Privacy Policy — CommSync

We wrote this to be understandable. Where a section has a fine-print obligation, we say so plainly; where you have a choice, we tell you how to make it.

Who we are and what this covers

CommSync is a unified messaging inbox operated by Haven Media Solutions LLC (“CommSync,” “we,” “us,” or “our”). This Privacy Policy explains what information we collect when you use our websites, applications, and APIs (together, the “Service”), how we use and share it, and the choices and rights you have.

CommSync is a business tool. When you connect a phone number or mailbox, you use it to send and receive messages with your own contacts. For that data, you act as the controller of your contacts’ information and we act as your processor — we handle it to provide the Service to you and on your instructions. For your own account information, we are the controller. This policy should be read together with our Terms of Service and our Security overview.

In plain terms

We collect what we need to run a messaging inbox and bill for it. We do not sell your data, we do not use your messages for advertising, and our AI features are routed only to providers that do not retain or train on your content. We measure how the product is used — never what you write in it.

Information we collect

We collect the following categories of information:

Account & profile: Your name, email address, and a securely hashed password. If you join or create a workspace, your role and team membership.
Channels you connect: Phone numbers (via Twilio, JustCall, or Skyetel) and email accounts. For mailboxes, we store the mail-server settings and credentials you provide; credentials and provider secrets are encrypted with AES-256-GCM before they are written to our database. When you connect a mailbox with Sign in with Microsoft or Sign in with Google, we store the access tokens that the provider gives us instead of a password. See Google user data and Microsoft mailbox data below.
Message content: The SMS and email messages you send and receive through the Service, including subjects, bodies, headers, timestamps, delivery status, and any file attachments.
Contacts: The people you communicate with — names, phone numbers, email addresses, and any notes or labels you add — and the links you create between a person and their phone and email identities.
Billing: Your subscription tier, seat count, and billing status. Card payments are processed by Stripe; we receive identifiers and status from Stripe but never store full card numbers on our systems.
Usage & device: Log data such as IP address, browser type, the routes and features you use, and timestamps. We use this for security, debugging, rate-limiting, and improving the Service. What it never includes is the content of your messages — see Analytics and telemetry below for exactly where that line sits.
Marketing attribution: If you reach us from a campaign, advertisement, or referral link, we record the campaign parameters carried in the URL (UTM tags) and the referring page, so we can tell which of our marketing is worth continuing.

You can choose not to provide some information, but parts of the Service may not work without it — for example, we cannot sync a mailbox without its credentials.

Your messages, contacts, and files

The heart of CommSync is the content that flows through it. We treat that content as confidential and handle it only to operate the Service for you:

We transmit on your behalf. When you send a message, we relay it through the relevant carrier or your email provider. When you receive one, we sync it into your inbox.
The Service reads your messages to do its job. Threading, search, filing, and the optional AI features all work by processing message content. Messages are stored with encryption at rest provided by our database and storage platforms, with access controls on top; they are not end-to-end encrypted, and we say so plainly in our Security overview.
We do not sell it. We never sell or rent your messages, contacts, or attachments, and we do not share them with third parties for their own marketing.
We do not use it to train models. Message content is not used to build advertising profiles or to train machine-learning models — ours or our AI providers’ (see the AI section below).
You are responsible for your recipients. You are responsible for having a lawful basis and any required consent to message the people you contact, and for the content you send (see our Terms of Service).

Workspaces: who can see what

CommSync workspaces share conversations by design — that is what makes a team inbox useful — but sharing follows explicit rules rather than defaults you have to discover:

Conversations follow channel access. Threads, messages, and attachments on a connected channel are stored once per workspace and are visible to workspace members who have access to that channel. Owners and admins have access to all of the workspace’s channels; other members see only the channels they have been explicitly granted.
Your view state stays yours. Read status, archive, snooze, labels, drafts, private conversation notes, and your Ask chat history are personal to you — teammates on the same thread do not see them.
Contacts are personal until shared. Your contact book is yours. A contact becomes visible to teammates only when you explicitly share it or include it in a team view.

