Privacy and email access

This policy describes Sullivan Home Private AI Mail, operated by Paul Sullivan for personal and invited family use. It covers the intended email integration with privately hosted Open WebUI, Mailbridge and local Ollama models. Features still being configured are described as intended capabilities; permissions do not by themselves mean a feature is available.

Information accessed

With the account holder's authorisation, the integration may access the connected account's email address, message identifiers, senders and recipients, subjects, dates, labels or folders, message bodies and attachments when needed for a requested task. OAuth access and refresh tokens allow the service to communicate with the mailbox provider without receiving the account's password.

Purpose and permissions

Email data is used to provide requested search, reading, summarisation and drafting. Sending messages, marking or organising messages, and moving messages to trash or deleting them require the corresponding granted permissions and implemented tools. Access is limited to the accounts connected by authorised family users. The service does not use email data for advertising, sale, or training or fine-tuning AI models.

Local processing and providers

Email content supplied to AI is intended to be processed exclusively by locally hosted Ollama models. It is not intended to be sent to external AI inference providers. The mailbox integration communicates with Google for Gmail and Microsoft for Outlook/Hotmail. This public informational website is hosted on Cloudflare Pages; it does not receive private mailbox content from the integration. Hosting providers may process normal website request metadata, such as IP addresses, for delivery and security.

Storage and retention

Mailbridge is designed to store credentials encrypted and scoped to the account owner. Credentials are not provided to the language model. Retrieved email text may be retained in Open WebUI chat history, tool results, operational logs or server backups. Chat history is retained until deleted by a user or administrator. Backup copies may remain until the relevant backups are rotated or removed; no automatic deletion period is promised.

Family users and administrator access

Ordinary user accounts are intended to have separate chats and mailbox connections. Paul Sullivan administers the server and may access stored chats, configuration and data, including email content present in conversations or available through authorised administrative tools. Invited family members agree to this administrative access. Isolation of ordinary users' credentials and tools must be verified before enabling their mailbox connections. Administrator status alone does not grant a mailbox permission that its owner has not authorised.

Disconnecting and deleting data

Users may revoke Google access at Google Account connections, or manage the application's access through their Microsoft account. Revocation prevents continued provider access but does not erase previously stored chats or backups. Contact the administrator to remove stored credentials and associated local data, and to discuss backup copies. Deleting a chat does not delete the original email in the mailbox.

Google API data

Use and transfer of information received from Google APIs will comply with the Google API Services User Data Policy, including its Limited Use requirements. Email access is used only for the application's user-facing email assistance. Human access to Google API data is limited to cases permitted by that policy, including the account holder's affirmative agreement for specific messages.

Public website

These pages use no application analytics, advertising scripts or tracking cookies. Provider-level delivery and security processing may still apply.

Contact and changes

For access, deletion or privacy questions, contact Paul Sullivan at ps108975@gmail.com. This policy will be updated if the application's processing or permissions change.