Privacy Policy

Last updated: October 15, 2026

Beeylo Business reads the business mailbox you connect, shows you what needs a reply, and prepares answers in your own words. You check them and you send them. This policy explains which data we use for that, why, who helps us, how long we keep it and what you can do about it.

Who is responsible

The controller for the processing described here is Beeylo, Rucphenseweg 38, 4882 KC Klein Zundert, the Netherlands, Chamber of Commerce (KvK) number 42050169. You can reach us at privacy@beeylo.com.

Which data we use

Your account. Your email address and, if you sign in with Google, Microsoft or Apple, the name that service gives us. If you choose a password, our login provider stores it only in scrambled (hashed) form. When you sign in, our login provider records the time, IP address and device, for security.
Your connected mailboxes. The address, sender name and server settings, plus what Beeylo needs to get into the mailbox: the mailbox password, or for Google and Microsoft a sign-in token (never your Google or Microsoft password). Both are stored encrypted, only our server can unlock them, and they never reach the app or our logs.
Your email. New mail that arrives after you connect, and the mail of the 7 days before that (at most the 200 most recent messages). For each message we keep the sender, recipients, subject, date and text, and the mail in your Sent folder from the same period, so Beeylo knows what you already answered. For the folders Drafts, Archive, Trash and Junk we keep a copy of the 50 newest messages per folder, so you can find them in Beeylo; that copy follows your mailbox and drops what is no longer there.
Attachments. Files attached to incoming mail, up to 10 MB each, are stored privately. From PDF files we read the text, for example the amount and due date of an invoice. Files you attach when you send a reply go out through your own mailbox and are not kept by Beeylo.
What Beeylo works out from your mail. For each conversation: what needs doing, from whom, by when, and amounts, invoice numbers and payment links. For each message: the language, whether the sender writes formally, whether the sender is a person or an organisation, whether it is a newsletter or bulk mail, and a numeric fingerprint of the text so Beeylo can find similar questions you answered before.
What Beeylo knows about your business. Facts you tell Beeylo, facts taken from documents you upload (the document itself is not kept), and facts Beeylo suggests from mail you sent. When you first connect, Beeylo reads your Sent folder of the last six months once to make those suggestions; that mail is not stored, only the suggestions, with the recipient's name and the date as source. Nothing becomes a fact until you approve it.
How you write. Up to five examples of your own emails, your earlier replies together with the question they answered, the replies you are still working on, and writing preferences Beeylo learns from your corrections, such as "start with Dear instead of Hi". A preference only counts after you make the same correction twice or say it yourself, and you can remove any of them. A removed preference is not learned again.
Your team. If you create or join a team: its name, the members (name, email address, role), invitations (the invitee's email address) and a log of who invited, changed or removed whom.
Your signature. Text and any images in it. Images are stored at a public web address, because that is the only way they show up in your recipients' email.
Dictation. If you speak instead of type, the speech recognition of your phone or browser (from Apple or Google) turns your voice into text, on the device when it can. Beeylo never receives or stores any audio, only the text that ends up in the field, which you can read and change before it is used.
Settings and usage counts. Your language, theme, layout and preferred form of address, and per day the number of AI requests your account made (no content), so we can keep limits.
The waitlist on our website. Your email address and which page you signed up from.

Why we use it, and on what basis

To provide Beeylo to you: reading your mail, showing what needs doing, preparing and sending your replies, keeping what Beeylo knows. Basis: our agreement with you (GDPR art. 6(1)(b)).
To keep Beeylo secure and working: preventing abuse, limiting sign-in attempts, finding errors. Basis: our legitimate interest in a safe, reliable service (art. 6(1)(f)).
To send team invitations at the request of your team's admin. Basis: the legitimate interest of that team (art. 6(1)(f)).
The waitlist: to email you when Beeylo Business opens. Basis: your consent (art. 6(1)(a)), which you can withdraw at any time.

We do not use your data for advertising or profiling, and we never sell it.

People who email you

The mail you receive contains details of your customers, suppliers and other contacts. Beeylo uses those details only to provide Beeylo to you, and they are covered by the same security, retention and deletion rules as the rest of your mail. For these details we act on your behalf, as described in our Terms of Service and our Data Processing Agreement (draft).

AI processing

To read your mail and prepare replies we use language models from Mistral AI, a French company, through its API. Mistral hosts API data in the European Union by default, and we use that default. We send Mistral only what a task needs: the text of the message and the conversation, text from attachments, and the facts, writing examples and preferences that apply. The model has no access to your mailbox and cannot send anything.

Processing is automated; no person reads your mail, unless you ask us to for support, it is needed for security, or the law requires it.
Beeylo never decides for you. It prepares, you decide and send.
What Beeylo learns about your business and your writing is used only for your own account (and facts you share, for your team). We do not build general AI models from it.
We have turned off the use of our data for training in our Mistral account, so the text we send and the answers it returns are not used to train Mistral's models.
Mistral keeps that text and those answers for up to 30 days to detect abuse of its service, and then deletes them. Where Mistral's own subcontractors process data outside the EU, Mistral says it uses the European Commission's standard contractual clauses.

