MailFile is an add-on for Gmail that saves the email you have open as a PDF, together with its attachments, in a Google Drive folder you choose. It is made by AddonNordic ApS, Solvangen 15, 9210 Aalborg SØ, Denmark, CVR 46495985 ("we"). This policy explains what the add-on can see and what happens to your data. For our website and our other products, see our main Privacy Policy.
What MailFile can access
When you install MailFile, Google asks you to allow these things:
- Run as a Gmail add-on (
gmail.addons.execute), to show the MailFile panel in Gmail. - Read the email you have open (
gmail.addons.current.message.readonly), and the other emails in that conversation, while you use MailFile. MailFile cannot read the rest of your inbox. - Only the Google Drive files and folders you use with MailFile (
drive.file): the PDFs and attachments it creates, the folders it creates, and folders you pick yourself. MailFile cannot see the rest of your Drive. - Your email address (
userinfo.email,openid), to check which plan you have. - Connect to an external service (
script.external_request), to check your plan with our licence server and to read your team's shared rules file in Drive. Google only lets MailFile contact the addresses listed in its settings.
MailFile does not ask for permission to read your whole inbox, send or delete email, or see all your Drive files.
What happens to your data
- Your emails stay with you and Google. The email is turned into a PDF inside Google's own systems (Google Apps Script), under your Google account. The email text, attachments, file names and folder names are never sent to our servers.
- Your settings, folder rules and monthly usage count are stored in your own Google account's private add-on storage. We cannot read them.
- Team plans: shared folder rules are stored in a file in your team's Google Drive folder, which your team owns.
What our licence server receives
- Your email address, proven by a Google sign-in token, to look up your plan. On the free plan nothing is stored: the server checks the address and forgets it.
- For paid plans: your Stripe customer ID, subscription status, number of seats and renewal date.
- For team plans: the email addresses the team owner adds to the team.
Payment is handled by Stripe through Stripe's Managed Payments (Link), which sells the paid plans to you as the merchant of record and handles VAT. Stripe collects your payment details and billing address and sends you receipts. Stripe's privacy policy: stripe.com/privacy. Legal basis: performing our contract with you (GDPR art. 6(1)(b)) and our legal duty to keep accounting records (art. 6(1)(c); Danish Bookkeeping Act: 5 years).
What we never do
We do not sell or share your data, we do not use it for advertising, no person at AddonNordic reads your email, and we do not use Google user data to train AI models. MailFile's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.
Who we share data with
We share Google user data with no one. The only Google user data that leaves Google is your email address: it goes to our licence server, and to Stripe if you buy a paid plan. We never send email content, attachments, file names or folder names anywhere. The companies below process data only to run MailFile for you.
How we protect your data
- Less data, less risk. MailFile only gets the email you have open and only the Drive files it creates or you pick. Your emails never reach our servers, so they cannot leak from them.
- Encrypted connections. All traffic between the add-on, our licence server and Stripe uses HTTPS (TLS).
- Checked sign-in. The licence server accepts a request only with a valid Google sign-in token issued for MailFile, and it checks the token's signature with Google's public keys.
- Limited access. The licence database is hosted in the EU and only AddonNordic's administrator can reach it. Keys are kept outside the code, and our Stripe key can only do what MailFile needs. Server logs never contain email content or sign-in tokens.
Sub-processors
- Google (Apps Script, Gmail, Google Drive): runs the add-on in your Google account.
- Stripe (Stripe Payments Europe Ltd. and Link, Ireland): payments, receipts and VAT as seller of record.
- Railway Corp. (EU West region, Netherlands): hosts the licence server.
- Cloudflare, Inc.: secure connection (HTTPS) in front of the licence server.
How long we keep data
Licence records are kept while you have a subscription and for 5 years after it ends, because Danish bookkeeping law requires it. Team member addresses are deleted when the owner removes them or the team plan ends. Free-plan users are not stored. If you ask us to delete your data, we do it within 30 days, except the sales records the law requires us to keep. Data in your Google account stays there until you delete it or uninstall MailFile; the PDFs and folders MailFile created stay in your Drive and belong to you.
Your rights
You can ask for a copy of the data we hold about you, have it corrected or deleted, or object to its use: write to [email protected]. You can also complain to the Danish Data Protection Agency (Datatilsynet, datatilsynet.dk).
To remove MailFile: uninstall it from Gmail (Settings → Add-ons) and revoke access at myaccount.google.com/permissions.
Changes
If we change this policy, we update the date at the top. If a change affects what data we receive, we tell paying customers by email first.
AddonNordic ApS · CVR 46495985 · Solvangen 15, 9210 Aalborg SØ, Denmark