This policy covers Email Hub, a private self-hosted email application operated by Sergey Karlovskij for personal use and a limited group of authorised, personally known users. Contact: polumish@gmail.com.
With the mailbox owner’s Google permission, Email Hub accesses the account email address and Gmail messages, including headers, sender and recipient addresses, dates, bodies, attachments, folders and read status. It stores local copies to provide search, message views, security analysis and synchronisation. Contact information can be collected from correspondence and signatures, including names, email addresses, phone numbers and other contact details, and can be edited manually.
Google OAuth access and refresh tokens are kept in encrypted server-side storage. The application also stores settings, labels, notes, drafts, filter rules, security findings and operation status. Revocable agent API keys are stored as hashes.
Data is used to provide the email and contact features requested by the owner: receiving mail, searching, organising messages, checking security and reports, preparing replies and, when enabled, sending mail and synchronising changes with Gmail. The broad Google mail permission required by IMAP/SMTP does not automatically enable sending or reverse synchronisation in Email Hub.
Mailbox data is accessible to authorised users and to the operator administering the private server. Agents receive only access explicitly delegated through mailbox-scoped API keys. Optional model processing follows the operator’s configured inference endpoint and enabled permissions; mailbox owners should agree with the operator which model service may process their correspondence before enabling that processing.
Email Hub does not sell Google user data, use it for advertising or use it to train general-purpose AI or machine learning models. It shares data only as necessary for user-directed functionality, such as sending messages to chosen recipients, communicating with Google, and optional services explicitly enabled by the operator.
Optional external avatar services receive a hash or identifier derived from an email address. Such identifiers are not anonymous. Loading remote email images may contact the image host through the application server. These features have separate controls.
Copies of mail and contacts are stored on the private server. Removing Google access stops future authorised access but does not by itself erase local copies. Users can request deletion from the operator. Deleted items normally remain recoverable in the local Trash for 30 days; the operator can select 60 or 90 days. Backups are managed separately by the operator and may retain earlier copies until those backups are removed.
Users can revoke Google access in their Google Account settings. The operator can revoke agent access and disable sending, reverse synchronisation or agent processing independently.
The mail application is restricted to a private network and uses authenticated access. OAuth tokens are encrypted at rest; transport connections use TLS. Security scanning and restricted message previews reduce risk but do not guarantee that every threat will be detected.
Email Hub’s use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
This policy will be updated when data practices change. Contact the operator for access, correction, deletion or questions about processing.