Privacy policy
Who we are
IN4M AI PTY LTD (“we”, “our”, “us”) is an Australian company. RooMail is our AI inbox manager: it connects to mailboxes you authorise, reads the mail in them, sorts it into your categories, drafts or sends replies from your own material, archives what isn't important and escalates the rest to a person. This policy explains how we collect, use and protect personal information.
Two different things: the website and the product
Data is handled differently depending on which one you are using, so we separate them throughout this policy.
Information we collect
On the website: what you give us directly
The only personal information we collect through the website is your email address, and the plan you say you are interested in, when you book a pilot or register interest. We use it to reply to you, gauge how much interest there is, and get your first mailbox connected. We do not add you to a marketing list without telling you, and you can ask us to delete it at any time.
On the website: collected automatically
Like most websites, our hosting and analytics providers process standard technical data such as IP address, browser and device type, pages visited and referring URLs. We use it to keep the site secure and to understand how it is used. It is processed by those providers under their own privacy policies and is not linked to your registration of interest.
In the product: what your account holds
Once you have an account we hold what the product needs to work. The categories below describe the kinds of information involved rather than every field, because what is collected depends on your rules and which mailboxes and systems you connect.
A mailbox almost always contains personal information about other people, most of whom have never dealt with us. There, you decide what is processed and why, and we handle it on your instructions.
How we use your information
We do not sell, rent or trade personal information, and being on a free pilot does not change that.
Where your data is stored and processed
Mail content, knowledge base material, drafts, categories, audit logs and account records are kept for as long as your account is active, subject to the retention settings below.
The website is different. It is delivered through Cloudflare’s global network and measured with Google Analytics, both of which process data overseas. Billing is handled by Stripe, which operates partly overseas and receives your billing details only, never mail content.
Cookies and analytics
The website uses Google Analytics 4 (measurement ID G-20JQDPGR6P) to collect anonymous usage data through cookies, so we can see which pages people visit and how they arrived. You can control cookies through your browser settings, or opt out with Google’s Analytics Opt-out Browser Add-on, and the site will keep working. The product itself does not run advertising or third-party tracking.
Third-party services
The services below may process data on our behalf:
Cross-border data transfers
Some website and billing services are based outside Australia, primarily in the United States:
If your mailbox is hosted overseas by your own provider, that mail already sits with them before RooMail sees it. If you connect a system of your own that is hosted overseas, records RooMail sends there will leave on your instruction. While these countries may not have the same privacy protections as Australia, each provider is bound by their own privacy policy and, where applicable, contractual obligations. By using the website and the service, you consent to these transfers in accordance with Australian Privacy Principle 8.
Data security
Data is encrypted in transit and at rest. Access by our own staff is restricted, logged, and only ever for a support request you have raised. Our staff do not browse customer mail. Enterprise plans support single sign-on, enforced MFA, roles across mailboxes, and an exportable audit log of every action taken. Mailbox credentials and tokens are stored encrypted and used only for the actions you have authorised, and you can revoke them from your provider at any time without asking us.
Data retention
Processed mail, drafts and knowledge base material are kept for as long as your account is active, or for the retention period you set, which Enterprise can set per category. Delete an item and it goes from the live service straight away. Disconnect a mailbox and we stop processing it immediately. Close your account and everything is removed within thirty days. Registration of interest emails are kept until you ask us to delete them. Business and billing records are retained as required by Australian tax law.
Mailbox access, sending and consent
RooMail only ever reads a mailbox you have authorised, and it is your call whether a shared or staff mailbox is connected. If you are processing staff mail, your own workplace and privacy obligations apply, including telling your team about it.
Replies sent by RooMail are sent by you, from your address, and you are responsible for them. Autosend is off until you turn it on for a category. If someone who emailed you asks what happened to their message, or asks you to delete it, the audit log shows what was done and you can remove it yourself, or ask us.
Your rights
Under the Australian Privacy Act 1988, you have the right to:
To exercise any of these rights, contact us at support@in4m.au. If you are not satisfied with how we handle a privacy issue, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au.
Data breaches
If a breach happens that is likely to cause serious harm, we will notify affected customers and the Commissioner as required by the Notifiable Data Breaches scheme, and we will tell you what we know as we know it.
Changes to this policy
We may update this privacy policy from time to time. Changes are posted on this page with an updated “Last updated” date, and if a change materially affects you we will tell you by email before it takes effect.
Contact us
Questions about this policy or how we handle data: support@in4m.au.
See also our terms of use.