How we use information

We use the information we collect to:

Provide, maintain, and secure the Service and sync your channels;
Authenticate you and protect accounts against abuse and fraud;
Power features you use — unified threading, search, labels, shared contacts, teams, webhooks and API access, and optional AI assistance;
Process payments, manage subscriptions, and meter usage against your plan;
Provide support and respond to your requests;
Diagnose problems, monitor performance, and improve reliability and features;
Understand which features earn their keep and which of our marketing works, so we build and promote the right things;
Comply with law and enforce our agreements, including detecting and preventing prohibited uses.

Where the law requires a legal basis to process personal data, we rely on performance of our contract with you, our legitimate interests in operating and securing the Service, your consent (where asked for), and compliance with legal obligations.

Analytics and telemetry

We measure how the product is used so we can improve it, and we watch for errors so we can fix them. That work runs through PostHog, a product-analytics platform that acts as our processor and stores the data in the United States. The line we hold is a simple one: analytics sees that you used a feature, never what you wrote in it.

What we record. Event names and feature usage, the kind of channel or provider involved, your plan tier, timestamps, and — while you are signed in — your own account identifier, name, and email, so we can support you and count you once rather than a dozen times.
What we deliberately do not record. Message bodies, subjects, contact names, contact phone numbers and email addresses, and the text of your searches. None of it is sent, so none of it can be stored.
Routes, not addresses. Inside the app we record which page you were on — the inbox, a settings tab — and nothing else from the address bar. Invite links, password-reset tokens, and other query parameters are stripped in your browser before the event is sent.
Session recording stays on the front door. Session replay and heatmaps run only on our public pages — the marketing site, pricing, contact, these legal pages, and the sign-in screen — and they mask what you type into form fields. They are never enabled on a signed-in surface: not the inbox, not settings, not admin, agents, or onboarding. There is no recording of your workspace for anyone to review, because none is ever made.
Campaign attribution. When you arrive from a campaign or referral link, we keep the campaign parameters and referring page so we can tell which of our marketing brought you here.
Errors and reliability. When something breaks we collect the error, its stack trace, and the route it happened on — never the content you were working with. Server logs we ship for reliability monitoring are redacted first: message bodies, subjects, addresses, and search text are stripped or dropped before the log leaves our infrastructure.
AI telemetry counts, it does not read. For AI features we record which model ran, how long it took, how many tokens it used, and what it cost. Prompts and completions are not sent to our analytics platform.
Support sessions are never you. When you grant a member of our support team temporary access to your account, that session is never identified or counted as your account.

PostHog is listed among our subprocessors below. Cookies used for this measurement are described in Cookies and tracking.

Optional AI features

CommSync includes optional AI features — automatic labelling, filtering of machine-sent mail out of your primary inbox, a daily digest, clearer titles for forwarded threads, and Ask, an assistant that answers questions about your own inbox. When a feature runs, the relevant message content is sent to our AI gateway (OpenRouter), which routes it to the model pinned for that feature and returns the result to your inbox.

No retention, no training. Our routing policy denies data collection: requests are sent only to model providers that do not retain or train on the content they process;
You can turn it off. Each AI feature can be switched off individually in settings, and a single switch disables AI entirely — with AI off, no message content is sent to any inference provider and the rest of the product works the same;
Outputs are assistive. Suggestions and drafts are applied to your own inbox views; nothing is sent to your contacts unless you (or an automated responder your workspace admins explicitly configured and scoped) send it.

Built-in agent portraits are synthetic product assets. They do not depict or identify real people, and they are not generated from customer data. The Service selects a packaged portrait from an agent’s internal identifier. It does not send customer data to an image generator to create or display that portrait.

Google user data

This section applies when you connect a Gmail or Google Workspace mailbox with Sign in with Google. It describes the data that CommSync gets from Google APIs, and the limits that CommSync keeps on that data.

Limited Use

CommSync’s use of information received from Google APIs will adhere to Google API Services User Data Policy, including the Limited Use requirements.

