01Who this policy covers
This policy describes information handled through the Dear.so website, desktop app, and related account and billing services. Dear.so is a product of and is provided by Macrofix Software Private Limited, India. Contact info@macrofix.com about privacy or legal notices, or support@dear.so for product and account support.
If you use Dear.so for an organization, that organization may also determine which information you use and which services you connect. Its policies and the policies of your connected services may apply alongside this one.
02Information we handle
- Account information: your name, email address, password in hashed form, and authentication records when you register or sign in.
- Agreement acceptance: the agreement version and content fingerprint, your device-reported acceptance time, app version, installation identifier, and the account and server receipt time associated with your acceptance. These records support administration of the agreement and evidence of acceptance.
- Device and license information: device and installation identifiers, device name, operating platform, app version, recent activity times, and license status used to manage sign-ins and plan limits.
- Subscription information: selected plan, payment-provider customer and transaction references, subscription status, trial and billing dates, and cancellation details or feedback you submit.
- Setup and support information: connected-app installation choices saved to your account and information you send when requesting support. Do not send passwords or unnecessary confidential material in support requests.
- Technical request information: our website, account services, and hosting systems may process IP addresses, browser or client information, request times, and error details when serving requests or investigating issues.
03Your workspace and connected apps
The desktop app stores workspace information on your computer, including projects, conversations, activity, generated files, and connection settings. Business credentials are handled by the local runtime; some integrations use operating-system or third-party credential stores.
Local storage does not mean all processing stays on your device. When you request a task, relevant prompts, files, business records, or task results can be sent to the AI provider or connected service used for that task. Those services process information according to your account settings and their own policies.
Websites opened in the app’s project browser may store their own cookies and login sessions. Disconnecting an integration or clearing local data does not automatically erase information already held by an external service.
04Google Workspace and Gmail data
When you connect Gmail, Dear.so requests access only after you choose to create a Gmail connection and complete Google’s authorization flow. Depending on the features you use, the Gmail integration can access message content and metadata, attachments, threads, labels, drafts, mailbox history, and supported Gmail settings and filters. The requested permissions can also allow Dear.so to compose, send, modify, move to trash, restore, or permanently delete mail and to read or change supported settings when you direct the application to perform those actions.
https://mail.google.com/: used for the user-facing Gmail client and productivity features described above, including user-directed immediate and permanent deletion. Narrower Gmail scopes do not permit permanent deletion that bypasses Trash.https://www.googleapis.com/auth/gmail.settings.basic: used to display and manage supported Gmail settings and filters when you request those operations.
Dear.so uses Gmail data solely to provide the Gmail and AI-assisted productivity features that you request in the application. Examples include finding and reading relevant messages, summarizing or extracting information, preparing or sending a reply, organizing mail, managing drafts and labels, applying a requested deletion, and managing supported settings or filters. Dear.so does not access Gmail data for advertising, audience profiling, credit decisions, or unrelated purposes.
Gmail data used in a task may appear in the local project workspace, conversation history, activity record, or files generated for that task. Connecting Gmail does not by itself upload the contents of your mailbox to Dear.so’s account or billing services. When an AI-assisted task requires Gmail information, only information relevant to that request is sent to the AI provider selected for the task.
You can stop future access by disconnecting the Gmail integration in Dear.so or revoking Dear.so in your Google Account permissions. You can remove locally retained Gmail-derived information by deleting the relevant project, conversation, activity, or generated files and clearing the application’s local data. Revoking access does not automatically delete copies already sent to an AI provider as part of a completed request; those copies are governed by the provider account, plan, retention controls, and applicable provider terms.
05AI providers and Google data
Dear.so supports OpenAI services, including ChatGPT or Codex account access and OpenAI API access, and Anthropic services, including Claude account access and Anthropic API or Console access. You choose and authorize the provider used for a task. Dear.so does not operate an undisclosed model aggregator or sell Google Workspace data to an AI provider.
When you ask an AI provider to work with Gmail information, Dear.so transfers the relevant prompt, Gmail content, and task context to that provider only to produce the user-facing result or action you requested. Provider processing, storage location, and retention depend on the specific provider, account plan, API endpoint, and data controls you or your organization have enabled.
Dear.so authorizes Google Workspace data to be processed only through a provider configuration that prohibits using the data to train or improve generalized or foundational models. We do not opt Google Workspace data into voluntary provider training or data-sharing programs. You and your organization must keep any optional provider training or data-sharing controls disabled when using Gmail information; do not use a provider account or configuration for Gmail tasks if it cannot meet this restriction.
Dear.so does not use, transfer, or sell raw, aggregated, anonymized, or derived Google Workspace data to create, train, or improve any generalized or foundational artificial intelligence or machine-learning model. Google Workspace data is not used for advertising, retargeting, or building profiles unrelated to the user-requested feature.
