Terms of Service & Privacy Policy

Terms of Service

Last Updated: November 9, 2024

By using QuillQuery's services, you agree to only upload and analyze emails that you personally own or have been granted explicit legal authority to access. You certify that your use of QuillQuery will comply with all applicable laws and regulations, and you agree not to use this service for any malicious, harmful, or nefarious purposes, including but not limited to: unauthorized surveillance, harassment, fraud, or any other activities that could cause harm to individuals, organizations, or systems. Any violation of these terms will result in immediate termination of your access to QuillQuery's services, and you may be subject to legal action if your use violates applicable laws. QuillQuery reserves the right to report any suspected illegal activities to relevant authorities and to cooperate fully with any investigation of such activities.

Privacy Policy

Last Updated: November 9, 2024

Introduction

QuillQuery ("we," "our," or "us") is committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, store, and protect your data when you use our email analysis service.

Acceptance of Terms

By using QuillQuery's services, you acknowledge that you have read and understood this Privacy Policy and agree to be bound by it. Your continued use of our services constitutes your acceptance of these terms and any future amendments. If you do not agree with any aspect of this policy, please do not use our services.

Data Collection and Processing

Email Data
  • - We collect and process emails that you voluntarily upload to our service
  • - Emails are processed by:
    • - Chunking (breaking down into smaller segments)
    • - Converting to embeddings (mathematical representations)
    • - Storing in an external vector database
Types of Information We Process
  • - Email content
  • - Email metadata (dates, sender/recipient information)
  • - Query history
  • - User account information

Data Storage and Security

Vector Database Storage
  • - Your email embeddings are stored in a secure, encrypted external vector database
  • - We implement industry-standard security measures to protect your data
  • - Data is encrypted both in transit and at rest
  • - Access to the vector database is strictly controlled and monitored
Model Processing
  • - Queries are processed using external language models
  • - We do not store the results of queries permanently
  • - Query results are temporarily cached for performance optimization
Session-Based Data Management
  • - All user data, including uploaded emails and generated embeddings, is automatically deleted upon logging out of the application
  • - This ensures your data exists only for the duration of your active session
  • - No persistent storage of email content or embeddings occurs beyond your session
  • - Users should be aware that they will need to re-upload emails in subsequent sessions

Data Usage

We use your data to:
  • 1. Provide email analysis and search functionality
  • 2. Generate responses to your queries
  • 3. Improve our service performance
  • 4. Maintain and enhance system security
  • 5. Comply with legal obligations

Data Retention and Deletion

  • - All user data is automatically deleted upon logging out of the application
  • - Upon deletion request or logout, we will:
    • - Remove your emails from our systems
    • - Delete associated embeddings from the vector database
    • - Remove all cached query results
  • - Some anonymized usage statistics may be retained for legal compliance purposes

Third-Party Services

We partner with the following types of services:
  • - Vector database providers, namely Pinecone
  • - Language model providers, namely Cohere, Anthropic Claude Sonnet 3.5, ChatGPT gpt-4o, Meta Llama, and Mistral
  • - Cloud infrastructure providers, namely Amazon Web Services
All third-party providers are contractually obligated to maintain data confidentiality and security.

User Rights and Control

You have the right to:
  • - Access your stored data during your active session
  • - Request immediate data deletion
  • - Export your data before logging out
  • - Modify your consent preferences
  • - Receive information about data processing

Updates to Privacy Policy and Terms of Service

We reserve the right to update this Privacy Policy and our Terms of Service. When we make changes:

Notification Methods
  • - All registered users will receive an email notification detailing the changes
  • - A prominent notice will be displayed on our homepage highlighting the changes
  • - An in-app notification will be shown
  • - The "Last Updated" date at the top of this policy will be revised
Change Communication
  • - Material changes will be clearly highlighted
  • - A comparison showing old versus new terms will be available
  • - Users will have at least 30 days' notice before material changes take effect
  • - Changes will be archived and accessible through our website
Your Rights
  • - You may review the changes before they take effect
  • - If you disagree with the changes, you may close your account
  • - Continued use of QuillQuery after changes take effect constitutes acceptance of the updated terms

Contact Information

For privacy-related inquiries:
  • - Email: quillqueryemail@gmail.com

Security Breach Notification

In the event of a data breach:
  • - We will notify affected users within 72 hours
  • - Provide details about the breach and steps taken
  • - Implement necessary security measures