What we access: With the scope https://mail.google.com/, CommSync reads the mail of the mailbox you connect (the messages, their headers, and their attachments) and sends the mail you write in CommSync. With the scopes openid, email, and profile, CommSync reads the address and the name of the Google account that signed in. CommSync reads the inbox (All Mail), Sent, and Spam folders. CommSync changes the mailbox only on an action of the person who connected it: it copies their read, star, archive, spam, Trash, and restore actions to Gmail, marks a message as answered after a reply, and deletes mail when they choose Delete permanently. When a teammate reads or archives a conversation, the mailbox does not change.
How we use it: CommSync uses Gmail data only to provide the features you see and use in CommSync: your inbox, conversations, contacts, search, sending, and the optional AI features that you or your workspace turned on. CommSync does not use Gmail data for advertising, does not sell it, and does not use it to decide credit or lending.
No AI model training: Google Workspace APIs are not used to develop, improve, or train non-personalized AI and/or ML models. CommSync does not use Gmail data to develop, improve, or train generalized or non-personalized AI or machine-learning models. When an optional AI feature runs, CommSync sends the content it needs to our AI gateway (OpenRouter) only under a routing policy that denies data collection, so the model providers do not keep or train on it.
Who receives it: CommSync transfers Gmail data only to provide or improve the features you use, to the subprocessors listed in the next section (hosting, storage, and, when AI features are on, AI inference), to comply with applicable law, or as part of a merger or acquisition under the same protections. Inside your workspace, and on your direction, these parties can see the mail of a mailbox:
Teammates on the line. The owner and the admins of your workspace can see every line. A member sees a line only when the owner or an admin gives them access to it.
People you share with. A teammate sees a conversation that you share with them, or that a shared contact or a team view gives them.
A teammate who acts as you. When your workspace turns on Act as a teammate, the owner and the teammates that the workspace names for it can see what you see while they act as you. Each session has a time limit that the workspace sets.
Your webhooks. An outbound webhook that a user registers gets the events of the lines that user can see, at the address that user gives.
AI apps that you connect. An AI app that you connect over the Model Context Protocol, with an OAuth approval or an API key, can read and send mail on the lines that you approve for it.
CommSync Agents. When your workspace turns on an agent for a line, the agent reads the conversations of that line to reply. It can send content to the outside tools that your workspace connects to it. Ask can use the same tools for a person whom your workspace lets use agents.
Gravatar: To show a picture for a correspondent, your browser asks gravatar.com for an avatar. The request contains a SHA-256 hash of the email address of the correspondent. It contains no other Gmail data. Like any web request, it also shows Gravatar the IP address of your browser.
Human access: CommSync staff do not read Gmail data, with these exceptions: you give us access first, for example with a support access code that you create in Settings → Support access for a time window that you choose; it is necessary for security, such as to investigate abuse; it is necessary to comply with applicable law; or the data is aggregated and anonymized for internal operations.
How we protect it: CommSync encrypts each Google token with AES-256-GCM, under a key that AWS Key Management Service protects. No page, API response, webhook, or log contains a token. The mail itself is stored encrypted at rest, as described in How we protect information.
How to revoke access: Remove the mailbox in Settings → Email accounts. CommSync then asks Google to revoke its access and deletes its tokens. You can also remove CommSync at any time at myaccount.google.com/permissions. CommSync then stops reading the mailbox.
How to delete the data: When you remove a mailbox, the conversations that CommSync already synced stay in your workspace, so your team keeps its history. To delete all the mail that CommSync synced from the mailbox, email support@commsync.ai from the account that connected it. We then delete that mail from our systems, subject to the backup windows described in How long we keep data. You can also delete one conversation at a time with Delete permanently in the Trash.

Microsoft mailbox data

This section applies when you connect an Outlook.com or Microsoft 365 mailbox with Sign in with Microsoft.

What we access. CommSync asks Microsoft for delegated access only: IMAP access to your mailbox (IMAP.AccessAsUser.All), permission to send mail as you through Microsoft Graph (Mail.Send), your basic profile (User.Read), and a token that keeps the mailbox connected (offline_access). CommSync reads the inbox, Sent, and Spam folders, and sends the mail you write in CommSync. It cannot read a mailbox of anybody who did not sign in.
How we use it. The same rules as for all your messages apply: CommSync uses the mail only to provide the features you use, never sells it, never uses it for advertising, and never uses it to train AI models.
How we protect it. CommSync encrypts each Microsoft token with AES-256-GCM, under a key that AWS Key Management Service protects. No page, API response, webhook, or log contains a token.
How to revoke access. Remove the mailbox in Settings → Email accounts, and CommSync deletes its tokens. Microsoft has no way for an app to give up its own access, so also remove CommSync from your Microsoft account: at myapps.microsoft.com for a work or school account, or at account.live.com/consent/Manage for a personal account. An IT admin can remove CommSync for the whole organization in the Microsoft Entra admin center.
How to delete the data. The same as for Gmail data above: email support@commsync.ai to ask us to delete all the mail that CommSync synced from the mailbox, or delete one conversation at a time with Delete permanently in the Trash.

