PRIVACY POLICY

Last Updated: 2026-09-30

This Privacy Policy explains how Gearmage, LLC (“Gearmage,” “we,” “our,” or “us”) collects, uses, and protects information when you visit our website or use our software applications.

Our software may access and process user data (e.g., email messages, attachments, or documents) solely to perform its intended functions as configured by the user. All such processing occurs in storage locations configured by the user. Gearmage does not transmit or permanently store this content, except when the user configures a feature that sends it to a service the user chooses (such as an AI provider) or chooses to send us a bug report, as described below. Please also review the Gearmage End User License Agreement (EULA, located at https://gearmage.com/eula.html) for additional terms of use.

  1. Information We Collect

    Website
    • Name, email address, mailing address (when registering or ordering).
    • Payment information (processed securely by Verifone/2Checkout).
    • Cookies for preferences, cart functionality, and analytics.
    Applications (general)
    • License information (email + company name). Usage and error data identify a license by a pseudonymous ID (a keyed hash of the license email), not by the email or company name.
    • General usage data (launches, screens visited).
    • Technical details (error messages, mail server type, IP address, mail domain). Mail server and email domain names other than well-known providers are replaced by a hash, and email addresses in error messages are masked.
    • Error logs via trusted services (Google Analytics, Mixpanel, Bugsnag).
    • Bug reports, only when the user chooses to submit one: the user's description and screenshots, connection diagnostics, settings (without saved passwords or sign-in tokens) and log files, sent by email to support@gearmage.com. Log files are not sanitized and may include details such as email subjects, email addresses and file names.
    • Usage and diagnostic analytics can be turned off in the application's settings.
    Product-Specific Data
    Mail Attachment Downloader
    • Accesses and downloads user email messages/attachments as configured.
    • Data is stored only in locations configured by the End User or Licensee (e.g., local device, network share).
    • Gearmage does not transmit or permanently store this content.
    • AI Prompt action (optional): when configured by the End User or Licensee, the selected message content and attachments are sent directly from the user's computer to the AI provider chosen (OpenAI or Anthropic), using the user's own API key and subject to that provider's terms. Gearmage does not receive this content.
    Gear Doc Converter
    • Converts documents between formats based on user configuration.
    • Files remain only in locations configured by the End User or Licensee.
    • Only diagnostic data (e.g., file type, error codes) may be collected — not document contents.

  2. When We Collect Information

    • Website interactions (orders, forms, surveys).
    • Application use (startup, shutdown, navigation, errors).
    • Product operations (e.g., email downloads or file conversions) — all content remains in user-configured storage.
    • Bug reports submitted by the user.

  3. How We Use Information

    • To process transactions and manage licenses.
    • To provide customer support.
    • To improve website and application performance.
    • To diagnose and fix errors.
    • We do not use, analyze, or share the contents of user files, documents, or emails, except content the user chooses to include in a bug report, which is used only to diagnose and fix the reported problem.

  4. Data Retention

    • Analytics/diagnostic data: retained only as long as needed (typically 30 days).
    • Email or document content: never stored on Gearmage servers. Content remains only in storage configured by the End User or Licensee.
    • Bug reports: kept in our support system only as long as needed to resolve the reported issue.
    • Authentication tokens (e.g., Google or Microsoft OAuth): stored securely on the installed system for duration of use, revocable at any time.

  5. Security Responsibilities

    • Gearmage implements commercially reasonable security measures for its website and telemetry systems.
    • Payments are processed via Verifone (2Checkout); Gearmage does not store card data.
    • Users are responsible for securing, scanning, and managing their downloaded or converted content.

  6. Third-Party Services

    • Google Analytics, Mixpanel, Bugsnag (error/analytics).
    • Google API Services (Mail Attachment Downloader) — complies with Google API Services User Data Policy, including the Limited Use requirements. Google user data is not used to develop, improve, or train generalized AI or machine learning models.
    • Microsoft sign-in (Mail Attachment Downloader, Microsoft 365 and Outlook.com) — used only to access the mailboxes configured by the user.
    • OpenAI, Anthropic (Mail Attachment Downloader AI Prompt action) — only when configured by the user with their own API key.
    • Zoho Desk (help center and customer support).
    • Advertising: may use Google AdSense with cookie-based personalization; users may opt out via Google Ads Settings or the NAI opt-out.

  7. Do Not Track

    We do not honor browser “Do Not Track” signals. However, we do not permit third-party behavioral tracking outside of disclosed analytics and advertising.

Contact Us

Questions about this Privacy Policy may be directed to:

Website: gearmage.com
Email: privacy@gearmage.com

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