Privacy Policy.

Omucloud is operated by Alano Tech Pte. Ltd. (UEN 202555886D), a company incorporated in Singapore and operating from Singapore. In this policy “we”, “us” and “our” mean that company. We are the organisation responsible for the personal data described here.

Registered office: 60 Paya Lebar Road, #06-28, Singapore 409051.

As required by section 11 of the Personal Data Protection Act 2012, we have designated an individual responsible for our compliance with that Act. Their business contact address is hello@alano.ai. Requests, questions and complaints about personal data may be sent there, and we monitor it for that purpose.

We collect only such personal data as the operation of a mail service requires. The following list is exhaustive as at the effective date shown above.

• Sign-up details. The address you want, your name, a personal email address we can reach you at, and your stated reason for wanting an account. We also record the IP address the request came from, and a one-way hash of the verification code we send you, never the code itself.
• Account details. Your Omucloud address, your name, your password in hashed form, your email signature if you set one, and your default video-call details if you set those.
• Mail you receive. The full message: sender, recipients, subject, the HTML and plain-text bodies, and the complete original headers as delivered to us.
• Mail you send. The same, including recipients in the Bcc field. A message you send is stored in your account after it is sent.
• Attachments. Files sent to you or by you, with their names, types and sizes.
• Which messages you have read, and when, so that an inbox read on one device is not shown as unread on another.
• Your domain. The custom domain you add, its verification state, and the DNS records we generate for it.
• Calendar entries. Titles, descriptions, locations, times, and the names and email addresses of attendees. Attendee details constitute the personal data of third parties and are held because you have entered them.
• Device tokens, if you turn on push notifications in the iOS app, so Apple can deliver them.
• Payment details, only if the owner of a domain buys optional storage for it. Stripe collects the card on its own checkout page; the card number never reaches us and we cannot see it. What we hold is the Stripe customer and subscription reference, the plan bought, its status and its renewal date. Stripe holds the billing name, email and card itself under its own privacy policy.
• Omu AI usage counts, only if you turn Omu AI on and use it. For each use we record how long the recording was, how many characters came back, how long each step took and whether it succeeded — never the recording, the transcript, the prompt or the draft. Those are processed and discarded. Counts are kept for a year.
• Website page views, in aggregate. The public website and the signed-in web application send page views to Vercel Web Analytics. What is recorded is the page path (with message and calendar identifiers removed), the referring site, the country inferred from the request, and the browser and device type. No cookie is set. This does not run in the iOS app, and it does not include the contents of any message.

Your recent contacts are not stored as a list. They are worked out when you need them, from the mail and calendar entries already in your account.

If you join the waiting list for the mobile apps, we keep the address you gave and which platform you asked about, and nothing else.

Each statement in this section is a representation as to our current practice and may be relied on as such.

• No advertising or behavioural tracking. We do not run Google Analytics, we operate no tracking pixels, we do not use a tag manager, we do not record sessions or build heatmaps, and we do not carry advertising or social-network tags. We do not profile you. The page-view counts described in section 2 are the only measurement of how the website is used.
• No advertising. Omucloud shows no advertisements and we do not profile you for anyone else’s.
• No sale of personal data, in any form, to anyone, for any purpose.
• No machine learning on your mail. Your messages are not used to train models. No AI reads, sorts, summarises or scans your mailbox. Omu AI, described in section 6, processes only the message you are answering, only when you invoke it, and only if you have turned it on.
• No third-party cookies, and in fact no cookies at all. See section 12.

One qualification applies to the above. Our public marketing pages load a typeface from Google’s font service. Your browser accordingly makes a request to Google, and Google receives your IP address and browser identification when you visit those pages. The request retrieves a font file and performs no analytics function. It does not occur within the signed-in application or in the iOS app. It is disclosed here because it is a request to a third party that you have not initiated.

