In short
- We keep your data to run the apps for you, and for nothing else.
- No ads. We don't sell your data, and we don't read your content for marketing.
- Vault is end-to-end encrypted: we can't read what you keep in it.
- You can export your data and delete your account whenever you like.
Who we are
Arcane Suite (“we”, “us”) provides Account, Mail, Drive, Docs, Sheets, Slides, Forms, Calendar, Meet, Chat, Notes, Planner, Trinity and Vault, plus the Arcane Suite extension for Chrome. People use them with a personal account, which comes with a free @arcanemail.io address, and businesses use them with their own domains.
For personal accounts, we decide how your data is handled, as this policy describes. For business accounts, the organization that owns the account also decides how it's used, and its administrators can manage it (see “Business accounts” below).
What we store
We store what you give us and what the apps need to work:
- Your account. Your name, your email address and a hash of your password (never the password itself). Also the profile details you choose to add, such as a photo, birthday, gender, phone number or recovery email, and your language and settings.
- Security information. Your two-step verification settings (your authenticator app's secret and backup codes); the devices where you're signed in, with their IP address and browser; and a history of security events, such as sign-ins, new devices and password changes. We use these to protect your account, and you can review them in Account › Security.
- Mail. The messages you send and receive, including their full content and attachments, plus drafts, contacts, labels, filters and settings, and delivery records (whether a message you sent was delivered, bounced or reported as spam).
- Drive, Docs, Sheets, Slides and Forms. Your files and folders, their versions, comments and sharing settings, and the answers people submit to your forms.
- Calendar, Chat, Notes, Planner and Trinity. Your events and invitations, chat messages and spaces, notes, tasks and projects, and your organization's shared pages.
- Meet. Each meeting's details (title, organizer, invited people and co-hosts), who asked to join, attendance (names and when people joined and left), and in-call chat, polls and questions. The audio and video of a call are not stored unless it's recorded.
- Billing. Who pays (a person or an organization), the billing email, the card's brand and last 4 digits, how much of each service was used, and invoices. Stripe handles the card itself; we never see the full card number.
- Messages to us. What you send us when you contact support or report abuse.
Meet recordings, transcripts and notes
Recordings, transcripts and AI meeting notes are made only when they're turned on for a meeting: by a host, by a participant if the host allows it, or automatically if the host has chosen to. Everyone in the call can see when a recording is in progress.
A recording is saved in the Drive of the person who started it and shared with the attendees from the organizer's organization. Transcripts and notes are saved as documents in Drive. They stay until someone deletes them.
Live captions are made by your browser's built-in speech recognition. Some browsers, such as Chrome, do this with their own online service.
Vault
Vault is end-to-end encrypted. Your items (passwords, keys, notes, certificates and everything else, including their names and website addresses) are encrypted on your device before they reach us, and we store only the encrypted data. We can't read what you keep in Vault.
To make Vault work, we store a minimum of information unencrypted: each item's type, when it was created or changed and by whom, a certificate's expiry date (so we can remind you before it expires), who has access to each vault, your favorites, and the names of the passkeys you use to unlock Vault.
Vault also keeps an activity log for your vaults: what was done to an item, from which app and device, and the approximate city (worked out from the IP address). This includes autofills from the Chrome extension, with the website's address.
For personal accounts, only your Vault password or your recovery key can unlock your vaults. If you lose both, we can't recover your Vault. For business accounts, an organization administrator can turn on account recovery; members are then enrolled the next time they unlock Vault, so an administrator can help them get back in.
The Arcane Suite extension for Chrome
The extension fills in your Vault logins on websites. Here's what it does and doesn't do:
- It runs on the websites you visit to find sign-in fields and show the Vault menu next to them. It reads pages only to find those fields; it doesn't collect your browsing history or send the pages you visit to us.
- It only receives the logins that match the website it's running on.
- It fills in a login only when you choose to, with a click or the keyboard.
- The keys that unlock your Vault are kept in Chrome's memory-only session storage, which websites can't read and which is cleared when Chrome closes or Vault locks. Only the extension's settings are saved on your computer.
