Terms & Conditions

Last updated: April 10, 2026

1. Acceptance of Terms

By accessing or using MailFlow ("the Service"), you agree to be bound by these Terms and Conditions. If you do not agree to these terms, you may not use the Service. These terms apply to all users, including administrators and regular users.

2. Description of Service

MailFlow is an email automation platform that allows users to:

  • Connect Gmail accounts via Google OAuth2
  • Create automation flows to process incoming emails
  • Extract data from email content and PDF attachments using AI
  • Send processed data to external APIs and storage services
  • Schedule automated email processing

3. Account Registration

To use the Service, you must create an account by providing accurate and complete information. You are responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your account. You must notify us immediately of any unauthorized use of your account.

4. Gmail & Google Account Access

By connecting your Gmail account to MailFlow, you authorize the Service to:

  • Read your email messages and metadata
  • Download email attachments
  • Modify email labels (e.g., marking emails as read)
  • Upload files to Google Drive (when configured)

You may revoke this access at any time by disconnecting your Gmail account from within the Service or through your Google Account settings. OAuth tokens are stored encrypted and are never shared with third parties.

5. Data Processing & AI Usage

MailFlow uses third-party AI providers (including Anthropic, OpenAI, DeepSeek, and local models via Ollama) to process and extract data from your emails and documents. By using the AI features, you acknowledge that:

  • Email content and attachment text may be sent to third-party AI providers for processing
  • AI-generated results may not be 100% accurate and should be verified
  • You are responsible for ensuring that the data you process complies with applicable laws and regulations
  • You should not process highly sensitive data (e.g., medical records, financial credentials) without appropriate safeguards

6. Data Storage & Security

We take reasonable measures to protect your data, including:

  • Encryption of OAuth tokens and API keys at rest
  • Secure HTTPS connections for all data transmission
  • Access controls limiting data visibility to account owners

Temporary files (downloaded attachments) are stored locally during processing and are not permanently retained beyond the execution of the flow. Execution logs are retained for your review and may be deleted at your request.

7. User Responsibilities

You agree to:

  • Use the Service only for lawful purposes
  • Not use the Service to send spam, phishing, or malicious content
  • Not attempt to access other users' data or accounts
  • Not reverse-engineer, decompile, or otherwise attempt to extract the source code of the Service
  • Comply with Google's Terms of Service when using Gmail integration
  • Ensure that any external APIs you connect to are authorized to receive the data you send

8. External Services & APIs

MailFlow allows you to connect to third-party services (APIs, S3 storage, Google Drive, etc.). We are not responsible for the availability, security, or terms of use of these external services. You are solely responsible for configuring and authorizing connections to external services.

9. Service Availability

We strive to maintain high availability of the Service but do not guarantee uninterrupted access. The Service may be temporarily unavailable due to maintenance, updates, or circumstances beyond our control. Scheduled flows may be delayed or missed during downtime periods.

10. Limitation of Liability

To the maximum extent permitted by law, MailFlow and its operators shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of data, loss of revenue, or business interruption, arising from your use of the Service. The Service is provided "as is" without warranties of any kind, express or implied.

11. Intellectual Property

The Service, including its design, code, and documentation, is the intellectual property of MailFlow. Your data and content remain your property. By using the Service, you grant us a limited license to process your data solely for the purpose of providing the Service.

12. Account Termination

You may delete your account at any time. We reserve the right to suspend or terminate accounts that violate these terms. Upon termination, your data (flows, execution logs, OAuth tokens) will be permanently deleted.

13. Changes to Terms

We may update these Terms and Conditions from time to time. We will notify users of material changes via email or an in-app notification. Continued use of the Service after changes constitutes acceptance of the new terms.

14. Governing Law

These terms shall be governed by and construed in accordance with the laws of the Kingdom of Morocco. Any disputes arising from these terms shall be subject to the exclusive jurisdiction of the courts of Casablanca, Morocco.

15. Contact

For questions about these Terms and Conditions, please contact us at [email protected].