Privacy policy

What we never get

The NotiSpark Mail apps connect straight to your email provider (for example Gmail, Outlook or your own mail host). These things stay on your devices and with your email provider. They never reach our servers:

• your emails and attachments;
• your email passwords and sign-in tokens;
• your contacts, calendars, tasks and notes (unless you switch on NotiSpark Sync, which stores only end-to-end encrypted copies that we can’t read);
• your mail backups: Mail Backup saves them in a folder you choose;
• what you ask the AI that runs on your computer;
• the email addresses of the people you write to (read receipts use scrambled codes instead).

One exception, only if you choose it: when you use NotiSpark AI, the email or text you ask about passes through our server on its way to the AI company. We don’t keep it. See “NotiSpark AI” below.

What does reach us

Only what we need to run your account and the features you use. Each item is explained below.

• your account: name, email address, language, plan and payments (card numbers stay with the payment company);
• the devices you sign in on and the app version they run;
• read receipts: when your tracked emails are opened, with a scrambled code for each recipient and an encrypted label;
• during a free trial: one-way codes that keep the trial to one per person;
• with NotiSpark Sync on: encrypted copies of your settings that only your devices can read;
• designs and signatures you choose to save to your account;
• the web address of a sender’s company, when the app fetches its logo for you (never the sender’s email address);
• problem reports and messages you choose to send us;
• with NotiSpark AI, only if you use it: the emails and text you ask about pass through to the AI company without being stored, and we keep a record of each action and your credits;
• on this website: visit counts without cookies, and what you type into our forms.

Who we are

NotiSpark Mail and notispark.com are run by NotiSpark, Massachusetts, USA. We decide how the information described here is used (in legal terms, we are the “controller”).

Questions or requests about your privacy: use our contact form (topic: Privacy request) or write to [email protected].

Your email

The apps fetch, send and organize your mail directly with your email provider, which looks after your mail under its own privacy policy. Your messages, contacts, calendar and email passwords are kept on your own devices. Passwords and sign-in tokens are locked with your device’s own secure key store.

Mail Backup (on paid plans) keeps a copy of your mail as standard .eml files in a folder you choose, on your computer or a drive, and can lock it with a password. It is never sent to us. If you choose a folder that a cloud service copies (such as OneDrive), that service keeps a copy under its own terms.

AI in NotiSpark Mail

NotiSpark Mail offers three kinds of AI help:

• The AI on your computer: it runs entirely on your own computer. What you ask it and the emails it reads never leave your computer and never reach us. The AI model is downloaded once from Hugging Face, which sees your network address like any download site.
• Your own AI account: if you connect an AI service of your choice (a server on your own network, or a cloud service such as OpenAI or Anthropic), the emails and text you pick for a task are sent to that service under its own terms. The app tells you when a task would leave your computer. Background tasks such as the spam check, and daily briefings, use a cloud service only if you choose one for them.
• NotiSpark AI: our optional online AI, paid with credits. It is described in the next section.

NotiSpark AI (our online AI)

NotiSpark AI is optional. It is off until you choose it in the app, which first explains what is sent and asks you. After that, something is sent only when you start an action (for example “Summarize”), or when you have turned on one of the automatic options on your phone described below.

What is sent: the email or text you ask about, what you want done (for example a friendly reply) and the language. For “Catch me up” on your phone, also the title, time and place of that day’s events from the phone’s calendar, never the guests, notes or links. With “Automatic AI on this phone” on, the sender, subject and first part of each new email. Attachments are never sent.

How it travels: from the app to our server over an encrypted connection, and from there to one AI company, which writes the answer. Our server sends the answer back to you. We never store your email, your request or the answer, not in our database and not in our logs.

Which AI companies: OpenAI and Anthropic, both in the USA. One answers and the other steps in if the first is down. They handle the request under their business terms for API customers, which say it is not used to train their AI. Under those terms they may keep it for a short time, for example to check for abuse.