- It connects only to vault.arcanesuite.com and account.arcanesuite.com.
- It has no analytics, ads or tracking.
- Each autofill is recorded in your own Vault activity log, with the website's address and the device.
It asks Chrome for these permissions: storage (its settings and the session keys), alarms (locking automatically and clearing copied passwords), active tab and the clipboard (copying and clearing secrets), access to vault.arcanesuite.com and account.arcanesuite.com, and access to the websites you visit (to fill in sign-in forms).
Notifications: while you're signed in, the extension can show notifications from the suite's apps (such as new mail and messages, events, shares, mentions, tasks and security alerts) and a count of unread items on its icon. For this it also asks Chrome for the notifications permission.
Notifications are delivered through your browser's push service: for Chrome, Google's Firebase Cloud Messaging. Each notification, with its title and text, is encrypted for your browser before it leaves our servers (Web Push encryption), so the push service passes it on without being able to read it. It sees only delivery details, such as when a notification is sent and your browser's push address.
Arcane Account keeps your browser's push address and its encryption keys, your notification choices, and a record of the notifications sent to you for 7 days, to avoid duplicates and limit how many you get.
In the extension's settings you can turn notifications off, turn off each kind (such as Mail, Chat or Calendar), and hide message content so a notification only says something new arrived. Signing out of the extension removes your browser's push address from your account, and blocking the extension's notifications in Chrome stops them too.
How we use your data
Only to run the service:
- to deliver and store your mail, files and other content, keep it in sync and show it to you and the people you share it with;
- to keep accounts secure and prevent spam, fraud and abuse;
- to bill for what you use;
- to send you messages about your account, such as security notices, invoices and changes to our policies;
- to meet our legal obligations.
We don't sell your data, we don't show ads, and we don't read your content for marketing. We don't use your content to train AI models. Our team doesn't look at your content unless you ask us to (for example, for support) or it's needed to investigate abuse or security problems or to comply with the law.
Some processing is automatic. Incoming mail is checked for spam by sender authentication (SPF, DKIM and DMARC), block lists and your own filters. We track the delivery, bounce and spam-complaint rates of the mail each account sends, and limit how much it can send, to keep everyone's mail trusted.
AI features
Arcane AI features, such as Help me write, Smart Compose, Smart Reply, summaries, meeting notes and translated captions, send the content they work on (for example, your draft, the email thread or the meeting transcript) to OpenRouter, which passes it to the company that runs the AI model and returns the answer. We use them only to give you that answer.
Content is sent only when you use an AI feature. A few features work as you go: Smart Compose suggests text while you type, Smart Reply suggests replies when you open a message, and live meeting notes summarize the call while they're on. You can turn each Mail AI feature off in Mail's settings.
Services we use and where your data lives
Your data is stored in the United States. These companies process it on our behalf:
- VercelHosts the apps and this website.United States (Washington, D.C. area)
- NeonOur database (Postgres), where the apps keep your data.United States (N. Virginia)
- CloudflareFile storage (R2) for files, attachments, email content and recordings; live editing and chat; Meet calls (Realtime) and live streams (Stream).Cloudflare's global network
- ResendSends and receives email, using Amazon Simple Email Service.United States (N. Virginia)
- StripePayments. Stripe handles your card details; we see only the card's brand and last 4 digits.United States
- OpenRouterAI features, only when you use them. It passes requests to the company that runs the AI model.United States; the model's provider may be elsewhere
A few features use other services, only when you use them:
- When you choose a password, we check it against Have I Been Pwned's list of leaked passwords. Only the first few characters of a hash of it are sent, never the password.
- GIF search in Chat (if your organization turns it on) sends your search to GIPHY, and your browser loads the GIFs from GIPHY.
- The dictionary in Docs looks up words on Wiktionary from your browser.
- Background effects in Meet download their models from Google and jsDelivr. No call content is sent.
- Notifications in the Chrome extension are delivered, encrypted, through your browser's push service (Google Firebase Cloud Messaging for Chrome).