Under section 18 of the Personal Data Protection Act we may use personal data only for purposes you have been told about and that a reasonable person would consider appropriate. Ours are:

• to create your account and sign you in;
• to receive, store, display and send your mail, and to deliver attachments;
• to verify a domain you add and keep it working;
• to run the calendar, and to send invitations and reminders you ask for;
• to send push notifications if you enable them;
• to keep the service secure and to detect, investigate and stop abuse, fraud and unlawful use;
• to answer you when you contact us;
• to count, in aggregate, which pages on the website are visited; and
• to comply with the law and with lawful orders and directions.

That list is complete. We will not use your personal data for any other purpose without first obtaining your consent.

We rely on your consent, given when you create an account after being shown this policy, and on the exceptions the Act allows, principally where use is necessary to provide a service you have requested, or to comply with law.

You may withdraw consent for any purpose at any time by writing to hello@alano.ai. As required by section 16(2) of the Act, we will inform you of the likely consequences before giving effect to the withdrawal. Withdrawal of consent to the processing that mail delivery requires means that we can no longer provide you with a mailbox, and your account will be closed.

Push notifications and the mobile waiting list are separately optional and can be turned off without affecting anything else.

We use a small number of infrastructure providers, without which the service cannot run, and two more that are reached only by an optional feature you turn on yourself. They act on our instructions, are bound by their agreements with us, and may not use your data for their own purposes. Under section 4(3) of the Act we remain responsible for what they do with it on our behalf.

• Supabase — authentication, the database holding your messages, calendar and settings, and file storage for attachments. Effectively everything described in section 2.
• Resend — sending and receiving mail. Message content necessarily passes through this provider to be delivered at all, and inbound mail is retrieved from it. Our verification and account emails are sent this way too.
• Cloudflare — hosting. Every request to Omucloud passes through it. During domain setup we also send the domain name you entered, which is not personal data, to Cloudflare’s public DNS resolver in order to identify who manages your DNS.
• Vercel — the website is served from it, and Web Analytics runs on it. Page views and unique visitors are counted in aggregate as described in section 2. Events do not include message content. This does not run in the iOS app.
• Apple — only if you turn on push notifications in the iOS app. The scope of this disclosure is wider than is commonly assumed and is therefore stated in full: in order to render a useful notification, we transmit to Apple’s Push Notification service the sender’s name, the subject line, and approximately the first 140 characters of the message body. If you do not wish Apple to receive that data, leave push notifications disabled. No other function of the service is affected.
• Microsoft — only when you preview a Word, Excel or PowerPoint attachment. Those formats are not rendered inside the app: we hand Microsoft’s Office Online viewer a temporary link and their servers fetch the document from our storage in order to draw it, so the file itself reaches Microsoft. Unlike push notifications this is not something you switch on — it happens when you open a file of that kind. Saving the file instead of previewing it keeps it from leaving our storage.
• Stripe — only if you buy optional storage for a domain you own. Stripe takes the payment on its own pages, acting as controller of the billing data it collects there rather than on our instructions, and tells us only who paid, for what plan, and whether it is still running. No other function of the service is affected, and an account that buys nothing never reaches it.
• ElevenLabs — only if you turn on Omu AI and press its microphone. The voice clip you record is sent to ElevenLabs to be transcribed, together with a short list of names and words from the message you are answering so that they are recognised correctly. We do not keep the clip. If you do not wish ElevenLabs to receive your voice, leave Omu AI off. No other function of the service is affected.
• OpenAI — only in that same moment. The transcript, the message you are answering including any pictures embedded in it, its subject and the names on it, and your Omu AI settings are sent to OpenAI to write the draft that then appears in your composer. Nothing is sent that you have not just chosen to answer, and nothing is sent unless you press the button. We do not keep the transcript or the draft; what you go on to send is stored as ordinary sent mail.
• OpenAI, a second time — not at your request, and this is the one disclosure on this list that happens whether you asked for it or not. Once a day we check how accounts are sending, to find spam, fraud and impersonation being sent from this platform. Where an account passes a threshold, that account’s address, sign-up details, message and recipient counts, recipients’ domains counted in bulk, and its subject lines cut to an eighty-character template are sent to OpenAI so that they can be ranked for a person to read. The contents of messages, their attachments and the individual addresses they were sent to are never included, and an account that passes no threshold is not included at all. What comes back is a ranking; a person decides what, if anything, is done about it.
• Google Fonts — marketing pages only, as described in section 3.