What we keep:

• a record of each action: the date and time, the device, the task (for example “Summary”), whether it worked, the AI company and model, the size of the text (not the text) and the credits used. We delete these records after 400 days;
• your credit history (credits added, bought and used, with the date and the task), shown in your account on notispark.com and kept with our payment records;
• daily totals of use per AI company and task, without your name.

Automatic jobs: on your computer, automatic jobs such as the spam check, sorting and the mood of each email never use NotiSpark AI. Automatic briefings use it only if you tick that option. On your phone, “Automatic AI on this phone” and automatic briefings are off until you turn them on, and they use your credits.

To stop, choose the AI on your computer or your own AI account in the app’s AI settings, or turn NotiSpark AI off. Nothing more is sent, and your credits stay in your account.

Google account data (Sign in with Google)

If you add a Gmail or Google Workspace account with “Sign in with Google”, NotiSpark Mail asks Google for permission to read, send, delete and manage your email (the https://mail.google.com/ permission). The app uses it only to show, send, search and organize your mail and to run the features you choose. Your mail and the sign-in token are kept on your device and travel only between your device and Google. They are never sent to our servers, except an email you choose to use with NotiSpark AI, as described below.

How we protect your Google data: NotiSpark Mail talks to Google only over encrypted connections (TLS). The sign-in token is stored encrypted with your device’s own secure key store (Windows Credential protection, the macOS Keychain or your Linux system keyring, and the hardware-backed Android Keystore on phones), so other apps and anyone who copies your files can’t use it. Your mail is kept in NotiSpark’s private app folder on your device, is left out of Android phone backups, and can be locked behind a NotiSpark PIN on your phone. NotiSpark Sync never carries Google data. Because we never store Google data on our servers, there is no copy of it with us that could be lost or leaked.

Google data leaves your device only when you ask: if you use NotiSpark AI or connect your own AI account, the emails you pick for a task you start (and, if you turn it on, new mail for “Automatic AI on this phone”) are sent to that AI service. NotiSpark AI passes them through our server to the AI company without storing them.

NotiSpark’s use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements. This means:

• we use Google data only to provide the email features you see and use in NotiSpark Mail;
• we don’t transfer it to anyone, except to an AI service you choose for a task you start, or when needed for security or to follow the law;
• we don’t use it for advertising, don’t sell it and don’t use it to train AI models;
• nobody at NotiSpark reads it: it reaches our server only when you use NotiSpark AI, just to pass it on to the AI company, and is never stored.

You can remove NotiSpark’s access at any time in your Google Account (myaccount.google.com/permissions). Removing the account from NotiSpark Mail deletes its sign-in token from that device.

Your NotiSpark account

When you create an account we keep:

• your name, email address, language and your password, stored securely (never in readable form);
• your plan, subscription status and payment history (card details are handled by the payment company, never by us);
• the devices you sign in on: a device name, type, app version and when it last checked in;
• the country and city you signed up and last signed in from, and the browser and language you used (for example “Chrome on Windows, German”), to help with support. We never store your IP address;
• if you are in a Business team: the team name, the email addresses of the people invited, and the job title and phone number the team adds for the company signature;
• security records such as sign-in attempts and account changes, kept to protect your account. They never contain your IP address and are deleted after at most 24 months.

Advanced Read Receipts (email open tracking)

Read receipts are on by default; you can turn them off anytime in Settings › Email tracking. When they are on, emails you send include a small picture with a random code. When a recipient’s mail app shows the email, the picture is loaded from our tracking server and we record the time of the open, the number of opens and the rough kind of device (such as phone or computer). We also note when a mail service (such as Gmail or Apple Mail) loaded the picture automatically.

For some business accounts we also record the approximate city and country of an open. This is worked out on our own server from the network address, which is then discarded. We never store recipients’ IP addresses and never share tracking information with anyone other than the sender of the email. Tracking records are deleted after 12 months.

