Written to be read. If any part of this is unclear, that is our failure and we want to hear about it.
The short version. Botsburg is a program that runs on your own computer. Your business's data — your email, your customers, your files — stays on your machine, encrypted. We do not have a copy of it and could not produce one if asked.
Two exceptions, both explained in full below: your account details (email address, plan, which computers you have activated) live on our servers because that is what an account is; and when an AI employee drafts something for you, the text it needs to read is sent to a language-model provider to be processed — unless you switch that off, which you can.
Botsburg Inc., a Canadian corporation. Contact us at privacy@botsburg.com. We are the data controller for your account information, and a data processor for the business information you choose to connect to the software.
This matters more than anything else in this document, so it comes first.
Botsburg is a downloadable desktop application, not a website you log into and upload things to. When you connect an inbox, the messages are fetched from your mail provider directly to your computer. They are stored in a database file on your own disk, encrypted at rest with AES-256-GCM using a key held in your operating system's keychain. That data is not copied to Botsburg's servers.
The practical consequence: if you stop using Botsburg, your business data was never anywhere for us to delete. Deleting the app and its data folder is the deletion.
If you connect a Gmail or Google Workspace inbox, you grant Botsburg access through Google's own consent screen. Botsburg's use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.
| What | Why |
|---|---|
| Read your messages | To triage them, to file them, and to have the context needed to draft a reply in your voice. |
| Label, archive and mark as read | To keep the inbox organised the way you asked. |
| Send messages | To send replies you have approved, and nothing else. |
| Your email address | To know which inbox is connected and show it to you. |
Botsburg never deletes your mail. Not a single message, ever. It files, labels and archives. There is no feature that permanently deletes email, and we will not add one.
Nothing outward-facing is ever sent without you approving it. Every draft waits in an approval queue for a human. This is enforced in the software, not merely promised in a policy: the function that sends a reply refuses to run without a recorded approval.
Botsburg communicates with Gmail over IMAP and SMTP. Google requires the full
https://mail.google.com/ permission for those protocols — the narrower Gmail
permissions do not work with IMAP. That means the consent screen asks for broader access than
Botsburg actually uses. We think you should know that rather than discover it. We are working to
move onto Google's newer API so we can ask for less.
To write a draft, an AI employee has to read the message. Where that reading happens is your choice, set in Settings → Where your mail is allowed to go:
We do not use your data to train any model. We do not sell it. We do not share it with advertisers, and there is no advertising in Botsburg. We do not transfer Google user data to any third party except as described in this section.
Our account system runs on Supabase, hosted in Canada (Montréal). It holds:
Every table has row-level security, so an account can only ever read its own rows.
You may ask us for a copy of what we hold about you, correct it, or have it deleted; withdraw consent for Google access at any time from your Google account permissions, which cuts Botsburg off immediately without going through us; and close your account by writing to privacy@botsburg.com. We answer within 30 days.
If you are in Québec, the EU or the UK, you have additional rights under Law 25, the GDPR and the UK GDPR respectively, including the right to complain to your data protection authority.
Account records: while your account is open, then up to 7 years for the tax and corporate records Canadian law requires. Your business content: on your computer, for as long as you keep it. AI processing: no server-side retention by us; content is transmitted, processed and returned.
Encryption at rest on your machine (AES-256-GCM); secrets in the OS keychain, never in a config file; TLS in transit; row-level security on every table; access tokens that expire hourly, with the long-lived token never leaving your keychain. No system is perfect, and we will tell you promptly and specifically if something goes wrong rather than issuing a statement about how much we value your trust.
Botsburg is a business tool and is not directed at anyone under 18.
If we change this in a way that affects how your data is handled, we will say so in the app and date the change here. We will not quietly widen what we do with your information.