How long we keep data

We keep information for as long as your account is active and as needed to provide the Service. Specifically:

Messages and contacts persist in your inbox until you delete them or close your account;
Items you move to Trash are permanently deleted after 30 days by a scheduled sweep, and orphaned attachment files are cleaned up automatically;
When you delete your account, we delete your personal data and per-user content, subject to short operational backup windows and any data we must retain to meet legal, tax, or accounting obligations or to resolve disputes;
We may retain de-identified or aggregated data that no longer identifies you.

Gmail data. These periods apply to the data that CommSync gets from a Gmail or Google Workspace mailbox:

CommSync keeps the synced mail while the mailbox stays connected, until you delete the conversation or your workspace is deleted;
When you remove the mailbox, CommSync deletes its Google tokens at once. The synced mail stays in your workspace until you ask support@commsync.ai to delete it, or until your workspace is deleted;
CommSync deletes the search index, the to-dos, and the calendar events that it made from a conversation when it deletes that conversation;
When CommSync deletes a conversation, it removes that conversation from the daily brief and clears the output of the AI runs that read it;
The record of the AI spend stays until you delete your account, or until your workspace is deleted.

How we protect information

We encrypt data in transit with TLS; store application data and attachments on platforms that encrypt at rest (Neon and Amazon S3); add our own AES-256-GCM encryption layer for the credentials you entrust to us; protect the key that encrypts mailbox sign-in tokens with AWS Key Management Service; store passwords and API keys only as one-way cryptographic hashes; and isolate each workspace’s data behind role-based access controls and explicit channel grants. No method of transmission or storage is perfectly secure, but we work hard to protect your information.

Our Security overview describes these safeguards in detail — including which layer provides each protection and what we deliberately do not claim — and explains how to report a vulnerability.

Your choices and rights

You can access and update most of your information directly in the app, and you can delete your account at any time from your account settings, which removes your personal data and per-user content as described above.

Depending on where you live, you may have rights to access, correct, export, or delete your personal data, to object to or restrict certain processing, and to withdraw consent. We honor these rights and do not discriminate against you for exercising them. We do not sell personal information or share it for cross-context behavioral advertising. To make a request, email support@commsync.ai — we may need to verify your identity first.

If you use CommSync through a workspace administered by someone else, please direct rights requests about that workspace’s data to your administrator; we will assist them as their processor.

International users and data location

CommSync is operated from the United States, and we and our subprocessors store and process information in the United States and other countries. If you use the Service from outside the United States, you understand that your information will be transferred to and processed in the United States, where data-protection laws may differ from those in your country. Where required, we put appropriate safeguards in place for such transfers.

Cookies and tracking

We use a small number of cookies and similar technologies, in two groups. The strictly necessary ones keep you signed in, remember preferences such as light or dark theme, and keep the Service secure. A first-party analytics cookie lets us recognize the same browser across visits, so one person counts as one person rather than a dozen — it carries an identifier, not your messages.

We do not use advertising cookies, we do not embed ad-network trackers, and we do not share cookie data with advertisers. You can control cookies through your browser, though disabling necessary cookies may break sign-in.

Children's privacy

CommSync is a business product intended for adults. It is not directed to children, and we do not knowingly collect personal information from anyone under 18. If you believe a child has provided us personal information, contact us and we will delete it.

Changes to this policy

We may update this Privacy Policy from time to time. When we make material changes, we will update the date at the top of this page and, where appropriate, notify you in the app or by email. Your continued use of the Service after an update means you accept the revised policy.

How to contact us

Questions about this policy or your data? Email us at support@commsync.ai or write to Haven Media Solutions LLC. We’re happy to help.

Questions?

If anything here is unclear, we’re glad to explain it in plain language. Email support@commsync.ai or use our contact page.