Limited Use: Google API Services Beeylo's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. When you connect a Google mailbox, we use Gmail data only to provide Beeylo's user-facing features: reading your mail, preparing replies, sending the replies you approve, and keeping your mailbox in step with what you do in Beeylo: marking mail as read, archiving it and moving it to the trash. Beeylo does this only after an action of yours in Beeylo, and never deletes mail permanently. We do not transfer that data to others except as needed to provide those features (such as AI processing by Mistral, described above), for security, or as required by law. We do not use it for advertising. We do not let any person read it except with your explicit consent, for security, or where the law requires it. We do not use Google user data to develop, improve or train generalized artificial intelligence or machine learning models.

Who helps us

We work with a small number of service providers. They process data only to provide their service to us, under their data processing terms:

Supabase: database, sign-in and file storage, on servers in Frankfurt, Germany.
Railway: runs the Beeylo app and server, in its EU West region in Amsterdam, the Netherlands.
Mistral AI: AI processing, see above.
Resend: sends Beeylo's own emails, such as sign-in links and team invitations, and may process them in the United States. Your replies to customers never go through Resend.
Sentry: receives crash reports when something goes wrong in Beeylo, on its servers in the EU (Germany). A report holds the kind of error, a cleaned-up error message and the lines of code where it happened. It never holds your mail, addresses or who you are.
Google Firebase Cloud Messaging: delivers push notifications to your phone. A notification contains the sender's name and the subject of the message, and Firebase passes it on to your phone (on an iPhone through Apple's push service). Notifications are optional: you can switch them off in your phone's settings.
Cloudflare: hosts this website.

We also exchange data with Google, Microsoft and Apple when you sign in with them or connect a Google or Microsoft mailbox, and with your own mail provider when Beeylo reads your mailbox and sends your replies. To find the right server settings for your own mail provider, Beeylo looks up the part of your address after the @ in Mozilla's public database of mail settings (autoconfig.thunderbird.net); nothing else is sent. In a team, members see the facts that are shared with the team. A mailbox is private to the person who connected it, unless that person shares it: then the colleagues they invite see that mailbox's mail and cases, and who answered. Your writing style and preferences always stay your own.

Data outside the EU

Your mail, attachments and what Beeylo knows are stored in the EU. Some of our providers are American companies (Supabase, Railway, Resend, Sentry, Google, Cloudflare), so data can be processed or accessed from outside the EU, for example the emails Resend sends for us, push notifications through Google, or for support and maintenance. Those transfers are covered by the safeguards in the providers' data processing terms: the EU-US Data Privacy Framework or the European Commission's standard contractual clauses.

How we protect it

All connections are encrypted.
Mailbox passwords and sign-in tokens are encrypted separately and can be unlocked only by our server.
Database rules make sure each account only sees its own data.
Stored data is encrypted on disk by our database provider.
Our technical logs contain no email addresses, passwords or mail content.

How long we keep it

While your account is active we keep your mail, attachments, cards, facts and writing preferences, so Beeylo can keep helping you.
If you disconnect a mailbox, Beeylo stops reading it at once and deletes the stored password or sign-in token. For a Google mailbox, Beeylo also withdraws its access to your Google account, unless another connected mailbox still uses the same Google address; you can also remove it yourself at any time at myaccount.google.com/permissions. The mail Beeylo already read stays stored in your account until you delete your account or ask us to erase it.
To delete your account, open Settings in the app, scroll to the bottom and choose Delete account. You can also ask for it without the app on our account deletion page. Beeylo then deletes your account and all data stored with it right away: your connected mailboxes, your cases and replies, the attachments it kept, what Beeylo knows and how you write. Your mail in your own mailbox stays where it is. If you cannot use the app, email privacy@beeylo.com with the subject "Account verwijderen" from the address you use for Beeylo; we then do the same within one month. Copies in our database backups disappear as those backups are replaced.
Documents you upload for Beeylo to learn from are not stored. Only the facts you approve are kept.
If you leave a team, the facts you shared stay with the team. Your own facts stay yours. The same goes for the facts you shared when you delete your account; your own facts are deleted.
The waitlist: until you ask us to remove you, or until we no longer need it to invite you.
Technical logs are kept by our hosting provider for a limited period and then deleted automatically.

Your rights

You have the right to access, correct and delete your data, to receive it in a usable format, to limit or object to its use, and to withdraw consent. In the app you can already:

edit or remove what Beeylo knows about your business;
remove writing preferences Beeylo learned;
disconnect a mailbox, after which Beeylo stops reading it;
delete your account and everything Beeylo keeps about you, at the bottom of Settings (or on our account deletion page).

For anything else, including a copy of your data or erasing mail from a disconnected mailbox, email privacy@beeylo.com. We handle your request within one month. You can also withdraw Beeylo's access in your Google account or Microsoft account. If you are not satisfied with how we handle your data, you can file a complaint with the Dutch Data Protection Authority, the Autoriteit Persoonsgegevens, or the authority in your own country.

Cookies

This website uses no tracking or advertising cookies. It only remembers your light or dark setting in your browser. The Beeylo app keeps you signed in on your device, and uses a short-lived cookie while you connect a Google or Microsoft mailbox.

Contact

Questions about your privacy or this policy? Email us at privacy@beeylo.com.

Changes

We may update this policy. For significant changes we will let you know in the app or by email. The date at the top shows when this policy was last changed.