.
- You may also revoke the Application’s access at any time through your Google Account permissions page. Revocation prevents further API access; stored data can still be deleted upon request.
6. Limited Use Compliance
EmailSearch’s use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.
In particular:
- We use Gmail data only to provide or improve user-facing features that are prominent in the Application’s user interface (keyword, full-text, and semantic search over the user’s own mail).
- We do not transfer Gmail data to third parties except as necessary to provide or improve the user-facing features (and then only with appropriate confidentiality) or as required by law.
- We do not use Gmail data for serving advertisements.
- We do not allow humans to read Gmail data unless we have your affirmative agreement for specific messages, it is necessary for security/compliance, or it is required by law, or the data is aggregated and anonymized for internal operations.
- Derived embeddings and other processed data are used only for the user’s own search experience and are not used to improve generalized AI/ML models.
7. Data Security
We implement reasonable technical and organizational measures to protect stored message data and embeddings, including access controls that limit data to the authenticated account owner, encrypted connections (HTTPS), and secure storage practices on the Application’s servers.
8. Third-Party Services
Authentication and message retrieval are performed using Google’s OAuth and Gmail API. Google’s own privacy policy governs data handled by Google. EmailSearch does not receive or store your Google account password.
9. Children’s Privacy
EmailSearch is not directed at children under 13. We do not knowingly collect personal information from children under 13.
10. Changes to This Policy
We may update this Privacy Policy from time to time. The “Effective date” at the top will be revised when changes are made. Continued use of the Application after changes constitutes acceptance of the updated policy. Material changes will be communicated through the Application or the website when appropriate.
11. Contact
For privacy questions, data access requests, or deletion requests related to EmailSearch, please contact RS Group LLC via the contact methods published on https://www.rsgroupllc.com or by writing to the operator of the service.
You may also manage the Application’s access to your Google Account at any time at:
https://myaccount.google.com/permissions
This Privacy Policy is intended to satisfy the disclosure requirements for Google API verification and to inform users clearly about how EmailSearch handles Gmail data.