Legal
Privacy Policy
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: jackson@backlineagency.ai.
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. If you confirm a mobile number, it can also send summaries and urgent alerts by text message. When you type a question on the Ask page, the app searches your mail, reads the threads needed to answer it, and shows you which threads it used. 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. |
| Mobile number | If you turn on text messages: the number you confirmed, when it was confirmed and by whom, and whether you have opted out. Never the content of the messages we sent. |
| Processing records | Gmail message and thread ids, the category assigned, a confidence score, timestamps, and run logs with AI usage counts. |
| Usage and purchases | How many questions you asked on the Ask page each month, and any question packs you bought (which pack, when, who bought it, and the price), kept for invoicing. Never the questions or the answers. |
| Audit log | A record of settings changes: who changed what, and when. |
| Automation requests | If you ask us for an automation from a category: the text you typed, who sent it, and when, kept for 90 days. A copy is emailed to Backline Agency's own mailbox, where it stays like any other correspondence with you. |
Not stored, ever: email bodies, subjects, senders, snippets, or attachments, and neither the questions you ask nor the answers you receive. 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.
- Urgent alerts. When you turn on urgent alerts for a category, the first 4,000 characters of the body of each new email that lands in that category are sent to Anthropic, together with the rule you wrote, to decide whether the email is urgent and, if it is, to write the one- or two-sentence summary that is texted to you. The body and the summary are discarded; we keep only which message was alerted on and when.
- Ask. When you type a question, your question is sent to Anthropic, which chooses Gmail searches to run. The sender, subject, and snippet of the matching threads are sent to Anthropic, and then the full text of the threads it needs to read to answer, at most six per question. Attachments are never read. Ask and urgent alerts are the only features that send the body of an email anywhere, and Ask runs only when you ask a question. The answer is shown to you with links to the threads it came from. Earlier questions in the same conversation stay in your browser and are sent back with your next question so follow-ups make sense; leaving the page forgets them. We keep a count of questions, the computing cost of each, and a record of any question packs you buy, nothing else.
5. How we use Google user data
The app requests two Gmail permissions:
gmail.modifyis 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.sendis 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. Text messages
Text messages are optional. If you confirm a mobile number in the app's settings, we send two kinds of messages to it, both about your own email: scheduled inbox summaries at the times you configure, and urgent alerts when an incoming email meets urgency criteria you have set (section 4 says what is read to decide). Each summary text is a short paragraph written by an AI model from the subjects and snippets of that period's threads, sent and then discarded; we keep a record that it was sent, not its text. Twilio, which delivers the text, logs its wording until we erase it, which we do within about an hour of delivery; see section 7.
You opt in by entering your number and confirming a one-time code. Message frequency varies. Message and data rates may apply. Reply STOP to any message to stop, HELP for help, or remove the number in settings. We use your mobile number only to send these messages. We do not sell or share your SMS opt-in data or personal information with third parties for marketing purposes. We also do not share mobile information with affiliates for marketing or promotional purposes. Messages are delivered through Twilio, listed below. The full program terms are in our Terms of Service.
7. 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, urgent-alert checks, answering your questions | Sender, subject, and snippet, in transit only; for an email in a category with urgent alerts on, up to the first 4,000 characters of its body; for a question you ask, your question and the full text of the threads read to answer it, 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; server logs (workspace ids, counts, and error text, never mail content or addresses); and continuous database backups, kept to recover from a failure. |
| Cloudflare, Inc. | DNS, TLS, and firewall for app.backlineagency.ai | All traffic to the app passes through Cloudflare, which decrypts it, checks it, and re-encrypts it on the way to our servers. So Cloudflare handles every page and request in transit, including anything the dashboard shows you from your Gmail. Cloudflare does not store page content; it keeps request logs (addresses, URLs, timing) under its retention policy. |
| Twilio Inc. | Text message delivery, if you turn it on | Your confirmed mobile number and the text of each message. Twilio logs the wording of every text, sent or received, until we erase it, which we do within about an hour of delivery (Twilio says a copy can remain in its backups for up to 30 days after that). The delivery record (number, time, status) stays in Twilio's logs under its retention policy. |
8. Retention
- Tokens and workspace configuration: until you disconnect Gmail or your engagement with Backline Agency ends.
- Processing records (ids, categories, timestamps): 90 days, which is what your dashboard chart and activity feed draw on.
- Audit and run logs, and automation requests: 90 days.
- Text message wording at Twilio: erased within about an hour of delivery; up to 30 days more in Twilio's backups.
- Anthropic: deletes API inputs and outputs within 30 days and does not train on them.
- Server logs at Render: ids, counts, and error text only; kept for Render's log window, between 7 and 14 days depending on our plan.
- Database backups at Render: continuous backups for recovery, so a row you delete can remain in a backup for up to 7 days afterwards. Backups are used only to restore the database after a failure.
9. Deletion
- Disconnect Gmail in the app's settings. This revokes the app's token at Google immediately.
- Delete your inbox in settings. You type its name to confirm, and everything we hold for it, including your sign-in, is deleted at that moment; there is no undo. Or ask us to delete it for you, which we do within 2 business days.
- You can also remove the app's access at any time from your Google account's third-party access page.
- Stop text messages by replying STOP to any message or removing the number in settings. We keep the opt-out record so we never text that number again unless you re-confirm it.
- The labels the app created in your Gmail remain until you delete them in Gmail.
- If you sent us an automation request, tell us if you also want the emailed copy removed from our mailbox, and we will do that too.
- After deletion, nothing of yours remains in the app. Our own invoices and accounting records for the engagement live outside the app and are kept as business records.
10. Security
All traffic is encrypted in transit: between your browser and Cloudflare, and again between Cloudflare and our servers. 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. The app runs as one application with one database shared by every client, operated by one person, with each client's data separated by workspace; How we handle your data says more, in plain language.
11. 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.
12. 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, jackson@backlineagency.ai.