Privacy Policy

Manny ("Manny", "we", "us", or "our") is a personal admin assistant app operated by ai4bio GmbH. This Privacy Policy explains what data we collect, why, how we protect it, and the rights you have over it. It applies to the Manny mobile app and the website at usemanny.app.

Manny helps you keep life-admin documents, tasks, and reminders in one place. We only collect what we need to run that service.

1. Who we are

Controller: ai4bio GmbH, 60 rue François 1er, 75008 Paris, France

Contact: contact@usemanny.app

2. Data we collect

Account

• Name, email address, and sign-in method (email, Sign in with Apple, or Google).
• Language, and optional profile details you choose to give (for example first name or how you want to be addressed).
• A user identifier and a device identifier used to operate the app.

Content you create or upload

• Documents you scan, photograph, upload, or import (images and PDFs), plus titles, descriptions, categories, folders, expiry dates, and extracted fields (for example invoice number, insurer, amount).
• Extra pages attached to a document.
• Tasks, subtasks, due dates, notes, and chat messages you send to Manny.
• People, companies, vehicles, and other “entities” we extract from your documents so you can find related files later (for example “everything from AXA” or “documents about my car”).
• Voice recordings, when you use voice planning or voice notes. Audio is sent securely to our speech provider to turn speech into text and extract tasks.

Connected accounts (only if you connect them)

You can use Manny without connecting email or calendar. If you connect a provider, we receive the access needed for the features you turn on, and we store a refresh token so the connection stays active until you disconnect.

Google — Gmail (gmail.readonly). We read emails that have attachments (the last 12 months when you first connect, then new mail). We do not import your whole mailbox. For each kept attachment we store:

• a copy of the file (PDF or image) in your Manny account;
• the sender, subject, date, and a short excerpt of the email it came with, so you can see the context;
• enough of the related email thread to file the document and create tasks.

We skip promotions, social mail, spam, chats, and files that are not personal documents (for example calendars or contact cards). We detect duplicates and older versions so we do not create extra copies or leftover tasks.

Google — Drive (drive.readonly). We list files you choose to import and store a copy of those files in your Manny account. We do not get write access to your Drive.

Google — Calendar (calendar.readonly and, if you allow it, calendar.events). We read your calendars so Manny can show upcoming events next to your tasks. If you grant write access, we can create, update, or delete events you ask for in the app (for example a renewal reminder). You can decline write access and still use read-only calendars.

Microsoft (Outlook / Microsoft 365). If you connect Microsoft, we use calendar read/write access (Calendars.ReadWrite) for the same purpose as Google Calendar.

Apple Calendar (CalDAV). If you connect Apple Calendar with an app-specific password, we read and write events on the calendars you choose.

We also receive your email address and basic profile from the provider so we can show which account is connected.

Device permissions (only when you use the feature)

• Camera, to scan documents.
• Photo library, when you pick photos to import (including grouping several photos into one document).
• Microphone, for voice notes and voice planning.
• Notifications, for reminders.
• Approximate location is optional and only used if you later turn on a feature that needs it. You can use Manny fully without it. We do not collect precise location in the background.

Purchases

Subscription and purchase history, managed by Apple, Google Play, and our payments partner. We never receive or store your card or bank details.

Usage, diagnostics, and support

• How you use the app (features used, screens viewed), so we can improve Manny.
• Crash and error reports, so we can fix bugs.
• Information you send when you contact us or answer an in-app survey.

We do not collect your contacts list, health-app data, or browsing history from other apps.

3. How we use your data

• To provide the app: store your documents, extract key fields, detect duplicates and new versions, create tasks and reminders, file documents into folders, and answer you in chat.
• To import files from Gmail or Drive when you ask, and to keep Gmail in sync after the first import.
• To show calendar events and, if you allow it, to write events you create in Manny.
• To authenticate you, keep the account secure, and prevent abuse.
• To process your subscription.
• To understand usage and fix issues.
• To answer support requests.

We do not use your data for third-party advertising. We do not sell your data or share it with data brokers. We do not track you across other companies' apps or websites.

4. Google user data (Limited Use)

This section applies to information we receive from Google APIs, including Gmail, Drive, and Calendar.

