Privacy Policy

Last updated: September 29, 2026

OctoMail (“OctoMail,” “we,” “us”), a product of OctoAIverse, is an AI assistant that reads, qualifies, and replies to inbound leads on your behalf, from email and, if you connect it, Telegram. This Privacy Policy explains what we collect, how we use it, and your choices. Questions? Email support@octoaiverse.com.

1. Information we collect

Account information: your name, email address, and basic profile from Google Sign-In when you create an account.
Google account & Gmail data: with your permission, OctoMail connects to your Gmail to (a) read incoming messages so it can identify and qualify inbound inquiries, and (b) send email replies on your behalf. We request only the minimum Gmail permissions needed for these features.
Telegram data: if you choose to connect Telegram, the messages in the chats you share with OctoMail, the customer details Telegram provides with them, and details of your Telegram connection. Section 5 explains exactly what we collect and how it is handled.
Lead & qualification data: the content of inbound inquiries you receive, the structured answers OctoMail extracts, the qualification questions you configure, and the replies it drafts or sends.
Billing information: processed by our PCI-DSS-compliant payment processor. We do not store full payment-card numbers.
Usage & device data: standard logs (IP address, browser, timestamps) for security and reliability.

2. How we use information

To provide the service: read inbound emails and the Telegram chats you share with OctoMail, qualify leads, and draft or (with Autopilot for email, or automatic replies for Telegram) automatically send replies in your voice.
To process payments and manage your subscription.
To secure, maintain, and improve the service.
To communicate with you, for example, an alert if your Gmail connection drops, an alert when a lead needs your personal attention, or support responses.

We do not use your Gmail content or Google user data for advertising, and we do not sell it. We do not use your Telegram chats for advertising either, and we do not sell them.

3. Google API Services: Limited Use

OctoMail’s use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Specifically:

We use Google user data only to provide and improve the user-facing features of OctoMail (reading, qualifying, and replying to your leads).
We do not transfer Google user data to third parties except as necessary to provide or improve these features, to comply with applicable law, or as part of a merger or acquisition, and only with appropriate safeguards.
We do not use Google user data for serving advertisements.
We do not allow humans to read your Google user data unless (a) we have your explicit consent for specific messages, (b) it is necessary for security purposes such as investigating abuse, (c) it is required to comply with applicable law, or (d) the data has been aggregated and anonymized.

4. AI processing

To qualify leads and draft replies, the content of inbound inquiries is processed by Google’s Gemini API on a paid tier. We do not use any third-party AI service. Under Google’s Gemini API terms, paid-tier prompts and responses are not used to develop or improve Google’s models, so your Google user data is never used to train AI.

The use of raw or derived user data received from Workspace APIs adheres to the Google User Data Policy, including the Limited Use requirements. Google user data is never used to develop, improve, or train generalized AI or machine learning models, and it is never transferred to any third-party AI or machine learning service.

If you connect Telegram, your Telegram chats are processed by the same Gemini API on the same paid tier, so they are not used to develop or improve Google’s models, and we do not use them to train AI either. To read a customer’s new messages, OctoMail sends Gemini the customer’s name and Telegram username, your qualification questions, and the recent chat history (up to the last 20 messages, including replies sent from your side), so it can understand the conversation and draft a reply. Voice messages, photos, videos, and files are never sent to Gemini; it sees only the short text labels described in section 5.

5. Telegram

Connecting Telegram is optional and uses Telegram Business, a Telegram Premium feature. To connect, you agree to a short consent notice in OctoMail Settings (we record when you agreed and which version of the notice you saw) and open a one-time link to our bot, @OctoAIversebot, which links your Telegram account to your OctoMail account. The link stops working after 10 minutes and is then deleted automatically. You then add @OctoAIversebot in Telegram under Settings > Telegram Business > Chatbots. Telegram lets you choose which chats the bot can access, and OctoMail only receives those chats.

