Privacy Policy
Traxvio connects to your email account to reply to leads on your behalf. Here is exactly what we access, why we access it, and how we protect your data.
1. Introduction
Traxvio ("we", "us", "our") is an AI email agent SaaS. When you use Traxvio, we connect to your email account to read incoming emails, generate AI replies, send automatic follow-ups, and book calls on your behalf. All AI processing is built into Traxvio. This Privacy Policy explains what we collect, why, and how it is stored and protected.
2. What We Access and Store
Email Account Connection (OAuth or IMAP/SMTP)
We support Gmail, Microsoft Outlook, and custom domains. For Gmail, we connect via secure Google OAuth (never storing passwords). For custom SMTP/IMAP credentials, all passwords are encrypted in our database using industry-grade AES-256 encryption. You can disconnect your email or revoke access at any time.
AI Processing
All AI email processing is handled by Traxvio internally. You do not need to provide any external API keys. We manage all AI infrastructure securely.
Email Content
We read the content of incoming emails to your connected account to generate replies. Email content is processed in real-time and is not permanently stored beyond what is needed for reply generation and your conversation history log.
Knowledge Base & Agent Settings
The business info, FAQs, services, pricing, and tone instructions you add to train your agent are stored in our database and used exclusively to generate replies.
Account Information
When you register, we collect your name and email address. Your password is hashed with bcrypt and never stored in plain text.
Billing Information
Payments are processed by Paddle. We do not store your credit card details. We only receive subscription status and billing metadata.
3. How We Use Your Information
- To read incoming emails, generate AI-powered replies, and send automatic follow-ups
- To qualify incoming leads as hot, warm, or cold based on email content
- To display analytics in your dashboard (reply rates, lead intent breakdown, daily activity)
- To send transactional emails (account verification, password reset, billing receipts)
- To process your subscription through Paddle
- To detect and prevent fraud or abuse
We do not sell your data. We do not use your email content for advertising or model training.
4. Email Providers and Connection Protocols
Traxvio supports all major email providers (including Gmail, Outlook, Yahoo, and custom business email domains). Our Google integration complies with Google's Limited Use policy. Custom SMTP/IMAP integrations utilize secure SSL/TLS protocols and encrypt all stored credentials (using AES-256).
You can disconnect your email account at any time from your dashboard settings. Doing so will immediately stop the agent from reading or replying to any emails.
5. Third-Party Services
Email Providers (Gmail / Outlook / SMTP / IMAP)
Secure connection to read inboxes and send replies. Credentials are fully encrypted.
Paddle
Payment processing and subscription management
MongoDB Atlas
Encrypted cloud database for your account and agent configuration
Resend
Transactional email delivery (verification, billing)
6. Data Retention
We retain your account data, agent configuration, and conversation history for as long as your account is active. If you delete your account, all personal data including your knowledge base, stored settings, and conversation logs is deleted within 30 days.
7. Your Rights
- Access the personal data we hold about you
- Request deletion of your account and all associated data
- Disconnect your email connection at any time from dashboard settings
- Request correction of inaccurate data
- Data portability (export your knowledge base and agent settings)
8. Security
We use HTTPS/TLS for all data in transit, bcrypt password hashing, and JWT-based authentication. Your email connections use industry-standard security practices (such as OAuth tokens for Gmail, or AES-256 password encryption for IMAP/SMTP). No system is 100% secure, but we take your data protection extremely seriously.
9. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of significant changes via email or a dashboard notice. Your continued use of the Service after changes constitutes acceptance.
Privacy questions? Contact us at founder@traxvio.app