Privacy Policy

Professionally Inc.
Last Updated: April 12, 2026
Applies to: iOS Keyboard App • Browser Extension • Outlook Add-in • Web App

Introduction

This Privacy Policy describes how Professionally Inc. (“we,” “us,” or “our”) collects, uses, and protects your information when you use our services, including the Professionally iOS keyboard app, browser extension, Microsoft Outlook add-in, and web application (collectively, the “Services”).

Questions or concerns? Contact us at support@professionally.ai or by post at: Professionally Inc., 4632 El Camino Real, Irvine, CA 92602, United States.

How Our AI Works and What Happens to Your Email Content

This section is the most important part of this policy. Professionally is an AI-powered email writing assistant. To generate suggestions, our Services process the text you provide — including email content, tone preferences, and instructions you type — to produce professionally written email suggestions.

What we do with your email content

  • Your email content is processed in real-time to generate AI suggestions.
  • Email content is never stored on our servers after your suggestion is generated.
  • Email content is never used to train, fine-tune, or improve any AI model — ours or anyone else’s.
  • Email content is never sold, shared for advertising purposes, or used for any purpose other than generating your requested suggestion.

Which AI systems process your content

To generate suggestions, your input may be processed by our own AI model and/or transmitted to one or more of the following third-party AI providers, depending on your product version and settings:

Each third-party provider processes your input under their respective API terms and privacy policies. We have entered into Data Processing Agreements (DPAs) with each provider in accordance with GDPR Article 28. Transmission to all providers is encrypted using TLS (in transit) and data is encrypted at rest.

Important: These providers do not use API inputs for model training by default under their enterprise/API terms. However, we encourage you to review each provider’s privacy policy for the most current information.

Disclosure under the EU AI Act (effective August 2, 2026)

In compliance with Article 50 of the EU Artificial Intelligence Act, we disclose that Professionally is an AI-powered system. When you use our Services, you are interacting with an AI writing assistant, not a human. All email suggestions generated by Professionally are AI-assisted outputs. You retain full control over whether to use, edit, or discard any suggestion.

What Information We Collect

Information you provide

  • Account information: Name and email address when you register.
  • Email content: Text you input into the Services to generate suggestions (processed in real-time only — never stored).
  • Tone and style preferences: Settings you configure to personalize suggestions. We analyze these preferences over time to improve the quality of suggestions tailored to you. You can delete this data at any time by contacting support@professionally.ai.
  • Payment data: Processed and stored by Shopify and Apple. We do not store payment card information. See shopify.com/legal/privacy and apple.com/legal/privacy.
  • Support communications: Messages you send to support@professionally.ai.

Information collected automatically

  • Device and usage data: IP address, device type, operating system, browser type, app version, and feature usage patterns.
  • Log data: Timestamps, error reports, and crash diagnostics.
  • Location data: Approximate location derived from IP address.
  • Cookies and tracking technologies: See our Cookie Policy.

Platform-specific data

  • Outlook Add-in: When you use the Outlook add-in, it accesses the email item currently open in your Outlook client to provide suggestions. This access is governed by the permissions you grant during installation. Manifest files are stored securely in your Microsoft account. We do not access your full mailbox, contacts, or email history — only the current item you choose to work with.
  • iOS Keyboard App: The app requests Full Access permission to provide AI suggestions. We collect device identifier and operating system data for functionality and security. We do not log your keystrokes or any text typed outside the Professionally interface.
  • Browser Extension: The extension reads content from the active browser tab only when you explicitly invoke it. We do not monitor your general browsing activity.

How We Use Your Information

We process your information only for the following purposes:

  • To provide, operate, and improve the Services.
  • To generate AI-powered email suggestions based on your input.
  • To create and manage your account.
  • To process payments and manage subscriptions.
  • To respond to support requests.
  • To send service-related communications (not marketing, unless you opt in).
  • To detect fraud, ensure security, and comply with legal obligations.
  • For internal analytics to understand how features are used (aggregated, non-identifiable data).

Legal Bases for Processing (GDPR / UK GDPR)

If you are located in the European Economic Area (EEA), United Kingdom, or Switzerland, we rely on the following legal bases:

  • Performance of a contract: Processing necessary to provide the Services you’ve signed up for.
  • Legitimate interests: Analytics, security, fraud prevention, and product improvement, where these don’t override your rights.
  • Legal obligation: Compliance with applicable laws.
  • Consent: Where we rely on consent (e.g., marketing emails), you may withdraw it at any time by contacting support@professionally.ai.

When and With Whom We Share Your Information

We do not sell your personal information. We share information only in the following circumstances:

AI processing providers

As described above, email content is transmitted to OpenAI, Anthropic, Google, and/or xAI solely to generate your requested suggestions. This constitutes data processor sharing under applicable privacy laws.