Beyond these, we disclose personal data only where the law requires it, where a court order, statutory notice or lawful direction from a Singapore authority compels it, or where disclosure is necessary to investigate abuse or protect someone from harm.

One further case is contemplated by section 18 of the Terms and is stated here rather than left to be inferred from it. If the operation of Omucloud passes to another company, on a sale of the business or on a reorganisation, the personal data held for your account passes with it, a mail service being incapable of being handed over without the mailboxes. We will tell you by email before that takes effect; the company taking over will be bound by this policy as it then stands; and if you would rather not be transferred you may delete your account under section 10 first, which needs nothing from us.

We are a Singapore company, but our infrastructure providers operate globally and your personal data is stored and processed outside Singapore.

Section 26 of the Act permits this only where the recipient is bound to a standard of protection comparable to the Act’s. We rely on our written agreements with each provider named in section 6, which impose those obligations contractually. We do not transfer personal data to any recipient not bound in that way.

If you would like to know the specific countries in which your data is held, write to hello@alano.ai and we will tell you.

Section 25 of the Act requires us to stop keeping personal data once the purpose no longer needs it. In practice:

• Messages — kept for as long as the account exists. Mail is not deleted on any timed basis. You may delete an individual message, which moves it to Trash; a message in Trash is retained in full, including its body and attachments, for 30 days, and is then erased permanently. You may restore it at any point within that period. Deleting a message does not free the storage its attachments occupy until it is erased, and a message delivered to more than one Omucloud account is removed only from the account that deleted it.
• Attachments — kept for as long as your account exists, or until you delete them. They are not deleted on a timer. They do count towards a storage limit of 500 MB per account, and Settings shows what is using that space so you can remove individual files yourself.
• Account details — kept while the account exists.
• Billing records, if you bought storage — the plan, the amounts and the dates. These are accounting records and section 199(2) of the Companies Act 1967 requires us to keep them for five years from the end of the financial year they fall in. They are therefore retained for that period even if you close your account first.
• Sign-up records, including the IP address and the personal email address you provided. These are presently retained indefinitely, as the record of how the account came to be created and for the detection of abuse.
• A record of mail sent from the account, kept when an account is deleted and retained after it is gone. This is the envelope only — the sending address, the recipients, the date, the subject line and our provider’s reference for the message. The message body, its attachments and any replies to it are not kept and are deleted with the account. We hold this to investigate and answer reports of abuse, to respond to the police or another competent authority, and to defend a claim; section 25 of the Act permits it because that purpose does not end when the account does. It is not used for any other purpose, is not deleted on a timed basis at present, and is reachable only by our own personnel.

Our providers keep their own operational logs and backups under their own retention schedules, which we do not control.

Retention is tied to the service as well as to the account. Section 5 of the Terms requires us to give you not less than 90 days’ notice by email before withdrawing Omucloud. Should we do so, the purpose for which everything above is held ends with it. We will erase the personal data held for every account within 30 days of the service closing, and we will not retain, sell or otherwise dispose of it to anyone, save on a transfer of the service itself as described in section 6. Those 30 days exist so that a late migration, or a copy requested during the notice period, can still be honoured; they are not a period of further use.

Section 24 of the Act requires reasonable security arrangements. What we actually do: traffic is encrypted in transit; data is encrypted at rest by our infrastructure providers; every table enforces row-level security in the database, so an authenticated request can only reach that account’s own rows; attachment storage is scoped per account by the same mechanism; authentication is by short-lived signed token; and deleting your account requires your password again, so a stolen session alone cannot destroy your mail.

