Privacy Policy

Last updated: October 23, 2026

Vesenna AI ("Vesenna AI," "we," "us") provides an email management service that connects to a business's Gmail and/or Outlook inbox to read incoming customer emails and draft AI-generated reply suggestions. If you choose to enable them, the service can also check your calendar's free/busy times so replies about scheduling are accurate, and look at your recent sent conversations to draft follow-ups for customers who haven't replied. This policy explains what information we collect, how we use it, and the choices you have.

Vesenna AI also designs and builds websites for local businesses. Everything in this policy about connecting an inbox, email content, and Google or Microsoft account data applies only to the email service. Information we collect for website projects is covered separately under "Website Design Clients" below.

Information We Collect

When you connect your Gmail or Outlook account, we collect and store:

• OAuth refresh tokens issued by Google or Microsoft, which let our service access your inbox without you having to log in again each time.
• Calendar availability (only if calendar access is granted) — whether specific time slots are busy or free (start and end times only). We never read event titles, descriptions, attendees, or locations. This is checked only when an incoming email asks about a date, and is not stored.
• Email content from your inbox (sender, subject, and message body, including earlier messages in the same conversation so a reply can continue it) — read only for the purpose of generating a draft reply, and not stored beyond what's needed to operate the service.
• Billing information — when you subscribe, your card or bank account details are collected and processed directly by Stripe, not by us. We keep only what we need to manage your account, such as your name, business name, email address, plan, and payment status. We never receive or store your full card or bank account number.
• Follow-up reminders (only if you turn them on) — we look at your recent sent conversations to find ones still waiting on a customer's reply, and draft a short follow-up for you to review. We store only conversation identifiers, dates, and the outcome for this, so we don't judge or repeat a follow-up for the same message twice. Nothing is sent without you.
• Message identifiers — the IDs of emails we have already drafted a reply for, so we never draft the same one twice. No message content is stored with them.
• Usage counts — how many drafts we created for your account, and when, so we can tell you how the service is working for you. No message content is stored with them.
• Unanswered-question topics — when a customer asks something your business information doesn't cover, we save a short generic phrase for it (for example "warranty on repairs") and a count, so you can add the answer. No names, email addresses, or message content are stored with them.
• Business configuration you provide — such as your business name, preferred tone, reply instructions, business information like your prices, hours, service area, and policies (including text from any documents you ask us to add; we keep the extracted text, not the file), and a short description of your writing style that we write from example emails you choose to share (we don't keep the examples) — used to personalize AI-generated drafts.

Website Contact Form

If you submit the contact form on vesennaai.com, we collect the name, business name, email address, and message you enter. You can also tell us whether you are interested in a website, the email service, or both. We use this information only to reply to you about our services. We store your submission in our private database and also send a copy as a push notification through ntfy.sh so we can respond quickly. You can ask us to delete your submission at any time by emailing the address below.

Website Design Clients

If we build or manage a website for you, we collect what you give us for the project: your business name and contact details, the text, photos, videos, logos, and links you want on the site, and any domain, hosting, or Google Business Profile access you grant us so we can set things up. We use it only to design, build, publish, and (if you choose our care plan) maintain your website, and we do not sell it. We never publish your photos, videos, or text without your approval. Contact forms we set up on your site send visitors' submissions to the email address you choose. Information on a client's website, including what its visitors submit, belongs to that client and is handled under that client's own privacy policy. Website projects do not involve access to your email inbox. We keep project materials while we work together and delete or return them within 30 days of a written request after the project ends, except where we are required to keep them by law.

How We Use Your Information

We use the information above solely to operate the service: checking your inbox for new messages, checking your calendar's busy/free times when a customer asks about scheduling (if you've granted calendar access), and using Anthropic's Claude API to generate a suggested reply based on the message content, earlier messages in the same conversation, your configuration and business information, and, where relevant, those busy/free times. If you turn on follow-up reminders, we also review your recent sent conversations to find ones awaiting a reply and draft a follow-up. We do not use your email content to train AI models, and we do not sell or rent your data to any third party.

Drafts Only — Nothing Is Sent Without Your Approval

Vesenna AI creates draft replies in your Gmail or Outlook account. No email is ever sent automatically. A human must explicitly review and approve a draft before it is sent.

Who We Share Data With

We share the minimum data necessary with the following service providers to operate Vesenna AI:

• Anthropic (Claude API) — receives email content (including earlier messages in the conversation and, if you turn on follow-up reminders, recent sent conversations), the business information you provide, and (where calendar access is granted) busy/free time blocks, solely to generate draft replies and follow-ups and to write your writing-style description.
• Google and Microsoft — as the providers of the Gmail and Outlook APIs we connect to.
• Railway — our hosting provider, used to run the service and store data securely.
• ntfy.sh — a push-notification service we use to alert us when someone submits the website contact form. It receives only what you enter in that form (name, business name, email, message), never anything from a connected inbox.
• Website hosting and form services — for website clients only, the services we set up to publish the site and deliver its contact-form messages (for example GitHub Pages and a form-delivery service). We choose them with you and they receive only what the site itself publishes or what visitors submit through its forms.
• Stripe — our payment processor, which collects and processes your payment details and handles subscription billing under its own privacy policy.

We do not otherwise share, sell, or disclose your data to third parties.

Google API Services User Data Policy

Vesenna AI'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 practice, that means:

• We use information from your Google account only to provide the features described in this policy: drafting replies, drafting follow-ups if you turn them on, and checking calendar availability if you grant it.
• We do not sell it, use it for advertising, or use it to train AI models, and we share it only with the providers listed above as needed to provide those features, or as required by law.
• Our people do not read your email content unless you ask us to (for example, to help troubleshoot a draft), it is necessary for security or to investigate abuse, or the law requires it.

Data Storage & Security

Refresh tokens, configuration data, and business information are stored in a private database accessible only to our service. We take reasonable technical measures to protect this data, though no method of storage or transmission is 100% secure.

Data Retention & Your Rights

We retain your data for as long as your account is connected to our service. You can revoke Vesenna AI's access at any time via your Google Account permissions or Microsoft Account permissions — this immediately stops our access to your inbox. You can request deletion of your stored data at any time by contacting us at the email below, and once your account is disconnected or your service is canceled, we delete your stored data (including connection tokens, business settings and information, follow-up and usage records, and message identifiers) within 30 days, except where we're required to retain it by law or to resolve an outstanding dispute.

Children's Privacy

Vesenna AI is a business tool not directed at or intended for use by children under 16.

Changes to This Policy

We may update this policy from time to time. Material changes will be reflected by updating the "Last updated" date above.

Contact Us

Questions about this policy or your data? Reach us at support@vesennaai.com.