Your recipients’ email addresses are not sent to us. They stay in the app on your own devices, which is where your “Sent & opened” list shows them. Instead, the app sends a scrambled code made from each address with a secret key that only your devices have (they share it with each other only through NotiSpark Sync, which is end-to-end encrypted). This lets our server tell that two emails went to the same person, but not who that person is. We also keep a label, stored encrypted, that lets your other devices recognize the email. The subject and content of your emails are never sent to us.

Earlier versions of the app sent us the addresses of the people you emailed. We remove those addresses from our server automatically within 30 days of this update. Older versions of the app still work, but the addresses they send are no longer kept.

If you send tracked emails, you are responsible for telling your recipients where the law requires it.

Free trial checks

To keep the free trial fair (one per person), while your account is in its free trial the app sends us one-way codes made from the email addresses you add to it and from your computer or phone. A code can’t be turned back into an address or a device, and we scramble it again with our own secret key before keeping it. Your addresses, emails, attachments and passwords are never sent. Paid and Free accounts send nothing, and company accounts added by Business team setup are left out. The codes are deleted 18 months after we last saw them. If a mailbox or device already had a free trial, the new trial ends; contact us if you think that is a mistake.

NotiSpark Sync (end-to-end encrypted)

NotiSpark Sync is optional and runs only when you switch it on (Settings › NotiSpark Sync), on Pro, Business and during the free trial. It keeps your devices in step: settings, signatures, rules, Quick Steps, tags, alert choices, NotiSpark contacts and groups, NotiSpark calendar events and their notes, the subjects of emails you sent with a read receipt, your email account settings (without passwords) and, if you use encrypted email and choose to share them, your encryption keys (also locked with your own passphrase).

Everything is encrypted on your device before it is sent, with a key that only your devices hold. Our server keeps only the scrambled copies: we can’t read them, and neither could anyone who broke into our server. A new device joins only when one of your devices approves it, or with the recovery code you got when you switched Sync on. We can’t recover that code for you, so keep it somewhere safe.

Never synced: your mail, email passwords, sign-in tokens, your NotiSpark PIN and app lock. To run the service we also keep the names of your synced devices, the requests to add a device and how much space you use. Space: 20 MB on Pro and 100 MB on Business, up to 20,000 items.

How long we keep synced data:

• items you delete are removed completely after 90 days;
• if your plan ends, your synced data is kept for 180 days and then removed;
• “Delete my synced data”, in the app or on your account page, removes it at once;
• deleting your account removes it too.

Designs and signatures saved to your account

If you save cards, letters, templates or signatures to your NotiSpark account (on this website or from the app), we keep them, including any pictures and contact details in them, so they are ready on all your devices. They are stored encrypted on our server. Unlike Sync, they are not end-to-end encrypted, because our website has to open them to show them to you and let you edit them. We use them only for that and to deliver them to your apps. Space: 50 MB on Pro and 200 MB on Business.

You can delete them at any time on your account page. They are removed when you delete your account, and 180 days after your plan stops including the designs library.

What the apps ask our server

The apps talk to our server for a few things. None of them include your emails:

• your plan: the signed-in device’s name, type and app version, so we can unlock your plan and keep to your device limit;
• updates, the animation player, alert animations and small signed lists (such as spam-check words and AI instructions): the app version and system, so we send the right files. Downloads come from our download server at Cloudflare;
• sender pictures: with the default “Private” setting, the app asks our server for a company’s logo by its web address only (for example example.com). We fetch the picture and keep one copy for everyone, with no record of who asked. With “Direct”, the app asks Google, Gravatar and the sender’s website itself; with “Off”, nothing is asked;
• problem reports: only when you choose to send one. You see the whole report first, and the app removes email content, addresses, passwords and names from it. We keep reports for 90 days;
• Business team setup: the company settings your team chooses (such as the company signature and email server), sent to the team’s apps.

Messages you send us

When you write to us through the contact form or by email, we keep your name, email address and message so we can answer you. Contact form messages are stored encrypted and deleted after 90 days. Emails you exchange with us stay in our support mailbox only as long as we need them to help you.