Two limitations are stated expressly. First, message content is not end-to-end encrypted. It is readable by us, and by a provider under legal compulsion. Where you require mail readable only by its recipient, end-to-end encryption must be applied above the mail service, this one included. Second, a small number of our personnel hold administrative access for support and abuse investigation. That access is restricted by internal policy to those purposes and is not recorded in an audit log; the security statement sets out the position in full.

We give no assurance that the service will not be subject to a data breach; no provider is in a position to give one. Where a data breach occurs that is likely to result in significant harm to you, or that affects 500 or more individuals, Part 6A of the Act requires us to assess the breach, to notify the Personal Data Protection Commission within 3 calendar days of that assessment, and to notify you. We will do so.

You can delete your account yourself, from Settings, without contacting us. It asks for your password and for you to type the word DELETE, because it cannot be undone.

Deleting your account removes:

• your sign-in credentials and profile;
• the mail you have received;
• the mail you have sent, save for the envelope described in section 8, which is retained for the investigation of abuse;
• every attachment stored for you;
• your calendar entries;
• your read marks;
• your device tokens and notification settings; and
• your domain registration with our mail provider.

Two consequences should be understood before you proceed. Where you have registered a custom domain, deletion of your account also deletes every other mailbox on that domain, the domain being held by the account that added it. Where a message was delivered to more than one Omucloud account, it is removed from your account and retained by the other recipients, to whom it equally belongs.

Deletion takes effect immediately in live systems. It does not extend to backup snapshots held by our database provider, which expire under that provider’s own schedule. Should you require confirmation that a particular record has been removed, or have reason to believe that data has survived deletion, write to hello@alano.ai and we will investigate and erase it.

Under the Personal Data Protection Act you may ask us for a copy of the personal data we hold about you and for information about how it has been used or disclosed in the past year, and you may ask us to correct anything inaccurate. Write to hello@alano.ai.

We respond as soon as reasonably practicable. Where we are unable to respond within 30 days of a request, we will notify you within that period of the date by which we will respond. Correction requests are free of charge. In respect of access requests we may charge a reasonable fee; where we intend to do so we will provide a written estimate in advance and you may withdraw the request. Where we refuse a request in whole or in part, we will notify you of the refusal and of our reasons.

Much of the above may be done directly and more quickly through the product: your profile and signature are editable in Settings, individual attachments may be deleted there, and your account may be deleted in full. What each of those reaches is set out in sections 8 and 10.

No self-service export of the full contents of an account is currently provided. Where you require a copy of your data, request it at the address above and we will arrange for one to be produced.

Omucloud sets no cookies, whether for authentication, for preferences or on behalf of any third party. There is accordingly nothing to consent to and no banner to dismiss.

Four items are stored locally on your own device:

• Your sign-in token, in your browser’s local storage, or in the app’s private storage on iOS. This is what keeps you signed in. Signing out removes it.
• Unsent drafts. A message you are composing is saved to your device as you type, so that closing a tab inadvertently does not lose it. A draft remains on the device until the message is sent or discarded, and is not transmitted to us while it remains a draft.
• Your scroll position, so moving between pages returns you to where you were.
• Whether Omu AI has been explained to you, so its one-time introduction is not shown again on this device. Whether it is turned on is held on your account, not here.

Omucloud is offered only for business or professional use and is not intended for children. You must be at least 18 years old to create an account. We do not knowingly collect personal data from minors. If you believe a person under 18 holds an account, tell us at hello@alano.ai and we will close it and delete the data held for it.

We may update this policy. If a change materially affects how we handle your personal data, we will tell you by email or in the app before it takes effect, and the effective date at the top of this page will change. Where a change requires your consent under the Act, we will ask for it rather than assume it from your continued use.

Questions, requests and complaints about personal data go to hello@alano.ai. We will acknowledge and investigate any complaint, and tell you the outcome.

If you are not satisfied with how we have handled it, you may complain to the Personal Data Protection Commission of Singapore at pdpc.gov.sg. Nothing in this policy limits your right to do so.

To report abuse of the service, write to abuse@omucloud.co.