Privacy policy

Task Ally is a personal task-management product that turns email and meeting recordings into a to-do list. This policy describes the data we collect, why we collect it, and how it's stored.

• Account info: email address and a Cognito user identifier when you sign up.
• Mailbox content: we read incoming email metadata and bodies from connected accounts via OAuth (Gmail, Outlook) or IMAP. We store the parts we use to extract tasks: subject, sender, snippet, body, received date, and a provider message ID.
• Meeting recordings: audio or video you upload, plus the resulting transcript and extracted tasks.
• Derived tasks: the structured tasks we produce, with title, description, due date, priority, status, and a reference back to the source email or meeting.

• We don't read mail in folders other than your inbox.
• We don't store your real account password — IMAP passwords are app-specific tokens you generate.
• We don't use your content to train AI models, ours or anyone else's.
• We don't run analytics or third-party trackers on the app dashboard.

To help you filter the list, we classify every task into one high-level life area — Work, Personal, Family, Finance, Health, Home, Side projects, or Social. The inference happens during the same Claude call that extracts the task; nothing is sent to a separate service for classification. Categories are stored as a single label on the task, can be changed by you at any time, and are removed when you delete the task or your account.

The only purpose of stored mail and meeting content is to extract tasks for you. We send the relevant text to Anthropic's Claude API, which returns a structured task list. Anthropic processes inputs as described in their API privacy terms and does not retain the content for training when called via the API.

Task Ally's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Specifically:

• We use Gmail data only to provide the user-facing task-extraction feature you signed up for.
• We do not transfer Gmail data to others except as needed to provide the feature, comply with applicable law, or as part of a merger or acquisition (with notice to you).
• We do not use Gmail data for serving ads, including retargeting or personalized ads.
• We do not allow humans to read Gmail data unless we have your specific consent, it's needed for security (e.g. investigating abuse), to comply with applicable law, or the data has been aggregated and anonymized for internal operations.
• We do not use Gmail data to train generalized AI/ML models.

The same constraints apply to data we read from Microsoft Graph (Outlook, Microsoft 365): used solely for task extraction, never shared for advertising, never used to train models, never read by a human except for security or legal reasons.

We use a single first-party session cookie (HTTP-only, Secure, SameSite=Lax) so you stay signed in. The web app uses localStorage only for remembering UI preferences (e.g. which life-area filter is active). We do not run third-party advertising or tracking cookies.

• All data is stored in AWS in the region you signed up in. Backups stay in the same region.
• OAuth refresh tokens and IMAP passwords are encrypted at rest with KMS envelope encryption: a per-record data key wrapped by your KMS master key. Decryption only happens at sync time, on the worker.
• Postgres and S3 are inside a private VPC. The API and worker containers connect to them over private subnets — no public access.
• We connect to your mail provider over TLS and use the lowest-scope permissions we can: Gmail's readonly, Microsoft Graph's Mail.Read, and IMAP read-only fetches.

We don't sell your data and we don't share it with advertisers. We use a small set of subprocessors strictly to operate the service:

• Amazon Web Services — hosting, storage, transcription (AWS Transcribe).
• Anthropic — task extraction via the Claude API.
• Google / Microsoft / your IMAP provider — only to read mail you've explicitly connected.

• Disconnect a mailbox in Settings and we drop the encrypted credential and stop syncing immediately. Already-extracted tasks stay until you delete them.
• Meeting recordings are kept until you delete them. Transcripts and extracted tasks remain for your reference.
• Delete your account to remove every row associated with you — users, accounts, messages, uploads, transcripts, tasks, and extraction logs. The deletion is processed within 30 days; backups roll off within 35 days. We do not keep anonymized copies.

You can access, export, or delete your data at any time from Settings. If you're in a jurisdiction with GDPR, CCPA, or similar rights, those apply — you have the right to know what we have, to correct it, to take it with you, and to have it erased.

Task Ally isn't intended for users under 13. If you believe a child has signed up, contact us and we'll remove the account.

We'll update this page when our practices change and revise the "Last updated" date above. Material changes will get an in-app notice before they take effect.

Questions about this policy? Email support@tasksally.app.