- Videos embedded in documents and pages play from YouTube (in its privacy-enhanced mode) or Vimeo.
- A live stream from Meet is sent to the streaming service its host chooses.
- Forms can send responses to a web address the form's owner sets up.
Our servers fetch link previews in Chat and the images in emails you receive, so the websites see our servers rather than you. To verify a business's domain, we look up its DNS records through Cloudflare's and Google's public DNS.
If you live outside the United States, your data is transferred to and processed in the United States. We protect it as this policy describes wherever it's processed.
Business accounts
If your account is on your organization's domain, the organization controls it, and we process its data on the organization's behalf. Its administrators can:
- create, suspend and delete accounts, reset passwords and sign people out;
- give another person access to a mailbox, and move a departing person's files to someone else;
- export each person's mail and Drive files;
- see the email log (messages sent and received, with their delivery status), Meet attendance reports and an audit log of sign-ins (with IP address and device), sharing and administrator actions;
- set policies, such as deleting old mail automatically;
- turn on Vault account recovery;
- delete the organization and all of its data.
If you have a business account, contact your administrator about your data first; they may have their own policies.
How long we keep data
We keep your content until you or your organization delete it. When you delete something, it goes to Trash first. Trash and Spam in Mail, and Trash in Drive (which holds Docs, Sheets, Slides and Forms), Calendar, Notes and Trinity are emptied automatically after 30 days, and you can empty them sooner.
- In Chat spaces with history turned off, messages are deleted after 24 hours.
- In Meet, a host can choose not to keep the call's chat; it's then deleted when the call ends.
- Organizations can set mail to be deleted automatically after a time they choose.
- Signed-in sessions end after 30 days without use. Security and audit history is kept while the account or organization exists.
- Data exports made in the Admin console are deleted after 14 days.
Deleted data may remain in our database provider's backups for a limited time before it's gone for good. We and Stripe keep invoices and payment records for as long as tax and accounting laws require.
Deleting your account and exporting your data
You can delete your account in Account › Data & privacy. It's immediate and permanent: your mail, files, documents and the rest of your data in every app are deleted. Copies you've already sent or shared with others, such as emails in their mailboxes, remain theirs. An organization's only super admin must first make someone else a super admin or delete the organization.
A super admin can delete an organization in the Admin console. We charge what's owed, then delete every account in it with all of their data, along with its shared drives, spaces and projects.
You can export your mail (MBOX), contacts (vCard) and profile (JSON) in Account › Data & privacy, download your files from Drive and export documents from the editors. Administrators can export each person's mail and Drive files in the Admin console › Data export.
Security
Every connection to the apps is encrypted, our database and file storage providers encrypt data at rest, passwords are stored only as hashes, and Vault is end-to-end encrypted. You can protect your account further with two-step verification. No system is perfectly secure; if a breach affects your data, we'll tell you as the law requires.
Why we're allowed to use your data
We process your data to provide the service you signed up for (our contract with you), to keep the service secure and free of abuse (our legitimate interest), and to meet legal obligations such as tax and accounting rules. Where we rely on your consent, you can withdraw it at any time.
Your rights
Wherever you live, you can ask to access, correct, export or delete your personal data, to know who we share it with, and to object to or limit how we use it. Under laws such as Brazil's LGPD and the European GDPR, these are your legal rights.
You can do most of this yourself in Account. For anything else, email privacy@arcanemail.io. We'll reply within 30 days, or sooner if the law requires. You can also complain to your data protection authority, such as the ANPD in Brazil.
Children
Arcane Suite isn't directed to children. You must be at least 13 to create an account, and where the law sets a higher age for consenting on your own (16 in some countries), you need a parent's or guardian's permission. If we learn that a child under 13 has an account, we'll delete it.
Changes to this policy
When we change this policy, we'll update this page and its date. If a change is significant, we'll tell you by email or in the apps before it takes effect.
Contact
Questions about this policy or your data: privacy@arcanemail.io. See also our Terms of Service and Acceptable Use Policy.