Gmail Backup Tool — Privacy Policy

1. Introduction

Gmail Backup Tool ("the Application", "we", "our") is a Windows desktop application developed and published by WindowsUtils. It enables users to securely back up and export their Gmail and Google Workspace email to local storage in formats such as EML, PST, OST, and PDF. This Privacy Policy explains what data the Application accesses, how it is used, where it is stored, and the rights users have with respect to that data. By installing or using the Application, you agree to the practices described in this document.

2. Scope of This Policy

This policy applies to:

• All versions of Gmail Backup Tool for Windows.
• Data accessed via Google OAuth 2.0 authorization for Gmail and Google Workspace accounts.

It does not apply to third-party websites or services that may be linked from within the Application, including Google's own privacy practices, which are governed by Google's Privacy Policy.

3. Data the Application Accesses

3.1 Google Account Data (OAuth)

When you connect a Gmail or Google Workspace account using OAuth 2.0, the Application requests the following Google API scopes:

• https://www.googleapis.com/auth/gmail.readonly — read-only access to your Gmail messages, labels, and mailbox metadata.
• https://www.googleapis.com/auth/userinfo.email — retrieves your email address to identify the account within the Application.

The Application uses read-only access exclusively. It does not send, delete, modify, or forward any messages on your behalf.

3.2 Google Workspace Accounts

Google Workspace accounts are supported using the same Google OAuth 2.0 flow as personal Gmail accounts. The Application requests the same read-only scopes and connects exclusively to imap.gmail.com on port 993 via SSL/TLS. No additional credentials or app passwords are required or stored.

3.3 Email Content

The Application downloads email messages, headers, attachments, and folder structures from your mailbox solely for the purpose of creating local backup files. All downloaded content is stored exclusively on your local machine in the backup destination folder you specify.

4. How Data Is Used

Data accessed by the Application is used only for the following purposes:

• Creating local backup copies of your email in your selected output format.
• Displaying mailbox structure, folder lists, and backup progress within the Application's user interface.
• Identifying and de-duplicating messages across incremental backup runs.
• Refreshing OAuth access tokens transparently, without requiring you to sign in again.

The Application does not use your email data for advertising, analytics, machine learning, or any purpose other than local backup.

5. Data Storage & Security

5.1 Local Storage Only

All data processed by the Application — including email content, OAuth tokens, account credentials, and backup files — is stored exclusively on your local machine. No data is uploaded to servers operated by WindowsUtils or any third party.

5.2 Token Storage

OAuth 2.0 access and refresh tokens are serialised to JSON, encrypted with Windows DPAPI (user-scoped), and stored in the following folder:

DPAPI encryption ensures that tokens can only be decrypted by the Windows user account that created them. Tokens are never stored in plain text.

5.3 Backup Encryption (Optional)

Users may enable AES-256 encryption for backup archives. When enabled, the encryption key is protected with DPAPI and stored separately from the backup data. Unencrypted backup files are retained only if the user selects that option.

6. Data Sharing & Disclosure

We do not sell, rent, share, or otherwise disclose your data to any third party. The Application operates entirely offline after authentication. The only external network connections made by the Application are:

• To Google's OAuth 2.0 endpoints (accounts.google.com) to obtain and refresh access tokens.
• To the Gmail IMAP server (imap.gmail.com, port 993) to download your messages via XOAUTH2.

No telemetry, crash reports, or usage statistics are transmitted to WindowsUtils.

7. Compliance with Google API Services User Data Policy

Gmail Backup Tool's use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements:

• Data obtained via Google APIs is used only to provide the email backup functionality described in this policy.
• We do not transfer Google user data to third parties.
• We do not use Google user data for serving advertising.
• We do not allow humans to read user data unless you have explicitly granted permission, or it is necessary for security or compliance with applicable law.
• We do not use data obtained from Gmail to develop, improve, or train generalized AI/ML models.

8. User Rights & Control

8.1 Revoking OAuth Access

You may revoke the Application's access to your Google account at any time by visiting Google Account Security (myaccount.google.com/permissions) and removing "Gmail Backup Tool" from the list of connected apps. Revoking access will invalidate the stored refresh token, and the Application will prompt for re-authorization on the next backup.

8.2 Deleting Local Data

To remove all data stored by the Application, you may:

• Uninstall the Application via Windows Settings or Control Panel.
• Manually delete the folder C:\ProgramData\WindowsUtils\GmailBackupTool\ and your chosen backup destination folder.

8.3 Data Portability

Because all data is stored locally in standard formats (EML, PST, OST, PDF), you retain full control and portability of your backup files without requiring any export mechanism from WindowsUtils.

9. Children's Privacy

The Application is not directed at children under the age of 13. We do not knowingly collect or process personal information from children. If you believe a child has used the Application and personal data has been stored, please contact us at the address below and we will assist with removal.

10. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will revise the "Last Updated" date at the top of this document. We encourage users to review this policy periodically. Continued use of the Application after any changes constitutes acceptance of the updated policy.

11. Contact Information

If you have questions, concerns, or requests regarding this Privacy Policy or the handling of your data, please contact us:

• Publisher: Dharam Vir Infotech Private Limited
• Website: https://windowsutils.com
• Email: support@windowsutils.com