Privacy Policy

Welcome to SingleHQ. SingleHQ is an AI-powered email productivity platform designed to help users understand, organize, prioritize, and manage email more effectively.

This Privacy Policy explains what information SingleHQ collects, how we use it, when information may be processed by third-party service providers, and the choices available to you.

If you connect a Google account or Gmail account to SingleHQ, additional provisions in this Privacy Policy specifically explain how Google user data is accessed, processed, shared, and protected.

By using SingleHQ, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with this policy, please discontinue using the Service.

SingleHQ collects information reasonably necessary to operate the Service, authenticate accounts, provide requested functionality, maintain security, process subscriptions, and respond to support requests.

Account Information

• Name
• Email address
• Clerk User ID

Connected Google Account

If you connect your Google account, SingleHQ may process:

• Connected Gmail email address
• OAuth authorization information necessary to maintain the connection

Email Metadata

Depending on the functionality you use, SingleHQ may process Gmail metadata including:

• Sender
• Recipients
• Subject line
• Timestamps
• Labels

Email Content

Email content may be processed when it is reasonably necessary to provide a requested SingleHQ feature, including AI-powered summaries, contextual analysis, prioritization, action-item extraction, deadline detection, reminders, or Watch Lists.

Product Data

• AI-generated insights
• Watch Lists
• Reminders
• Subscription information
• Security and operational logs

Information We Do Not Permanently Store

Based on the current SingleHQ implementation, SingleHQ does not permanently store:

• Email bodies as permanent account data
• Email attachments as permanent account data
• Gmail passwords
• Credit card information

Email content may nevertheless be temporarily processed when required to provide a requested feature.

When you connect a Google account to SingleHQ, information received from Google APIs may constitute Google user data. This can include Gmail metadata and, where required by a requested feature, email content.

SingleHQ accesses Google user data only after you authorize the applicable Google permissions through Google's OAuth authorization process.

How Google User Data Is Used

Google user data is used only to provide the user-facing functionality requested or enabled by you.

Depending on the feature, this may include:

• Email summarization
• Contextual email analysis
• Email prioritization
• Action-item extraction
• Deadline detection
• Reminder-related functionality
• Watch Lists
• Other email intelligence features provided by SingleHQ

No Sale of Google User Data

SingleHQ does not sell Google user data to advertisers, data brokers, information resellers, or other third parties.

No Advertising Use

Google user data is not used to serve advertisements, target advertisements, personalize advertisements, determine advertising interests, or create advertising profiles.

No Independent Third-Party Use

SingleHQ does not transfer Google user data to third parties for their own independent advertising, profiling, data brokerage, or unrelated commercial purposes.

A limited transfer may occur when a third-party service is necessary to provide a SingleHQ feature requested by the user, including AI inference described below.

Google User Data and AI

SingleHQ does not use Google user data to train, fine-tune, develop, or improve generalized or foundation artificial intelligence or machine learning models.

This applies to Google user data obtained directly from Google APIs and information derived from that data.

Generating an AI summary, insight, classification, or recommendation from an email is AI inference performed to provide a requested feature. It is not model training, fine-tuning, generalized model development, or generalized model improvement.

You may connect your Google account using Google's OAuth authorization process.

SingleHQ requests only the Google permissions reasonably necessary for the Gmail functionality currently provided by the application.

Current Gmail Usage

SingleHQ's current Gmail integration is intended for read-only email intelligence functionality.

SingleHQ does not send, modify, or delete Gmail messages through the Gmail API as part of the current implementation.

If a future feature requires permission to send, modify, or delete Gmail messages, SingleHQ will request the appropriate authorization before using that functionality.

Examples of Gmail Data Usage

• Reading email metadata.
• Processing relevant email content for summaries.
• Generating AI insights.
• Prioritizing conversations.
• Extracting action items.
• Detecting deadlines.
• Supporting reminders.
• Supporting Watch Lists.

We do not ask for your Google password and cannot access your Google password through OAuth.

You may revoke SingleHQ's Google authorization through your Google Account settings.

SingleHQ uses third-party AI inference and processing services to provide selected AI-powered features.

Not every AI provider is used for every SingleHQ feature. A provider is used only where required for the relevant functionality.

Google Gemini API

SingleHQ currently uses the Google Gemini API for supported AI operations including email analysis, summaries, insights, prioritization, action-item extraction, and related email intelligence.

When Gemini is used, SingleHQ may send the minimum information reasonably necessary for the relevant inference operation. Depending on the feature, this may include relevant email content and/or email metadata.