Website visit counts

We count visits to this website without cookies. We keep only daily totals: how many people visited, which pages they viewed, their countries and which websites sent them here. We can’t tell who you are from these numbers, and they are never linked to your account. App downloads are counted the same way.

If you allow Analytics in “Your Privacy Choices” (where the law asks for consent; elsewhere unless you opt out), your browser also keeps one small note that it has visited notispark.com before, so we can count new and returning visitors. It holds only the month of your first visit — no ID — and it never leaves your browser; we only add one to a “new” or “returning” total. Turning Analytics off deletes it.

Bot protection and password checks

Our sign-in, sign-up and password-reset pages use Cloudflare Turnstile to block automated abuse. It checks technical data such as your network address and browser signals, for that purpose only.

When you choose a new password, we check whether it has appeared in a known data leak, using Have I Been Pwned. Only the first 5 characters of a scrambled code made from the password are sent: never the password itself and nothing about you.

Website and cookies

notispark.com uses only the cookies needed to keep you signed in, protect forms and remember your privacy choices. We do not use advertising or analytics cookies today, and we do not sell or share your personal information. If we ever add optional analytics or marketing, they will only run after you agree where the law requires it.

The only optional item is the “been here before” note described under “Website visit counts”: it is kept in your browser’s local storage, only with Analytics on where consent is required, and it is deleted when you turn Analytics off.

Why we use your information

• to provide your account, plan, devices, read receipts, Sync and the designs and signatures you save (to perform our contract with you);
• to keep the service secure, prevent abuse, keep the free trial fair and fix problems you report (our legitimate interest);
• to send service emails such as security codes, account messages and important changes;
• to count new and returning visitors, only if you allow Analytics (your consent, where the law asks for it);
• to provide NotiSpark AI when you choose it, and to count your credits (to perform our contract with you);
• to meet tax and accounting rules (a legal obligation).

Who we share it with

We do not sell your personal information and do not share it for advertising. We share it only with the companies that help us run NotiSpark, listed below, and only so they can do that job for us. We may also share information when the law requires it, to protect people’s safety, or if NotiSpark is ever sold or merged; this policy then keeps applying to your information.

Companies that help us

The apps also connect, on your behalf, to services you choose: your email provider (and Google, if you sign in with Google), the AI service you connect, if any, Hugging Face for the AI model download, and Google Play to install the Android app. Those services handle your information under their own policies.

Sending information abroad

NotiSpark is based in the US and our server is in the US, so your information is processed there, wherever you live. Some of the companies that help us also work in other countries. When information goes from the EU, the UK or Switzerland to a country without the same level of protection, it is covered by the European Commission’s standard contractual clauses (with the UK addendum), or by the EU-US Data Privacy Framework where the company is certified under it.

How long we keep it

We keep information only as long as we need it:

• account details: while your account is open;
• read receipt records: 12 months;
• security records: at most 24 months;
• free trial codes: 18 months after we last saw them;
• problem reports and contact form messages: 90 days;
• synced data and saved designs: as described above;
• NotiSpark AI action records: 400 days; your credit history: as long as our payment records;
• payment records: as long as tax and accounting law requires.

When you delete your account, we wait 30 days so you can change your mind, then delete it for good, with your devices, read receipt records, synced data and saved designs. To have it deleted sooner, send a Privacy request through our contact form. Deleted information can stay in our encrypted database backups for a few more weeks, until they are replaced.

How we protect your information

We use encrypted connections, store passwords and sensitive information securely, encrypt our daily database backups and limit who can access our systems. If a security problem affects your information, we will tell you as the law requires.

Sensitive information

We don’t ask for sensitive information, such as health, religion or political views, and we don’t use it. Your emails may contain such things, but they stay on your devices. Please don’t put it in messages or problem reports you send us.

Children

NotiSpark is not meant for children under 13. Where the law sets a higher age for using online services on your own (up to 16 in some EU countries), you need to be at least that age. We do not knowingly collect information from children below these ages. If you believe a child has given us information, tell us through our contact form (topic: Privacy request) or write to [email protected], and we will delete it.