Privacy Policy · mailmana · Life Stack Japan

1. Who We Are

mailmana is operated by Life Stack Japan GK (Life Stack Japan 合同会社), 8F MIEUX Shibuya Bldg., 5-3 Maruyama-cho, Shibuya-ku, Tokyo 150-0044, Japan. Representative: Charbel Nahed. Contact: privacy@mailmana.app.

2. What We Collect

Account: your email address, password (stored hashed), and display name if you set one. If you sign in with Apple or Google, we receive your email address from them.
Your content: documents you scan or upload, emails you forward to your mailmana address and their attachments, feedback you send, and the text, translations, summaries and action items we produce from them.
Purchases: subscription and purchase records from Apple or Google. We do not receive your payment card details.
Device and usage: push notification token, device and app information, IP address, in-app usage events, and crash and error reports.

The app uses your camera, photos, notifications and calendar only with your permission and only for the features you use.

Your documents may contain sensitive personal information, such as health, financial or government records. By submitting them, you consent to our handling that information as described in this policy.

3. How We Use It

To provide the Service: extract, translate, store and search your content, deliver forwarded email, and send notifications.
To manage your account, plan and page allowance.
To communicate with you about the Service and respond to requests.
To keep the Service secure, prevent abuse and enforce our Terms.
To diagnose problems and improve the Service.
To comply with law.

4. Sharing

We provide personal information to third parties only:

Service providers that process it on our behalf, under contracts that require them to protect it to the standard of this policy. They provide hosting, storage, text recognition and AI translation, background processing, email, push notifications, subscription management, analytics and error monitoring. Your documents are processed by third-party AI services to extract and translate their text.
Services you choose to connect, such as an AI assistant, which receive the data you authorize. If you choose to connect an AI assistant, it can read the documents you allow through a connection service operated in Japan. Documents you mark Hidden from AI, and medical documents by default, are excluded. We keep a record of assistant access for up to 90 days. Once an assistant receives your data, its provider’s own terms and privacy policy apply.
In a merger, acquisition or transfer of our business.
Where required or permitted by law.

5. Processing Outside Japan

Our service providers currently process personal information in Japan, the European Union and the United States. Transfers to the European Union rely on its recognition by Japan's Personal Information Protection Commission as having an equivalent level of protection. Transfers to other countries rely on the provider maintaining a system that meets the Commission's standards, secured by contract. Information about these measures is available on request.

6. Retention and Deletion

We keep your data while your account exists. You can delete individual documents in the app, or your whole account in Settings, which deletes your content and account data from our systems. Copies held in backups and by service providers, such as logs and purchase records, are removed on their own schedules. We may keep information where the law requires it.

7. Your Rights

You may ask us to disclose, correct, add to, delete, or stop using or providing your personal information, and to disclose records of its provision to third parties, as provided by Japan's Act on the Protection of Personal Information. Write to privacy@mailmana.app from your account email address. We may verify your identity before acting. The same address handles complaints.

8. Security

We take technical and organizational measures to protect personal information, including access controls and encryption in transit. Details of our security control measures are available on request.

9. Changes

We may update this policy. We will post the new version here with its date, and notify you in the app of material changes.

Privacy contact: privacy@mailmana.app