Groq API

SingleHQ also currently uses the Groq API for AI inference where Groq is used for supported SingleHQ AI features.

Groq is not necessarily used for every AI operation. When Groq is used, SingleHQ sends only the information reasonably necessary for the applicable inference request.

Why Information Is Sent to AI Providers

Information may be sent to an applicable AI provider because the provider performs the computational AI inference necessary to generate the requested result.

For example, when you request an email summary, relevant email information may be sent to the applicable AI provider so that it can process that information and return the generated result to SingleHQ.

What SingleHQ Receives

SingleHQ receives the output generated by the applicable AI inference request and uses that output to provide the corresponding SingleHQ feature.

AI Inference Is Not AI Training

Third-Party AI Provider Processing

SingleHQ sends information to an AI provider only for the purpose of performing the applicable inference operation and returning the requested AI result to SingleHQ.

SingleHQ does not authorize third-party AI providers to use Google user data for generalized model training on behalf of SingleHQ.

AI providers process data according to their applicable API terms, service agreements, privacy documentation, and configurations applicable to the services used by SingleHQ.

SingleHQ does not make unsupported claims that every AI provider permanently stores no data. Provider-side handling and retention can depend on the applicable API service, configuration, security operations, or legal requirements.

AI Accuracy

AI-generated content may not always be accurate. Users should review important summaries, classifications, recommendations, deadlines, and other AI-generated information before relying on them.

SingleHQ attempts to process only the information reasonably necessary to provide the requested feature.

For AI operations, this means SingleHQ is designed to send the minimum relevant information reasonably necessary for the specific operation rather than intentionally sending unrelated account information.

The exact information required depends on the feature. Some operations may require email content, while others may only require email metadata.

For example, an AI summary may require relevant email content, while an operation that only determines whether an email matches a Watch List may require substantially less information.

SingleHQ does not intentionally send unrelated personal account information to an AI provider merely because that information is available in your account.

SingleHQ uses information to provide, secure, and operate the functionality you request.

Account and Authentication

• Creating and maintaining your account.
• Authenticating users.
• Maintaining connected service authorization.
• Protecting accounts from unauthorized access.

Email Productivity

• Processing Gmail metadata and relevant email content when required.
• Generating summaries and insights.
• Prioritizing email.
• Extracting action items.
• Detecting relevant deadlines.
• Supporting reminders.
• Supporting Watch Lists.
• Providing workflow automation.

Service Operation

• Maintaining application reliability.
• Maintaining application security.
• Detecting and investigating abuse or security incidents.
• Processing subscriptions and payments.
• Responding to support requests.
• Complying with applicable legal obligations.

Where this Privacy Policy refers to improving SingleHQ, that means improving the application's functionality, reliability, security, or user experience. It does not mean using Google user data to train, fine-tune, develop, or improve generalized AI/ML models.

To make our handling of Google user data clear, SingleHQ does not use Google user data for:

• Selling Google user data to advertisers, data brokers, or information resellers.
• Serving advertisements based on Google user data.
• Creating advertising or interest profiles from Google user data.
• Targeting or retargeting users with advertisements based on Google user data.
• Training generalized or foundation AI models.
• Fine-tuning generalized or foundation AI models.
• Developing generalized AI/ML models.
• Improving generalized AI/ML models.
• Creating generalized machine-learning training datasets.
• Independent profiling unrelated to providing SingleHQ functionality.
• Transferring Google user data to third parties for their own independent advertising, profiling, data brokerage, or unrelated commercial purposes.

We take reasonable administrative, technical, and organizational measures designed to protect information against unauthorized access, disclosure, alteration, or destruction.

While no internet service can guarantee absolute security, we work to protect information using reasonable security practices appropriate to the Service.

Current Infrastructure

• Clerk for authentication.
• MongoDB Atlas for database infrastructure.
• FastAPI backend services.
• Render for backend hosting.
• Vercel for frontend hosting.

Security Measures

• HTTPS/TLS encrypted communication.
• Secure authentication through Clerk.
• OAuth authorization for Google accounts.
• Access controls for application infrastructure.
• Security and operational logging.
• Dependency and infrastructure maintenance.

SingleHQ does not claim to hold a particular security certification unless that certification is explicitly identified on the SingleHQ website.

Paid subscriptions are processed through Razorpay.

SingleHQ does not permanently store credit card information in its own application database.

Payment information is processed by Razorpay according to Razorpay's applicable terms and privacy practices.