What we collect from Telegram:

Customer details: the customer’s name and username as shown in Telegram, the language setting Telegram reports for them, and the chat ID.
Messages: the text of messages in the chats you share, with the time each was sent and received. Edits made in Telegram update our copy of the message, and messages deleted in Telegram are removed from the stored conversation when Telegram notifies us (a lead’s title and summary may still reflect them).
Media: voice messages, photos, videos, stickers, and files are not downloaded. We save only a short text label, such as “[Voice message, 0:34]” or “[Photo]”, plus any caption. For a file, the label includes the file name. If a customer shares a contact or a location, the shared name, phone number, place name, address, or coordinates are saved as text, because they are often details the lead needs.
Replies: the replies OctoMail sends on your behalf, replies you send from OctoMail, and messages you send yourself in a chat OctoMail is already handling.
Your connection: your Telegram user ID and username, the Telegram Business connection ID, the permissions you gave the bot (for example, whether it may reply), and when you connected or disconnected.

How we use it. To show the chats in OctoMail, qualify each customer with your questions, draft replies, and send them automatically. Replies are sent through the Telegram Bot API over your Telegram Business connection, in your existing chat with the customer. OctoMail stops replying automatically in a chat as soon as you reply there yourself. Chats are processed by Google’s Gemini API as described in section 4.

How the data reaches us. Telegram delivers updates for our bot to a small router that OctoAIverse runs on Cloudflare Workers. The router checks the secret token Telegram attaches to each update and forwards Telegram Business chat updates only to OctoMail. It does not store message contents or write them to its logs; it logs only technical details such as the update type and ID. Inside OctoMail, we keep a short record of each update ID so no update is processed twice. These records contain no message contents and expire automatically after 7 days.

Retention. We keep your Telegram chats while your account is active. If you remove @OctoAIversebot in Telegram (Settings > Telegram Business > Chatbots), OctoMail stops receiving new messages, and the chats it stored are deleted once 30 days have passed, unless you reconnect before then. Deleting your OctoMail account also deletes your Telegram chats and the Telegram connection details linked to your account.

Your customers. When OctoMail handles a customer’s Telegram messages, it does so on your behalf and according to your settings, as your service provider. Customers who want to access or delete their messages should contact your business, and we will help you respond. Telegram’s own Privacy Policy governs how Telegram itself handles messages and accounts.

6. Sharing & service providers

We share data only with service providers that help us operate OctoMail, acting on our instructions under data-processing agreements. A current list of our service providers is available on request at support@octoaiverse.com. Categories:

Cloud infrastructure provider: hosting, database, and authentication.
AI model provider: lead qualification and reply drafting, for email and Telegram.
Payment processor: subscription billing and payments.
Email delivery provider: transactional notifications to you (e.g., reconnect alerts, and alerts when a lead needs your attention, which can include the customer’s name and the subject line or opening words of their message).
Edge network provider (Cloudflare): runs the OctoAIverse router that passes Telegram updates to OctoMail, if you connect Telegram. It does not store message contents.

If you connect Telegram, OctoMail receives your shared chats from Telegram and sends replies through the Telegram Bot API. Telegram is not one of the service providers above; it is the messaging platform you and your customers already use, and its own terms and privacy policy apply to it.

7. Data retention & deletion

We retain your data while your account is active. You can disconnect Gmail at any time in Settings, which immediately stops all access. You can disconnect Telegram at any time by removing @OctoAIversebot in Telegram (Settings > Telegram Business > Chatbots); stored Telegram chats are then deleted after 30 days, as described in section 5. To delete your account and associated data, use Delete account in Settings or email support@octoaiverse.com; we will delete it within a reasonable period, except where retention is required by law.

8. Security

We use industry-standard safeguards, including encryption in transit, access controls, and encrypted storage of mailbox credentials. No system is perfectly secure, but we work continuously to protect your data.

9. Your rights

Depending on where you live, you may have the right to access, correct, delete, or restrict the processing of your personal data. Contact support@octoaiverse.com to exercise these rights.

10. Children

OctoMail is intended for businesses and is not directed to individuals under 18. We do not knowingly collect data from children.

11. International

We operate in the United States and Canada, and your data may be processed in these countries. If you connect Telegram, updates from Telegram also pass through Cloudflare’s global network on their way to us.

12. Changes

We may update this policy. We will post the new “Last updated” date and, for material changes, notify you.

13. Contact

OctoAIverse: support@octoaiverse.com