Privacy Policy

Effective date: 5 November 2026 · Applies to the Zactra Mail website and its ChatGPT integration.

Zactra Mail is provided by Zactra Technologies Inc. This policy explains the information processed when you create a Zactra Mail account, connect an email mailbox, or use the Zactra Mail integration in ChatGPT.

1. Information we process

  • Account information: your Zactra Mail login email, a password hash, account status, and account creation information.
  • Session and authorization information: session identifiers and expiry/revocation details, OAuth client and permission information, and hashed authorization codes and access/refresh tokens.
  • Connected mailbox information: mailbox email address, username, IMAP/SMTP host, port and security mode, connection status, and the mailbox password or app password encrypted for storage.
  • Draft information: draft recipients, subject, message body and related metadata. Draft content is encrypted in the Zactra Mail database. Where supported, a draft may also be synchronized to the connected provider's IMAP Drafts folder.
  • Email content requested by you: when you search for or open a message, Zactra Mail retrieves the requested message from your email provider using IMAP and returns the relevant information to the connected ChatGPT session.

2. Email messages and attachments

The current application does not store fetched inbox message bodies or attachment contents as persistent message records in the Zactra Mail database. Message content and attachment data are retrieved from your email provider when requested. The ChatGPT integration returns email text and attachment metadata; it does not download attachment contents. When you use the ChatGPT integration, the email information returned by the tools is sent to ChatGPT for processing in your conversation and is handled under OpenAI's applicable terms, privacy policy and data controls.

When you send an email, Zactra Mail submits it to your connected provider through SMTP. Your provider and the recipients' providers may retain copies under their own policies. Zactra Mail may attempt to synchronize a sent copy to your provider's Sent folder where supported.

3. How we use information

  • To create and authenticate your Zactra Mail account.
  • To connect to mailboxes you authorize and perform requested IMAP/SMTP operations.
  • To authorize ChatGPT access according to the permissions you grant.
  • To store and synchronize drafts you choose to save.
  • To secure, maintain, troubleshoot and improve the service.

4. How information is shared

  • OpenAI / ChatGPT: information returned by the Zactra Mail tools is provided to ChatGPT when you request email-related actions. OpenAI processes it under its own applicable terms and privacy/data controls.
  • Your email provider: Zactra Mail connects to the provider you configure using IMAP and SMTP. The provider processes mailbox access and sent messages under its own policies.
  • Service infrastructure: infrastructure and network providers, including Cloudflare where used to route traffic, may process technical data needed to deliver and protect the service.

5. Security

The application hashes Zactra Mail account passwords using Argon2, encrypts stored mailbox credentials and saved draft content using an application encryption key, and stores OAuth authorization codes and tokens as hashes. Public connections use HTTPS. No method of transmission or storage is completely secure, and you should protect your Zactra Mail login and your email-provider credentials.

6. Retention and your choices

Connected mailbox details remain stored until you remove the mailbox connection. Saved drafts remain until you delete them. Account and security records are retained as needed to operate, secure and administer the service. You can remove connected mailboxes and delete drafts in the application. To request closure of your Zactra Mail account or deletion of associated account information, contact us using the address below so we can verify the request.

7. Third-party services

Your email provider and ChatGPT are separate services. Their privacy practices, retention settings and terms are controlled by their respective providers. Review those policies before connecting an account or sending email through ChatGPT.

8. Contact

For privacy questions or data requests, contact [email protected].