Infrastructure and service providers

  • Amazon Web Services (AWS) — cloud infrastructure and data storage.
  • Shopify — payment processing and web store.
  • Apple — App Store payments and iOS platform.
  • Microsoft — AppSource distribution and Outlook platform.
  • Zoom — demo scheduling (non-identifying usage data only).

Business transfers

If Professionally Inc. is involved in a merger, acquisition, or sale of assets, your information may be transferred. We will notify you via email and/or a prominent notice on our website before your data becomes subject to a different privacy policy.

Legal requirements

We may disclose information where required by law, court order, or to protect the rights and safety of our users or the public.

How Long We Keep Your Information

  • Email content processed for AI suggestions: Never stored. Deleted immediately after your suggestion is returned.
  • Account information (name, email): Retained for the duration of your account, plus up to 12 months after account deletion.
  • Payment records: Retained as required by applicable tax and accounting laws (typically 7 years).
  • Support communications: Retained for up to 3 years to assist with follow-up issues.
  • Usage and analytics data: Retained in aggregated, non-identifiable form indefinitely; identifiable usage logs retained for up to 12 months.

How We Keep Your Information Safe

We implement the following security measures:

  • All data transmitted between your device, our servers, and AI providers is encrypted using TLS (Transport Layer Security).
  • Data stored on our infrastructure is encrypted at rest.
  • Access to personal data is restricted to authorized personnel only.
  • We conduct regular security assessments of our infrastructure.

No system is 100% secure. While we take these measures seriously, we cannot guarantee absolute security of data transmitted over the internet. You use the Services at your own risk and should access them only from secure environments.

Your Privacy Rights

EEA, UK, and Switzerland residents (GDPR / UK GDPR)

You have the right to:

  • Access a copy of the personal data we hold about you.
  • Correct inaccurate or incomplete data.
  • Request deletion of your personal data (“right to be forgotten”).
  • Restrict or object to processing in certain circumstances.
  • Data portability — receive your data in a structured, machine-readable format.
  • Withdraw consent at any time where processing is based on consent.
  • Lodge a complaint with your local data protection authority. For EU residents: ec.europa.eu/justice/data-protection/bodies/authorities. For UK residents: ico.org.uk.

California residents (CCPA / CPRA)

California residents have the right to know what personal information we collect and how it is used, request deletion, correct inaccurate data, opt out of the sale or sharing of personal information (we do not sell or share personal information for advertising), and non-discrimination for exercising these rights.

Categories of personal information collected in the past 12 months: Identifiers (name, email, IP address); Internet/network activity (usage data, device information); Geolocation data (approximate, IP-based). We do not collect sensitive personal information as defined under CPRA.

To submit a California privacy request: visit professionally.ai/pages/contact or email support@professionally.ai. We will respond within 45 days.

Colorado, Connecticut, Utah, and Virginia residents

Residents of these states have the right to access, correct, delete, and obtain a copy of their personal data, and to opt out of processing for targeted advertising, sale of personal data, or profiling. To exercise these rights, email support@professionally.ai. Appeals: if we decline your request, email us to appeal. We will respond within 45 days (60 days for Connecticut and Virginia).

All users

To exercise any privacy right, contact us at support@professionally.ai or visit professionally.ai/pages/contact. We will verify your identity before processing requests. We do not discriminate against users who exercise their privacy rights.

Social Media Login

If you register or log in using a social media account (such as Google), we receive basic profile information including your name and email address from that provider. We use this information only to create and manage your Professionally account. We are not responsible for the privacy practices of third-party social media platforms.

Cookies and Tracking Technologies

We use cookies and similar technologies to operate our website, remember your preferences, and understand how users interact with our Services. You can manage cookie preferences through your browser settings or our Cookie Policy.

Do Not Track: We do not currently respond to browser Do Not Track signals, as no uniform standard exists. We will update this policy if that changes.

International Data Transfers

Professionally Inc. is based in the United States. If you access our Services from outside the US, your information may be transferred to, stored, and processed in the United States and in the countries where our AI providers operate. For EEA and UK users, we rely on Standard Contractual Clauses (SCCs) as the legal mechanism for international data transfers where required.

Children’s Privacy

Our Services are not directed at children under the age of 13 (or 16 in the EEA). We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact support@professionally.ai and we will delete it promptly.

Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, products, or applicable law. We will indicate the updated date at the top of this policy. For material changes, we will notify you by email or by posting a prominent notice on our website. We encourage you to review this policy periodically.

Contact Us

For privacy-related questions, requests, or concerns:

We aim to respond to all privacy inquiries within 5 business days.

© 2026 Professionally Inc. All rights reserved.