THE DETAILS, IN PLAIN LANGUAGE

Privacy policy

Effective November 13, 2026 · Contact support@outreachmaxx.org

This policy explains how OutreachMaxx, operated by Jeremy Mathew ("we," "us"), handles information when you visit outreachmaxx.org or use the OutreachMaxx desktop app. Questions and privacy requests can be sent to support@outreachmaxx.org.

1. Information you choose to use

The desktop app can process your profile, résumé and other imported documents, extracted context facts, research interests, public professor profiles, contact details, notes, drafts, messages, and outreach history. Connecting an email or AI account also provides account identifiers and authorization credentials. You choose which services to connect and which documents to import.

2. Gmail and Outlook permissions

Google sign-in requests basic identity information, Gmail read access, and permission to send email. Read access supports mailbox synchronization and showing correspondence in your workspace; send access lets you send a message after reviewing it. Gmail read permission can technically cover your mailbox, even when the app synchronizes a narrower date range. Microsoft sign-in similarly requests profile, mail read, mail send, and offline access for connection renewal. We do not ask for your email password.

OAuth authorization takes place with Google or Microsoft. Access and refresh tokens allow the app to perform the permitted actions and renew access. The public website does not receive your mailbox or OAuth credentials.

3. How information is used

Information supports your document context, professor discovery and matching, email drafting, correspondence display, and outreach tracking. Sending a message transmits its recipients, content, and any included information to your connected email provider. Research searches contact external directory services and university websites and can disclose search terms and ordinary network information.

4. AI processing and external services

AI features use OpenAI through your connected ChatGPT account or an explicitly configured OpenAI API connection. When you request an AI task, relevant document content, approved facts, profile information, research evidence, draft text, and, for reply drafting, email thread content may be sent to OpenAI. Do not use AI features with information you are not authorized to share. OpenAI processes these requests under its applicable terms, privacy policy, and your account settings. This app does not promise that a local workspace makes AI processing local.

Email is processed by Google or Microsoft. Research may use OpenAlex, Crossref, ROR, ORCID, and public university pages. GitHub hosts the project and release resources. Cloudflare hosts this website and its S3-compatible R2 download storage. These providers may process data in countries other than your own under their policies. This website has no advertising pixels, optional analytics, account form, or marketing cookies added by us.

5. Google user data and Limited Use

Our use of information received from Google APIs follows the Google API Services User Data Policy, including its Limited Use requirements. Google user data is used to provide and improve the user-facing email and outreach features you request. We do not sell it, use it for advertising, or use it to train or improve generalized AI or machine learning models. We do not permit human access to Google user data except with your affirmative agreement for specific information, for necessary security purposes, as required by law, or as otherwise permitted by the Limited Use policy. Transfers occur only as permitted by that policy, including when necessary to provide a feature you request, such as an AI-assisted reply. We do not send your OAuth tokens to an AI provider.

6. Storage and security

The desktop workspace is stored on your computer rather than in an OutreachMaxx cloud mailbox. Supported macOS builds encrypt workspace records and saved credentials using a key protected by the login keychain. Platform security and feature support can vary by build; do not assume identical credential storage on every operating system. Your device, backups, and connected providers also affect security. No storage or transmission method is guaranteed secure.

Cloudflare and storage providers process network requests needed to serve the website and downloads, such as IP addresses, timestamps, requested paths, and user-agent information. Provider logging and retention depend on the hosting configuration and provider policies. Messages you email to our contact address are retained as needed to answer you, resolve issues, and meet legal obligations. Do not send passwords, access tokens, or full mailbox exports with support requests.

7. Retention, revocation, and deletion

Local workspace records remain on your device until you remove them. Disconnecting an email account removes its saved connection credential from the app, but may preserve historical workspace records. It does not delete mail from Google or Microsoft. Revoke Google access at Google Account connections or revoke Microsoft access in the relevant personal or organization account permissions settings. Revocation stops future access but does not erase previously stored local records.

For complete local removal, quit the app and remove its application data and any backups you control; contact us for help locating the correct folder. Uninstalling the app alone may leave application data. Data already transmitted to an email or AI provider remains subject to that provider's retention and deletion controls. Contact us to request access, correction, or deletion of information we hold directly, such as support correspondence. We may need to verify your request and retain limited information where required by law.

8. Your rights and choices

Depending on your location, you may have rights to access, correct, delete, export, restrict, or object to processing of personal information, withdraw consent, or complain to your local data protection authority. We process information to provide requested functionality, based on your consent where required, and for legitimate security and support purposes. We do not sell personal information or share it for cross-context behavioral advertising. Email support@outreachmaxx.org to exercise applicable rights. We will respond within the time required by applicable law.

9. Young users

The app is not directed to children under 13. Users under the age of majority should use it with a parent or guardian's permission and comply with the minimum ages and account rules of connected providers. If you believe we directly received personal information from a child under 13 without appropriate consent, contact us so we can address it.

10. Changes and contact

We may update this policy as functionality or practices change. The effective date will identify the current version. Material changes will be communicated through the website or app where appropriate. Privacy contact: support@outreachmaxx.org.