Privacy Policy

Mattermail ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your information when you use Mattermail, including the Mattermail Google Workspace Add-on and the Mattermail Google Chrome Extension (collectively, the "Service").

1. Infrastructure & Direct Processing

Mattermail is architected with a strict privacy-first, client-direct model across both platforms:

• Google Workspace Add-on: Executes directly within Google Apps Script's secure server environment.
• Google Chrome Extension: Executes client-side directly within your Google Chrome browser on Gmail (mail.google.com).

When you file an email or document, communication occurs directly between your client session and Clio's official API (app.clio.com) and Clio's secure AWS S3 document storage. There are no middleman servers routing, reading, or intercepting your email bodies, attachments, or Clio client files.

2. Information We Access and How We Use It

Mattermail is built under the principle of least privilege. We only access the data strictly necessary to execute the actions you explicitly trigger:

• Active Email Data: When you open the add-on or expand the Chrome extension sidebar drawer, we read the specific, active email thread you are viewing (sender, recipients, date, subject, body, and attached files). This content is packaged into formatted records or PDFs and uploaded directly to your authorized Clio account.
• Attachment & Inline Image Processing: When saving emails and attachments to Clio, attached documents (PDFs, spreadsheets, images, Word docs) and inline graphics are fetched directly from your authenticated Gmail session and uploaded straight to your designated Clio matter folder. No email content or attachment binaries are stored on our servers.
• Automatic Contact Creation: Clio's API requires email parties (senders and recipients) to exist as Contacts before an email communication can be logged. If a sender or recipient is not already in your Clio contacts, Mattermail creates a contact using only the name and email address from the email header. This contact is saved directly to your Clio account and is not retained by Mattermail.
• Time Entries & Hourly Rates: When you record a time entry, the duration, work description, and hourly billing rate you provide are sent directly to Clio via its API.
• Task Creation: When creating follow-up tasks, the task title, description, priority, assignee, due date, and estimated time are transmitted directly to your Clio account.
• Local Caching & User Preferences:
  • In the Google Workspace Add-on: Temporary preferences (such as your last selected matter ID, task types, and matter lists) are held in Google Apps Script's native cache and user properties.
  • In the Chrome Extension: Settings, recent billing rates, cached task types, matter lists, and filed thread indicator badges are stored locally on your device via Chrome's native storage API (chrome.storage.local). This local cache resides exclusively on your machine and never leaves your browser.

3. Clio API Scopes & Chrome Extension Permissions

Clio OAuth Scopes: To interact with Clio Manage, Mattermail requests standard OAuth2 permission scopes:

• activities — To log billable and non-billable time entries.
• communications — To file email threads into Clio communication logs.
• contacts — To match existing contacts and create required email sender/recipient contacts.
• documents — To upload email attachments and generated email PDFs directly to matter folders.
• matters — To retrieve open matters so you can select the correct filing destination.
• tasks — To create matter-associated tasks directly from your inbox.

Chrome Extension Browser Permissions: The Chrome extension requests only the minimum host and API permissions required for functionality:

• activeTab & https://mail.google.com/* — To display the in-page sidebar drawer and read the active email thread when you open Mattermail in Gmail.
• storage — To save user preferences, cached rates, and filed thread indicators locally in your browser.
• identity — To launch the secure Clio OAuth authorization window without exposing client secrets.
• https://app.clio.com/* & https://*.amazonaws.com/* — To communicate with Clio's REST API and upload documents directly to Clio's S3 storage.
• https://*.supabase.co/* — To connect to our secure backend authentication proxy and synchronize filing indicators.

4. Backend Database, Subscriptions & Account Sync

To provide customer support, manage subscription statuses, facilitate OAuth authentication, and synchronize filed email badges across browser sessions, we maintain a secure cloud database backend (Supabase / PostgreSQL).

What we store on our backend:

• Clio Account ID: Your unique Clio user identifier to link your active license.
• Name & Email: To identify your account for support and billing administration.
• Subscription Status: Your active plan (e.g., free/trial/paid), subscription_status, and expires_at timestamp.
• Activity Timestamps: A last_active timestamp to track active usage.
• Execution & Reliability Logs: Function names, completion durations (in milliseconds), and error messages to monitor service uptime and fix bugs.
• Thread Filing Metadata: Gmail thread IDs and associated Clio matter IDs to display visual "Filed in Clio" badges and indicators in your inbox across devices.

What we NEVER store on our backend: We do not store email message bodies, email contents, attachment files, client legal notes, or passwords in our backend database. All sensitive email data flows directly from your Gmail window into Clio.

Backend Security: All communications with our backend are strictly encrypted in transit using industry-standard HTTPS/TLS. Database access is restricted with Row Level Security (RLS) policies and authentication tokens.

5. Information We Do Not Collect

• We do not scan, read, or catalog your general inbox, sent items, or unviewed messages. We only access the single email thread you explicitly choose to view or save.
• We do not store or see your Google account password or Clio password. All authentication is handled through OAuth2 tokens.
• We do not use your data for advertising, marketing profiling, or credit scoring.

6. Data Sharing and Disclosure

We do not sell, rent, monetize, or trade your personal data to third parties. Data is only transmitted to third-party services (such as Clio) when you initiate an action and explicitly click "Save to Clio" or "Log Time."

7. Geographic Availability

Mattermail currently supports Clio accounts operating in the United States and Mexico regions. Expansion to additional global regions is underway.

8. Data Retention and Deletion

Because Mattermail does not retain email bodies or attachments on its servers, there is no email content to delete. You can manage your data as follows:

• Local Storage: Uninstalling the Chrome extension or logging out removes all cached data, filing indicators, and stored tokens from your browser immediately.
• OAuth Access: You can revoke Mattermail's access at any time through your Google Security Settings or Clio Connected Apps dashboard.
• Backend Account Records: To request deletion of your administrative account record (Name, Email, Subscription history), email us at the contact address below and we will purge your record promptly.

9. Contact Us

If you have any questions about this Privacy Policy or your data, please contact us by email: automatic.self.attendance@gmail.com