Privacy Policy

1. Overview

Warm Vanilla Inbox is a purpose-built inbox application for commercial real estate brokers. You connect your existing Gmail or Microsoft Outlook account, and Warm Vanilla Inbox provides a clean, deal-focused view of your email — surfacing what matters and filtering out the noise.

This Privacy Policy explains what data we collect, how we use it, and your rights as a user. By using Warm Vanilla Inbox, you agree to the practices described here. If you are using Warm Vanilla Inbox through your brokerage or firm, your organization is our customer, and your use is also governed by any agreement between Warm Vanilla Inbox LLC and that organization.

2. What Data We Collect

Email Data

With your authorization, Warm Vanilla Inbox accesses your connected email account (Gmail or Outlook) to read email metadata and content — including sender, recipient, subject, body, and attachments — to the extent necessary to prioritize and filter your inbox. We access only what is required to deliver the service.

Account & Usage Data

• Name and email address associated with your connected account
• Organization or brokerage name
• Feature usage events (e.g., filters applied, tabs accessed, actions taken)
• Error logs and diagnostic data

Device & Technical Data

• Browser type and version
• IP address
• Session identifiers

3. How We Use Your Data

We use your data to:

• Operate and improve Warm Vanilla Inbox
• Apply deal-priority filtering and inbox organization
• Learn your deal flow and counterparty relationships to improve prioritization over time
• Send service-related communications (onboarding, updates, security notices)
• Diagnose bugs and improve reliability
• Comply with legal obligations

4. Data Sharing

We may share data with:

• Service providers — trusted vendors who help us operate Warm Vanilla Inbox (e.g., cloud hosting, analytics), under contractual data protection obligations
• Your organization — if your brokerage or firm has an account with us, administrators may have access to team usage data and configuration settings
• Legal authorities — if required by law, court order, or to protect the rights and safety of [Company Name] or others

We do not share your email content with any third party except as described above.

5. Google API Data Use

Warm Vanilla Inbox's use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

• We do not use Google data to develop, improve, or train generalized AI or ML models
• We do not allow humans to read your email content except for security purposes, to comply with applicable law, or with your explicit permission

6. Microsoft / Outlook Data Use

Warm Vanilla Inbox's use of data accessed via Microsoft APIs complies with Microsoft's API Terms of Use and applicable data use policies. The same limitations described above for Google data apply equally to data accessed via Outlook and Microsoft 365.

7. Data Retention

We retain your data for as long as your account is active. When you disconnect your email account or terminate use of Warm Vanilla Inbox, we will delete or anonymize your data within 30 days, unless we are required by law to retain it longer.

You may request deletion of your data at any time by contacting us at privacy@warmvanillainbox.com.

8. Security

We use industry-standard security practices including encryption in transit (TLS) and at rest, access controls, and regular security reviews. If you believe your account has been compromised, contact us immediately.

9. Your Rights

You have the right to:

• Access the personal data we hold about you
• Correct inaccurate data
• Delete your data
• Disconnect your Gmail or Outlook account at any time through your Google or Microsoft account settings

To exercise these rights, contact privacy@warmvanillainbox.com.

10. Children's Privacy

Warm Vanilla Inbox is a professional tool not intended for use by anyone under the age of 18. We do not knowingly collect data from minors.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes via email or an in-app notice. Continued use of Warm Vanilla Inbox after changes take effect constitutes acceptance.

12. Contact

Warm Vanilla Inbox LLC
Raleigh, North Carolina
privacy@warmvanillainbox.com
warmvanillainbox.com