SingleHQ may retain information necessary to identify subscriptions, verify payment status, manage plans, and maintain appropriate financial or security records.

SingleHQ relies on third-party infrastructure and service providers where necessary to operate the platform and provide requested functionality.

Current Providers

• Clerk – User authentication and account management.
• Google OAuth – Authorization for connected Google accounts.
• Gmail API – Authorized Gmail data access.
• Google Gemini API – AI inference for supported SingleHQ AI features.
• Groq API – AI inference for supported SingleHQ AI features where Groq is used.
• MongoDB Atlas – Database infrastructure.
• Render – Backend hosting and infrastructure.
• Vercel – Frontend hosting and infrastructure.
• Razorpay – Payment processing.

Google User Data Transfers

Google user data is not transferred to third-party services simply because those services are part of SingleHQ's infrastructure.

Where Google user data is transferred to a third-party service, the transfer is limited to what is reasonably necessary to provide the applicable SingleHQ functionality or otherwise comply with applicable law.

For AI processing, the third-party AI service receives the minimum information reasonably necessary to perform the requested inference operation and return the resulting AI output to SingleHQ.

Future Integrations

SingleHQ may introduce integrations such as Google Calendar, Microsoft Outlook, or additional productivity services in the future.

If a future integration requires new categories of information or permissions, the relevant disclosures and authorization requirements will be updated as appropriate.

SingleHQ does not currently publish a single fixed retention period for every category of information. Retention can vary depending on the type of information, feature involved, account status, security requirements, and applicable legal obligations.

We retain information only for as long as reasonably necessary to provide the Service, maintain security, fulfill legitimate operational requirements, resolve disputes, enforce agreements, or comply with applicable law.

Google User Data

Google user data is retained only as reasonably necessary for the SingleHQ functionality for which it was accessed, subject to applicable legal, security, and operational requirements.

SingleHQ does not retain Gmail content indefinitely for the purpose of building generalized datasets or training AI models.

AI Processing

When information is sent to an AI provider, provider-side handling and retention are governed by the applicable provider service, agreement, and configuration.

SingleHQ does not make an unsupported claim that all AI providers permanently store no request or response data.

SingleHQ does not intentionally retain AI requests or responses for the purpose of creating generalized AI training datasets from Google user data.

Depending on your location and applicable law, you may have rights regarding your personal information.

• Access your personal information.
• Correct inaccurate information.
• Request deletion of your account.
• Withdraw consent where applicable.
• Disconnect your Google account.
• Request information about how your data is used.

We may request additional information to verify your identity before fulfilling certain requests.

You may request deletion of your SingleHQ account at any time by contacting our support team.

Upon receiving and verifying a deletion request, we will take reasonable steps to delete or anonymize information associated with the account, unless we are required or permitted by law to retain certain records.

What Happens When Your Account Is Deleted

• Your SingleHQ account will be removed.
• Your connected Google account will be disconnected.
• Stored AI insights, reminders, and Watch Lists associated with the account will be removed, subject to applicable retention requirements.
• Certain payment or security records may be retained where legally required or reasonably necessary for fraud prevention and security.

Account deletion does not control retention policies independently applied by Google, Groq, or other third-party providers.

To request account deletion, contact:

support@singlehq.me

SingleHQ is not intended for children under the age of 13, or the minimum age required by applicable law in your jurisdiction.

We do not knowingly collect personal information from children. If we become aware that such information has been collected, we will take reasonable steps to delete it as soon as reasonably practicable.

If you believe a child has provided personal information to SingleHQ, please contact us so we can investigate.

SingleHQ uses cloud infrastructure and third-party service providers that may operate in countries other than your country of residence.

As a result, information processed through SingleHQ, including information required for AI inference, may be processed in jurisdictions outside your country.

Where applicable, SingleHQ takes reasonable steps to use appropriate contractual, technical, and organizational measures for international processing.

The specific location and transfer mechanisms applicable to a third-party provider may depend on that provider's service and configuration.

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, security practices, or business operations.

When material changes are made, we will update the Last Updated date at the top of this page.

We will not use Google user data for a materially different purpose without providing the disclosures and authorization required by applicable law and applicable Google API policies.

We encourage you to review this page periodically to stay informed about our privacy practices.

If you have questions, concerns, or requests regarding this Privacy Policy, Google user data, Gmail access, AI processing, account deletion, or our privacy practices, please contact us.

We will make reasonable efforts to respond to privacy-related requests in a timely manner.