Manny's use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

In practice that means:

• We use Google data only to provide the features visible in the app (import documents, detect duplicates, create tasks, show and write calendar events you request).
• We do not use Google user data to serve ads, including personalised or retargeting ads.
• We do not sell Google user data.
• We do not allow humans to read your Gmail, Drive, or Calendar data unless you give us permission for a specific support case, it is necessary for security or to comply with the law, or it is part of a request you made (for example you emailed us a screenshot).
• We do not use Google user data to train general-purpose AI or machine-learning models, and we contractually require our AI processors not to do so.
• You can disconnect Google at any time in the app (Integrations). Disconnecting revokes our access and stops new imports. You can also delete imported documents, or delete your whole account.

5. Artificial intelligence

To classify documents, extract tasks, group photos, transcribe voice, and answer chat, we send the minimum content needed for that request to AI processors:

• Microsoft Azure (OpenAI models and speech-to-text);
• Anthropic Claude, served through Microsoft Azure AI Foundry.

Content is processed to answer your request. It is not used to train those providers' general models. Voice and document analysis run in the cloud; nothing is sent to an AI provider until you use the feature (and, for cloud AI, until you accept the in-app AI consent).

Automatic document import (for example Gmail) uses the same processors so we can decide what is a personal document, extract tasks, and link people or companies.

6. Service providers

We share data with a small number of trusted processors, under contracts that require confidentiality and security:

• Supabase — Account, database, file storage, and backend functions (EU-hosted project).
• Microsoft Azure — Optional file storage, speech-to-text, and AI processing.
• Anthropic (via Azure) — Document understanding, task extraction, photo grouping, chat.
• Google — Sign-in and, if you connect them, Gmail, Drive, and Calendar.
• Microsoft — Calendar, if you connect Outlook / Microsoft 365.
• Apple — Sign in with Apple, in-app purchases, and Apple Calendar if you connect it.
• Google Play — Android in-app purchases.
• RevenueCat — Subscription status.
• Mixpanel — Product analytics (EU ingestion).
• Refiner — In-app surveys.
• Sentry — Crash and error diagnostics, when enabled.
• TikTok — On this website only, and only if you accept advertising cookies: the TikTok Pixel records page visits to measure our TikTok ads. You can withdraw anytime via "Cookie settings" in the footer.

We may also disclose data if required by law, or to protect Manny or our users from fraud or abuse.

7. How we store and protect data

• Data in transit is encrypted (TLS).
• Data at rest is encrypted by our infrastructure providers.
• Your files live in a private storage bucket, scoped to your account. The app loads them through short-lived signed URLs.
• Access in the product is limited to your own account (row-level security). Server jobs that import Gmail or photos run with a service key and are still scoped to your user id.
• Google and Microsoft refresh tokens are stored in our database so sync can continue until you disconnect. We treat those tokens as secrets.

This is not end-to-end encryption in the sense that only your phone can read the files. We (and the AI processors above) must be able to read a document to classify it, extract tasks, or answer a question about it. No Manny employee reads your documents as part of normal operations.

8. How long we keep data

• We keep your data for as long as your account is active.
• Documents, tasks, chat, and imported files stay until you delete them or delete the account.
• Gmail sync state (last history id, import progress) is kept while Google stays connected, then removed when you disconnect or delete the account.
• Voice audio is processed to produce text and tasks; we do not keep raw audio longer than needed to finish that request.
• Usage analytics and crash reports are kept only as long as needed to improve the product.
• We may retain a minimal record after deletion when the law requires it (for example invoices for subscriptions).

9. Your rights and controls

Depending on where you live (including the EU/EEA GDPR and similar laws), you can:

• access, correct, export, or delete your personal data;
• object to or restrict certain processing;
• withdraw consent (for example disconnect Google, or decline calendar write access);
• lodge a complaint with your data-protection authority (in France: CNIL).

In the app you can already:

• disconnect Google, Microsoft, or Apple Calendar;
• delete a document, a task, or an imported file;
• delete your account (Profile → Delete account). That permanently deletes your user, your files in storage, and the related database rows.

To exercise any other right, email contact@usemanny.app.

10. International transfers

We operate from the European Union. Some processors may handle data outside your country (for example the United States). Where that happens, we rely on appropriate safeguards such as the European Commission's Standard Contractual Clauses.

11. Children

Manny is not directed to children under 16 (or the minimum digital-consent age in your country), and we do not knowingly collect their personal data.

12. Changes

We may update this Privacy Policy. For material changes we will update the date above and, where appropriate, notify you in the app.

13. Contact

Questions about this policy or your data: contact@usemanny.app.

ai4bio GmbH

60 rue François 1er, 75008 Paris, France