Google Limited Use disclosure: Dear.so’s use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.
06Google data retention, deletion, and controls
Dear.so retains Gmail-derived content in its local workspace only for as long as it remains in the projects, conversations, activity records, or generated files associated with your tasks. A project or conversation moved to Dear.so Trash remains recoverable for 30 days and is then permanently purged when the application performs its cleanup. You can permanently delete an item from Trash sooner. Files that you exported or copied outside Dear.so remain under your control and must be deleted separately.
Encrypted Google OAuth credentials are retained locally while the Gmail connection exists. Permanently deleting the connected project removes its encrypted connection record. Disconnecting or revoking the integration prevents future access but does not reverse actions already completed in Gmail or automatically delete information previously processed by an AI provider.
To manage or delete Google data associated with Dear.so:
- Disconnect the Gmail connection in Dear.so to stop new Gmail requests.
- Open your Google Account third-party connections page and revoke Dear.so to invalidate Google authorization.
- Delete the affected Dear.so conversations, activity records, generated files, or project, then permanently delete them from Dear.so Trash or allow the 30-day Trash period to expire.
- Delete exported copies from any other location where you saved them.
- Use the applicable OpenAI or Anthropic account controls for provider-held records, and contact info@macrofix.com if you need assistance identifying locally retained information or want to request deletion of eligible Dear.so account-service records.
Dear.so account and billing services retain account, subscription, security, and transaction records only while needed to provide the service, comply with legal obligations, resolve disputes, prevent abuse, and maintain required financial records. We delete or de-identify eligible records after those purposes end. Records subject to a legal preservation requirement are retained only for the required period.
07How information is used
We use account, device, and subscription information to provide sign-in, verify access, apply plan limits, manage billing, deliver requested setup, and respond to support requests. Technical information helps operate the service, investigate errors, and prevent misuse.
Where applicable law requires a legal basis, these activities may rely on performing our agreement with you, complying with legal obligations, or legitimate interests in running and securing the service, subject to your rights. Where an activity requires consent, that consent must be obtained and may be withdrawn.
09Cookies and browser storage
The marketing website uses browser storage to remember preferences such as your theme and selected download platform. Account and billing services use session and security mechanisms to support sign-in and protect requests. Payment providers and websites you open may use their own cookies.
You can clear local storage and cookies through your browser settings. This can reset preferences or sign you out. Clearing browser storage does not cancel your subscription or delete your account.
10Retention and security
Retention depends on the information and its purpose, including providing an active account, maintaining billing records, resolving disputes, and meeting legal obligations. Contact us for information about retention or to request deletion; some records may need to be retained where the law permits or requires it.
Local workspace information and external-service records have separate lifecycles. Uninstalling Dear.so may leave application data on your computer. Contact support if you need help identifying or removing local data, and contact external providers about information they hold.
Dear.so uses HTTPS for supported OAuth authorization and token endpoints and for communication with its production services. Google OAuth uses a loopback callback with Proof Key for Code Exchange (PKCE). OAuth refresh tokens and other business credentials are encrypted with AES-256-GCM using a unique installation key protected by the operating system. The desktop runtime isolates those credentials from the app renderer, AI providers, and generated task output, and supplies a connected-app process only with the credentials required for its declared operation.
We apply access restrictions, signed integration packages, scoped connection permissions, and separation between the renderer, local runtime, connected-app processes, and external AI providers. Users should also protect their device, provider accounts, and Google Account and should revoke access promptly if a device or account is compromised.
No system is completely secure. If we become aware of unauthorized access to Google Workspace data, we will investigate, take reasonable containment and remediation steps, notify Google at its designated security contact when required by Google policy, and make notifications required by applicable law. Tell us promptly at info@macrofix.com if you suspect unauthorized access.
11Your choices and rights
You choose which services and information to connect. You can stop using an integration, manage access through the connected service, and use your Dear.so account’s device and billing controls.
Depending on your location and applicable law, you may have rights to access, correct, delete, or obtain a copy of personal information, restrict or object to processing, or withdraw consent where processing relies on it. You may also have a right to complain to your local data-protection authority.
Send privacy-rights requests to info@macrofix.com from your account email when possible. We may need to verify your identity and clarify the request. Account deletion and subscription cancellation are separate requests; tell us if you want both. Some information may be subject to legal retention requirements.
12Children’s privacy
Dear.so is intended for people who can enter into an agreement to use it and is not directed at children. If you believe a child has provided personal information without appropriate authorization, contact us so we can investigate and address it.
13Updates to this policy
We may update this policy to reflect changes to Dear.so or how information is handled. The date above shows the latest revision. Where applicable law requires notice or consent for a material change, we will provide it or seek it.